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Streamlining QR-Based Ordering, and Real-Time Cafeteria Management
Centralized Cafeteria Management
Digital Food Ordering
Real-Time Menu Visibility
Streamlined Order Management
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Client Overview
EY (Ernst & Young) is one of the world's leading professional services organizations, serving thousands of employees across multiple office locations in India. To improve cafeteria operations and provide a seamless dining experience, EY required a centralized digital platform that could simplify meal access, automate subsidy management, and enhance operational efficiency across all locations. AppSquadz partnered with EY to develop a smart Cafeteria Management System that enables employees, vendors, reception teams, and administrators to manage cafeteria services through a unified digital ecosystem.
REQUIREMENT
Develop a secure and scalable cafeteria management platform that enables meal ordering, QR-based access, occupancy monitoring, subsidy management, vendor operations, and administrative control across multiple office locations.
Challenges They Faced
Long Waiting Times During Peak Hours
Managing large employee footfall during lunch hours often resulted in overcrowding and delays, affecting the overall dining experience.
Coupon based Manual Procedure
Traditional cafeteria operations relied heavily on manual procedures, making meal management and daily operations time-consuming and prone to inefficiencies.
Limited Visibility into Cafeteria Utilization
Employees lacked real-time information about cafeteria occupancy, making it difficult to plan visits and avoid crowded periods.
Complex Multi-Location Operations
Maintaining consistent cafeteria services, vendor coordination, and operational oversight across multiple office locations presented significant management challenges.
Solutions We Offered
Unified Mobile Application
Developed a single mobile application that supports employees, vendors, and reception teams through role-based access and personalized workflows.
Secure QR-Based Meal Access
Implemented a single-use encrypted QR code system for meal ordering and cafeteria access, enabling faster verification and secure meal redemption across locations.
Real-Time Occupancy Monitoring
Introduced a color-coded occupancy indicator that helps employees identify cafeteria crowd levels before visiting dining areas.
Automated Subsidy Management
Built a subsidy engine that automatically calculates employee and company contributions based on employee categories and predefined rules.
Wallet & Refund Management
Integrated wallet functionality and refund processing capabilities for third-party employees, ensuring transparent financial management.
Administrative Control Panel
Developed a comprehensive web-based dashboard for managing users, vendors, menus, cafeteria locations, subsidy rules, reports, and operational insights.
Project Overview
The EY Cafeteria Management System was developed as a centralized workplace dining platform that digitizes meal access, cafeteria operations, and administrative processes. The solution combines mobile applications, QR-based meal validation, occupancy tracking, subsidy management, and vendor operations into a unified ecosystem.
By automating key cafeteria workflows and providing real-time operational visibility, the platform helps improve employee convenience, operational efficiency, and dining experience across multiple locations.
Employee App
Digital access to EY’s cafeteria ecosystem, bringing meal discovery, availability, ordering, and benefit access into one experience.
Select Cafeteria: User selects the available cafeteria/location.
View Menu: User checks the available meals and menu.
Place Meal Order: User selects and orders the required meal.
Subsidy Calculation: System automatically applies the applicable employee/company subsidy.
Vendor App
Centralized control over cafeteria menus, availability, order processing, and operational workflows.
Menu Management: Vendor manages and updates available meals/menu.
Receive Orders: Vendor receives employee meal orders.
Order Processing: Vendor processes and prepares the ordered meals.
QR Scanning: Vendor scans the employee's QR code at the cafeteria.
Technologies Used
Results
Faster Meal Access
QR-based meal validation reduced manual verification processes and enabled quicker cafeteria access.
Improved Dining Experience
Employees can monitor cafeteria occupancy in real time, helping them avoid crowded dining periods.
Streamlined Operations
Centralized management of menus, vendors, subsidy rules, and locations simplified administrative tasks.
Better Financial Transparency
Automated subsidy calculations, wallet tracking, and refund management improved operational accuracy and reporting.
Enhanced Security
Secure authentication, role-based permissions, and encrypted QR validation ensured safe and controlled access across the platform.
Scalable Infrastructure
The cloud-based architecture supports thousands of users and high daily transaction volumes while maintaining reliable performance.
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