OC Systems Agency · Custom System

Cafe & Catering Operations System

A complete web-based operations platform built for cafes and catering companies. Staff scheduling, event coordination, customer quotes, field dispatch, inventory, and performance reporting — all in one dashboard.

7 integrated modules · 3 user roles · Mobile-first design

Replaces WhatsApp schedules & Excel sheets

Works on any phone — no app to download

Built in 4–8 weeks

Orange County based team

What's Included

7 Modules. One System.

Every module is built to work together. No switching between apps or copy-pasting between spreadsheets.

Module 01

Staff Scheduling

Replace the group text schedule with a real system.

Weekly shift board with drag-and-drop assignment

Staff availability tracking and conflict detection

Time-off & PTO request form with manager approval

Automatic SMS and email shift reminders

Staff check-in button with late arrival alerts

"Who is working now" live view for managers

Module 02

Event & Booking Management

Every catering event and cafe reservation in one place.

Event calendar dashboard with full detail pages

Customer info, address, guest count, menu notes

Setup and breakdown time tracking per event

Staff assignment to specific events by role

Table reservation system with waitlist handling

No-show tracking and automated event reminders

Module 03

Customer Requests & Quotes

Turn inquiries into confirmed bookings without dropping the ball.

Quote request web form embedded on your site

Lead pipeline: New → Contacted → Confirmed → Completed

Proposal generation notes and deposit tracking

Follow-up reminder system so nothing falls through

Full customer history view across all events

Automated confirmation emails to clients

Module 04

Operations & Dispatch

Coordinate your field team without phone calls.

Staff dispatch board with team assignment by role

Vehicle assignment notes and route/location info

Event-day checklist for each crew member

Job completion button with photo upload proof

Event status tracking: Planned → Active → Completed

Real-time visibility for managers across all events

Module 05

Inventory & Resource Planner

Never run out of supplies the morning of an event.

Menu ingredient checklist per event

Equipment allocation with conflict detection

Reorder reminder alerts when stock is low

Supplier contact list with order history

Daily prep checklist for kitchen and service staff

Multi-event resource planning view

Module 06

Staff Performance & Reporting

Operational visibility for owners who want the full picture.

Attendance logs and full shift history

Late arrival and absence reports by staff member

Event staffing analytics and peak hour insights

Weekly performance summary for managers

Export reports to PDF or CSV

Multi-location reporting support

Module 08

Custom Solutions — AI Discovery

For workflows that go beyond standard modules.

"Talk to Jordan" AI assistant for any business type

Guided discovery: team size, tools, pain points, budget

AI categorizes problem into scheduling, CRM, dispatch, etc.

Structured project brief generated automatically

Lead stored with priority score and complexity rating

Internal team notified with full transcript and brief

Module 07

Review & Feedback Automation

More Google reviews, fewer complaints caught too late.

Auto SMS review request sent after event completion

QR code review page for cafe tables and receipts

Internal feedback capture form for each event

Low-rating alert sent to manager before it goes public

Review performance dashboard with trend tracking

Customizable review request timing and message

Access Control

Three User Roles

Every person on your team sees exactly what they need — nothing more, nothing less.

Admin

Full system control
Staff management and access levels
Event creation and deletion
All reports and analytics
System configuration

Manager

Create and publish schedules
Assign staff to events
Approve time-off requests
Manage events and bookings
View team reports

Staff

View personal shift schedule
Submit time-off requests
Check in to shifts
View assigned events and checklists
Upload completion photos

Mobile-First

Works on any phone or tablet, no app download

Secure Login

Role-based access, encrypted sessions

PostgreSQL DB

Production-grade database, daily backups

Built in 4–8 Weeks

From workflow call to live system

Pricing

Two Ways to Work With Us

Same system, same quality. Different ownership and support models.

Build & Transfer

One-Time

Starting from $8,900

We build the full system and hand over complete ownership. You host it, you control it, no monthly platform fees ever.

All 7 modules built and configured
Admin, Manager, and Staff role system
Custom branding to match your business
Staff training (2–3 sessions)
Full source code and hosting setup
30 days of post-launch support

Build & Maintain

Recommended

From $2,900 setup + $349/mo

Lower upfront cost. We build it, host it, maintain it, and improve it every month. You focus on your business.

Everything in Build & Transfer
Managed hosting, SSL, and daily backups
Monthly feature improvements and updates
Priority support — direct line to our team
New module releases included
Monthly performance and usage report

Final price depends on scope, number of locations, and customization level. Jordan will send a detailed proposal within 2 business days.

Roadmap

Built to Grow With You

The system is designed with modular architecture. Add new capabilities when you're ready without rebuilding from scratch.

Online food ordering workflow

GPS-based staff check-in

Payroll export integration

Customer portal for event tracking

AI scheduling recommendations

Multi-location management

Ready to Replace the Spreadsheets?

Tell Jordan about your cafe or catering operation. We'll map your workflow, identify which modules fit best, and send a detailed proposal within 2 business days.

Send a Message