9 Best Restaurant Task Management Software for 2025 : How to Improve Restaurant Ops & Best Tools

In 2024, the restaurant & food service industry is projected to reach $1 trillion in sales.

This highlights the importance of efficient restaurant task management in such a competitive and fast-paced environment.

In modern world of dining, restaurant task management is complex process that involves arranging, coordinating, and supervising various tasks, including staffing, inventory, customer service, and compliance. By implementing effective strategies and tools, restaurant task management can streamline operations, improve efficiency, and ensure quality service.

Restaurant task management is all about knowing how to handle everyday operations successfully. This includes using software to keep track of tasks, manage schedules, and ensure everything runs smoothly. With the right tools, you can enhance your restaurant’s performance and provide an exceptional dining experience for your customers.

Challenges With Restaurant Task Management

Task management at a restaurant requires overcoming several challenges. Let’s take a deep dive into the restaurant task’s prevalent challenges and discover effective strategies to tackle them head-on:

• Lack of Clear Objectives: When objectives are not properly defined, it can lead to a misalignment of tasks with the restaurant’s overall strategy. Unclear objectives result in a lack of clarity and inefficiencies. For optimal results, it is crucial to begin every project with a well-defined set of objectives. Organize a kickoff meeting to establish and communicate objectives, making sure that all team members are aware of their roles and the expected results.
• Challenging Deadlines: Establishing overly ambitious deadlines can place a heavy burden on staff and potentially compromise the quality of service. Setting a realistic timeline is crucial in the restaurant industry, where unexpected issues frequently arise. Collaborate with your team to set realistic deadlines by considering their input and previous experiences. Use project calendars and scheduling tools to monitor progress and make necessary adjustments to deadlines.
• Lack of Communication: Efficient communication plays a crucial role in ensuring seamless restaurant operations. Effective communication is crucial to avoid errors, ensure timely completion, and prevent misunderstandings. Utilize tools that improve communication, such as project management software or communication platforms. Having regular team meetings and establishing clear channels for updates is crucial to keeping everyone informed and on the same page.
• Lack of Team Skills: Having a proficient team is crucial for effectively managing intricate tasks and upholding exceptional standards. Identify areas where skills need improvement and offer appropriate training, or consider hiring more staff with the necessary expertise. It is crucial to consistently evaluate your team’s skills and provide them with opportunities for professional growth to stay updated with the latest industry standards and emerging technologies.
• Frequent Staff Changes: Restaurants frequently face the challenge of staff turnover, which can disrupt day-to-day operations and impact the quality of service provided. To tackle this issue, it is crucial to establish a work environment that fosters positivity, while also ensuring that employees are offered competitive wages and given ample opportunities for career advancement. Efficient onboarding and training programs can also assist new hires in seamlessly integrating and performing at their best.
• Overcoming Customer Service Challenges: Maintaining a high level of customer service in a bustling restaurant can be quite demanding. Inadequate service can result in unfavorable reviews and a decline in customer loyalty. Develop and implement systems for monitoring service quality, collecting customer feedback, and providing staff training on best practices to uphold exceptional service standards.

What is a Restaurant Task Management App?

This term refers to particular digital tools or applications that are meant to assist in the ordering process and the management of a variety of duties for a restaurant. To facilitate the streamlining of operations, these applications and software include capabilities like scheduling, inventory management, order tracking, and communication tools. For instance, point-of-sale (POS) systems, table management software, and inventory management tools are all examples.

Top 9 Best Restaurant Task Management Apps for 2024

1. KNOW- The Super App for Frontline Teams

KNOW is an all-in-one restaurant management solution designed to streamline operations and improve efficiency across kitchen and front-of-house activities. Here’s why it’s a must-have for restaurants:

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1. Simplify Daily Operations

• Manage SOPs, shift handovers, and daily reports effortlessly.
• Digitize checklists for kitchen and front-of-house tasks, including temperature checks and sales data collection.
• Track compliance of routines across multiple sites in one centralized dashboard.

2. Automate Recurring Notifications

• Schedule recurring reminders for completing digital forms like store openings, inspections, and maintenance checks.
• Set up forms as recurring activities with daily, weekly, or monthly schedules.
• Receive notifications directly on mobile devices to stay on track.

3. Audit with Confidence

• Digitize all audits, from pest control to fire safety to equipment maintenance.
• Set up audit schedules, capture pass/fail scores, and create remedial actions for each item.
• Generate comprehensive reports and maintain a digital repository of all audits.

4. Enhance Staff Training

• Train new hires through mobile-based onboarding for immediate effectiveness.
• Create engaging courses with quizzes and assessments in multiple formats.
• Provide a repository of best practices for staff to refer to any time.
• Develop career growth plans with tailored learning journeys.

5. Streamline Approvals and Handoffs

• Create multi-level forms for approvals or shift handovers.
• Generate reports directly from the web dashboard, eliminating paperwork.
• Enable multi-stage approvals and automate workflows for smoother operations.

6. Resolve Day-to-Day Issues Quickly

• Capture and track equipment failures, breakages, incidents, and IT issues in one system.
• Automatically alert the right groups for each type of issue with real-time updates.
• Attach photos, videos, and documents to speed up remote issue resolution.
• Share reports easily with third-party vendors for faster resolution.

7. Simplify Staff Scheduling

• Notify staff of their shifts directly on their mobile phones.
• Send automated reminders for shift timings and last-minute changes to prevent no-shows.
• Automatically fill last-minute vacancies using the advanced “open shifts” feature.

8. Eliminate Timesheet Errors

• Enable clock-in/out via mobile devices with GPS tracking, QR codes, or facial recognition.
• Support clock-in for all roles, including kitchen staff, chefs, and delivery drivers.
• Generate 1-click timesheet reports anytime from the dashboard for accurate payroll processing.

9. Digitize Multi-Stage Forms

• Build multi-stage forms for requisitions, permits, or approvals.
• Automate the sharing of responses via the app or email.
• Easily share forms with third-party vendors for streamlined collaboration.

KNOW helps restaurants manage everything from staff scheduling to audits, making it the ultimate tool for enhancing frontline team performance and operational excellence.

Pricing:

• Custom Pricing: KNOW offers custom pricing based on your restaurant’s specific needs, ensuring you only pay for the features you require. 

Pros:

• A comprehensive suite of tools covering all aspects of restaurant management.
• Seamless integration with existing systems, improving overall efficiency.
• User-friendly interface, making it easy for staff to adopt and use.

Cons:

• Custom pricing may vary, and potential users need to contact sales for detailed information.
• Some advanced features may require additional training to fully utilize.

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2. Jolt

Jolt comprises digital operations management solutions that assist restaurants, hotels, and retailers improve accountability, their food safety records, and employee confidence. It offers task list software, remote temperature sensors, labeling systems, employees scheduling, time clocks, and more.

Features:

• Jolt Lists: Jolt Lists is a tool that makes it possible for your entire team to execute activities seamlessly at the right moment and in the right way. What distinguishes this feature most is the way it helps you go from being uncertain to producing work of the highest caliber.
• Jolt Employee Scheduling: The drag-and-drop interface of Jolt makes it far simpler than ever before to schedule your whole team.
• Automation: Task assignments, corrective actions, and alerts for activities that are overdue or unfinished may all be automated in a seamless manner.

Pricing:

• Starts at around $89.99 per location per month for the core features.
• Additional features and integrations may increase the price.

Pros:

• Comprehensive food safety features.
• Easy-to-use interface for scheduling and task management.
• Strong auditing capabilities for compliance tracking.

Cons:

• Higher pricing may be a concern for small restaurants.
• May have more features than necessary for some operations, leading to underutilization.

3. Xenia

Xenia is designed to streamline and standardize food and beverage operations across single or multi-location restaurant setups. 

Features:

• Smart Food Temperature Monitoring: Wireless sensors track temperatures, sending real-time alerts if thresholds are exceeded.
• Operations Template Builder: Use customizable templates to maintain compliance and streamline processes.
• Scheduled Work: Automate task schedules and notifications across all locations.
• Digital Checklists: Access and customize checklists for various operations.
• Team Communication: Improve collaboration with chat, group updates, and announcements.
• Analytics Reports: Utilize in-depth analytics for better decision-making.
• Inspections & Audits: Run comprehensive audits & inspections through the app.

Pricing:

• Free Forever: An unlimited free trial of all the essential features is available upto 5 people.
• Starter: $15 users at $99 per month.
• Premium: $199 a month for up to 15 users with unrestricted use of all the essential features.
• Custom pricing.

Pros:

• Strong focus on incident reporting and work order management.
• Digital forms help reduce paperwork and streamline processes.
• Real-time notifications keep staff informed and on task.

Cons:

• Custom pricing can be a barrier to quick adoption.
• May be more complex than needed for smaller establishments.

4. 7shifts

7shifts is primarily a restaurant employee scheduling tool that also excels in tip pooling and distribution. It is best suited for restaurants needing advanced employee scheduling and efficient tip management across multiple locations.

Features:

• Tip Management: Easily create, manage, and edit multiple tip pools. Assign different restaurant positions to specific tip pools and choose between various distribution methods (equal, percentage, or points-based).
• Tip Payout Options: Choose to distribute tips via payroll or directly to employees’ debit accounts after their shifts.
• POS Integration: Seamlessly integrates with POS systems like Arrow POS, Clover POS, and payroll software such as Gusto and Paychex.

Pricing:

• Comp: Free for single locations (up to 30 employees).
• Entrée: For small teams, $29.99 per month/location (up to 30 employees).
• The Works: $69.99 per location per month (unlimited employees).

Pros:

• Free plan available for small teams.
• Easy-to-use scheduling with built-in communication tools.
• Integration with payroll systems.

Cons:

• Limited features on the free plan.
• Higher-tier plans can become costly for larger teams or locations.

5. Zip Schedules

ZipSchedules is a powerful tool for restaurants looking to simplify and optimize their employee scheduling process.

Features:

• Employee Scheduling: Drag-and-drop scheduling with labor cost tracking.
• Reporting & Analytics: Access detailed reports to monitor labor costs and optimize scheduling efficiency.
• Shift Swapping: Employees can request shift swaps directly in the app.
• Labor Compliance: Ensures schedules comply with labor laws and company policies.

Pricing:

• Starts at $19/per location monthly (per 1-20 employees).
• $39/per location monthly (per 21-50 employees).
• Custom pricing is available for larger teams with 50+ employees.

Pros:

• Affordable for small restaurants.
• Easy-to-use scheduling with compliance tracking.
• Shift swapping feature adds flexibility for employees.

Cons:

• Limited features compared to more comprehensive solutions.
• May not scale well for larger operations.

6. When I Work

When I Work is ideal for restaurant owners looking to streamline employee scheduling and give their staff some control over their shifts.

Features:

• Employee Scheduling: Create and assign shifts, set start and end times, and account for employee availability and job roles.
• Shift Management: Easily edit schedules, reassign shifts, and allow employees to trade shifts.
• Schedule Templates: Save time with reusable schedule templates for faster scheduling.

Pricing:

• Essentials: $1.50/user/month. For enterprises seeking scheduling efficiency and improved team communication.
• Pro: $3/user/month. For advanced scheduling and customization enterprises who want to simplify operations to save time and money.
• Premium: $5/user/month. For complicated, large enterprises that need more scheduling and customization to improve efficiency.

Pros:

• User-friendly interface with drag-and-drop shift management.
• Allows for employee input on shift availability and trading.

Cons:

• Limited features in the lower-tier plans.
• No phone support; only live chat and tickets.

7. resOS

resOS is ideal for restaurants looking for a robust reservation management system with customizable options and waitlist functionality, enhancing guest and customer satisfaction, and operational efficiency.

Features:

• Comprehensive Reservation Management: Effortlessly manage reservations with calendar, schedule, or list views, tracking both online and walk-in bookings.
• Custom Booking Forms: Add custom fields like “Allergies” or “Children” for personalized guest experiences.
• Waitlist Feature: Automatically add guests to a waitlist when the restaurant is fully booked and easily convert waitlist bookings to standard reservations.
• Visual Table Planner: Drag and drop tables, color-code by status, and create a clear, organized floor plan.

Pricing:

• Free: £0 with 25 bookings per month.
• Basic: £39 per month with 350 bookings per month.
• Plus: £79 per month with 750 bookings per month.
• Unlimited: £119 per month with unlimited bookings.

Pros:

• Integrates with tools like Zapier, Mailchimp, and PayPal.
• Visual table planning for efficient floor management.

Cons:

• Lacks phone support, offering only email support.
• User interface design is somewhat basic.

8. Restaurant365

By centralizing all data, Restaurant365 bridges the divide between accounting and operations, enabling restaurant managers and owners to overcome any challenge or opportunity with speed and precision, forecast accurately, and become more efficient.

Features:

• All-in-One Restaurant Management: Combines accounting, operations, and inventory management in one platform to streamline restaurant business processes.
• Accounting Automation: Simplifies financial management with automated accounting workflows, reducing manual tasks and errors.
• Inventory Management: Provides real-time tracking of inventory, ensuring accurate stock levels and cost control.
• Labor Management: Manages employee scheduling, time tracking, and payroll, optimizing labor costs and compliance.

Pricing:

• Essential: $469/month, per location, billed quarterly.
• Professional: $689/month, per location, billed quarterly (with additional features).
• Custom pricing for large enterprises.

Pros:

• All-in-one solution for restaurant management.
• Excellent integration of accounting, inventory, and scheduling.
• Strong reporting capabilities for detailed insights.

Cons:

• Higher price point, especially for smaller restaurants.
• It may be overwhelming for restaurants that don’t need all the integrated features.

9. Uniqode

Uniqode is ideal for restaurants focused on enhancing customer engagement through flexible and advanced QR code solutions.

Features:

• Contactless Menus: Create QR codes for easy access to digital menus, customizable by time of day (e.g., breakfast, lunch, dinner).
• Dynamic QR Codes: Update QR code content without reprinting, saving costs and adding flexibility.
• Multi-Language Support: Display menus based on the user’s device language.
• Advanced Analytics: Track scan locations, numbers, and other engagement metrics.
• Integration: Supports CRM, marketing tools, and retargeting ads for users who interact with QR codes.

Pricing (for businesses):

• Lite: $15/month, billed yearly.
• Pro Plan: $49/month, billed yearly.
• Plus Plan: $99/month, billed yearly.
• Business Plan: Custom pricing for large enterprises.

Pros:

• Customizable QR codes to match branding.
• Dynamic codes reduce reprinting costs.
• Supports a wide range of integrations and analytics.

Cons:

• Pricing can be high for advanced features.
• Free QR codes are static, limiting functionality.

Must-Have Features in Restaurant Task Management Software

When choosing task management software, it is crucial to consider features that enhance your team’s productivity and streamline their workflow. Here are the must-have features to look for:

• Task Assignment: A reliable restaurant task management software simplifies work assignments and progress tracking. You can consider features like Individual/Team Task Assignment for efficient task delegation, Automatic Reminders to keep employees on track with deadlines, and Progress Tracking with checklists & progress bars to help maintain accountability.

Task management and Digital Forms 

• Real-Time Updates: Staying connected with real-time updates is a key to any restaurant’s operational success. You can consider features like Live Task Updates to notify the team instantly about any new tasks or changes, In-App Messaging/Chat for quick communication, and Push Notifications to alert staff of urgent tasks, minimizing miscommunication & delays.
• Compliance Tracking: Integrating compliance into regular operations lets restaurants focus on customer service while meeting safety & regulatory standards. Any restaurant task management software should offer features like Automated Compliance Audits to ensure adherence to health and labor regulations and Checklist-Based Compliance Monitoring for tasks such as safety inspections.

Restaurant Audit Software

• Seamless Integration with Other Systems: It is crucial for your task management software to effortlessly integrate with other systems you rely on, such as HR/Payroll Software for accurate time & wage tracking and Inventory Management tools for linking tasks to stock levels to ensure smooth, efficient operations across your business.
• Time Clocking: Effective time management is crucial for maximizing productivity. You can consider features like Digital Time Clock for easy clock-ins & outs and Automated Overtime Calculations to ensure payroll accuracy. These features enable you to accurately track employee hours, making it effortless to manage workloads and payroll.

Time Clocking and Attendance Tracking

• Task Management: Every successful business relies on efficient task management. You can consider features like Recurring Task Scheduling to automate regular tasks (e.g. cleaning), Dependency-Based Task Creation to ensure sequential actions are followed (e.g., prep work before cooking), and Custom Task Templates to standardize operations, helping maintain consistency and efficiency.
• Employee Training & Management: Supporting employee training & development is crucial for effective task management. Look for features like Built-In Training Modules to onboard new hires or refresh skills, Skill Tracking to monitor progress, and Performance Review Tools to evaluate employee contributions. These features ensure that your employees possess the necessary skills & knowledge to thrive in their respective positions.

LMS and Employee Training

• Employee Scheduling: An effective task management system should streamline scheduling. Features like Automated Shift Scheduling, Overstaffing/Understaffing Alerts, and Shift Analytics help you effortlessly plan and organize your team’s work shifts and availability. These tools ensure optimal staffing levels, leading to improved efficiency and coordination across your team.

Employee Scheduling and Shift Planning

How to Choose the Right Task Management Software for Your Restaurant Operations?

Selecting the right task management software for your restaurant is essential for optimizing operations and boosting efficiency. Here are some comprehensive tips to help you make an informed decision:

Step 1: Conduct thorough research on the features

• Evaluate Requirements: Determine the exact requirements of your restaurant. Are you in need of scheduling, inventory management, or customer relationship management?
• Tool Comparison: Task management applications vary in their capabilities and features. Examine the various features, such as task assignments, real-time updates, and integration capabilities.
• Scalability: Make sure the software has the ability to expand alongside your business. Seek out functionalities that are capable of managing higher workloads and accommodating more users.

Step 2: Determine the Actual Expense

• Upfront Costs: Take into account the initial investment required for acquiring the software.
• Hidden Costs: Take into account the costs associated with training your employees, implementing the system, and addressing any potential issues that may arise.
• Efficiency Evaluation: Assess whether the software is time-saving or time-consuming. If saving five minutes only takes five minutes, it may not be worth the effort.

Step 3: Request input from others

• User Experience: Collect input from employees who will be using the software on a daily basis. Their contribution is extremely valuable in evaluating the software’s practicality.
• Trial Periods: Take advantage of free trials to evaluate the software in practical situations. Make sure it meets your expectations and enhances workflow.
• Assessing Reviews & Testimonials: Take a look at online reviews and testimonials shared by fellow restaurant owners to evaluate the software’s dependability and efficiency.

Step 4: Create an Implementation Plan

• Documentation: Develop detailed instructions for utilizing the software. This should consist of detailed instructions and helpful solutions for common issues.
• Integration: Make sure the new software seamlessly integrates with your current systems, like POS systems and accounting software.
• Training: Organize training sessions for your staff to help them become acquainted with the new tool. Ongoing support and regular updates are crucial for ensuring seamless operation.

5 Major Benefits of Implementing Task Management Software

Implementing task management software can bring numerous benefits to your business. Here are some of the major benefits of task management software:

• Efficient Task Organization: Task management software provides a clear visual representation of all tasks, simplifying the process of prioritizing and monitoring progress. This enhances efficiency and guarantees that no details are overlooked.
• Enhanced Communication: Through the centralization of task updates, the software fosters improved communication among team members, resulting in a reduction of miscommunication and an overall enhancement of collaboration.
• Increased Efficiency: By automating repetitive tasks, teams can minimize manual errors and complete tasks more quickly, resulting in time and resource savings.
• Real-Time Monitoring: The task management software offers real-time updates, which enables you to identify possible problems at an early stage and make modifications to ensure that projects remain on schedule.
• Improved Accountability: By assigning tasks within the software, it becomes easier to establish clear responsibilities, leading to enhanced accountability and more consistent performance.

Why KNOW is the Right Choice for Your Restaurant Task Management?

KNOW’s robust features make it a powerful tool for ensuring your restaurant meets the highest standards of operational excellence. Let’s explore these tools that make KNOW an all-in-one solution for scheduling, food safety, equipment maintenance, training, and employee engagement.

• Comprehensive Operational Management: KNOW integrates everything from digital checklists to audits and compliance tracking, ensuring your restaurant operations run smoothly and efficiently.
• Scalable for Multi-Location Management: Whether you manage one restaurant or multiple, KNOW provides centralized control, allowing you to monitor and streamline operations across all locations.
• Enhanced Employee Training: Tailored training modules ensure your staff is well-prepared, leading to consistent service quality.
• Real-Time Insights: With KNOW, you can track task completion, monitor compliance, and receive real-time updates, helping you avoid potential issues.
• User-Friendly Interface: The platform is designed to be intuitive, making it easy for your team to adopt and use effectively.

Conclusion

Selecting the right task management software is essential for transforming restaurant operations. Using the right tool can optimize workflows, improve productivity, keep food and safety compliance and facilitate smooth collaboration within your team.

By prioritizing features that align with your unique requirements, you can greatly enhance task management efficiency, with recurring tasks encompassing areas such as staffing, inventory, customer service, and compliance.

Out of the numerous options available, KNOW is a standout solution that caters specifically to the distinct requirements of the restaurant industry. With its robust features and seamless integration capabilities, this tool is an exceptional choice for enhancing your task management.