Copying Menus

Copying Menus

This article covers how to copy menus to other weeks or to other sites, including setting up repeating menu cycles.

Why Copy Menus?

Copying menus saves significant time when:
  • Cycling seasonal menus: Repeat a 4-week menu cycle throughout the season
  • Multi-site operations: Share menus across multiple facilities
  • Weekly patterns: Use the same menu structure with minor variations
  • Template menus: Build from a proven menu rather than starting from scratch

Opening the Copy Menu Dialogue

  1. Navigate to the week you want to copy from
  2. Click the Copy button in the top toolbar
  3. The Copy Menu window opens




Selecting Services to Copy

The first section shows checkboxes for each enabled meal service at your facility (e.g., Breakfast, Lunch, Dinner, Morning Tea, Afternoon Tea, Supper). Check the boxes for services you want to include

Example: You might copy Lunch and Dinner every 4 weeks, but repeat your Breakfast every week.

Selecting Destination Sites

Current Site

Your current facility is always available and checked by default. This lets you copy the menu to the same site for future weeks.

Other Sites

If you manage multiple facilities:
  1. Expand the "Other" section
  2. You'll see a list of all sites where you have a Chef or Admin role
  3. Check the boxes for sites you want to copy to
  4. Use "Select All" to quickly select all other sites

Required: You must select at least one site (current site or other sites).

Copying the Menu Title

Choose whether to copy the menu title along with the menu items:
  • Yes: The destination weeks will use the same menu title
  • No: Destination weeks keep their existing titles (or remain untitled)

Selecting Destination Weeks

You can select destination weeks in two ways: Individual Weeks or Repeat Pattern.

Option 1: Individual Weeks

Select specific weeks manually:
  1. Use the week picker to select individual weeks
  2. Click each week you want to copy to
  3. Click More to reveal more weeks.


Use this when:
  • You want to copy to specific, non-repeating weeks
  • You're copying to just a few weeks

Option 2: Repeat Pattern

Set up an automatic repeating cycle:
  1. Start Date: Choose the first week of the repeat cycle
  2. Repeat Every: Enter the cycle interval in weeks
    • Example: Enter 4 for a 4-week cycle
  3. End Options: Choose one:
    • On (date): Select the last week of the repeat
    • After (count): Enter the number of repetitions

Example - 4-Week Cycle for 12 Weeks:
  • Start Date: 23 January 2025
  • Repeat Every: 4 weeks
  • End: After 3 occurrences
  • This creates 3 copies, covering 12 weeks

Use this when:
  • You're setting up a seasonal menu cycle
  • You want consistent weekly patterns
  • You're planning many weeks ahead

Preview and Conflict Detection

Automatic Impact Check

As you select options, Embrayse automatically checks if copying will affect existing orders.

Blue Info Panel (No Conflicts)

If there are no existing orders in the destination weeks/services, you'll see a blue information panel confirming it's safe to proceed.


Warning Panel (Conflicts Detected)

If orders exist in the destination weeks, you'll see a warning showing:
  • Number of orders that will be deleted: Orders for meals being replaced
  • Number of regular orders that will be hidden: Recurring orders for replaced meals (these can be restored later)


Review this carefully before proceeding. Copying over existing orders cannot be undone.

Copying to Multiple Sites

When copying to multiple sites:
  • All selected sites receive the same menu
  • Each site's impact is calculated separately
  • You'll see combined totals for orders affected across all sites

This is useful for:
  • Standardising menus across facilities
  • Sharing successful menus between sites
  • Multi-site organisations with centralised menu planning

Completing the Copy

Execute the Copy
  1. Click Copy to proceed
  2. You'll see a success notification: "Menu was successfully copied."
  3. The window closes automatically

Verify the Copy

Navigate to one of the destination weeks to confirm the menu copied correctly.

Setting Up Seasonal Cycles

4-Week Cycle Example:
  1. Create Week 1 menu
  2. Create Week 2 menu
  3. Create Week 3 menu
  4. Create Week 4 menu
  5. Copy Week 1 to every 4th week for the season
  6. Copy Week 2 to every 4th week (starting from Week 2)
  7. Copy Week 3 to every 4th week (starting from Week 3)
  8. Copy Week 4 to every 4th week (starting from Week 4)

This creates a rotating 4-week menu that repeats throughout the season.

Planning Ahead
  • Copy menus 4-8 weeks in advance to give your team time to plan procurement
  • Leave room for special event menus (holidays, celebrations)
  • Review and adjust copies for seasonal availability of ingredients

Adjusting Copied Menus

After copying, you can make tweaks to individual weeks:
  • Add special items for events
  • Remove items if ingredients are unavailable
  • Swap items based on resident feedback

See Planning Weekly Menus for how to modify menus.

Multi-Site Considerations

Permission Requirements

You can only copy to sites where you have a Chef or Admin role. If you don't see a site in the list, contact your administrator.

Linked Dishes

When you copy a menu to other sites, the dishes become linked:
  • Your site (the source) is the owner of those dishes
  • Destination sites receive linked versions they cannot edit
  • Any changes you make to the dishes automatically apply to all sites

What Destination Sites Can Do

After receiving a copied menu, destination sites can:
  • Add their own meals to the menu
  • Remove linked meals from their menu
  • Duplicate linked meals to create their own editable versions

For more about working with linked meals, see Creating and Managing Meals.

Note
Important: If you manage multiple sites, check the site selector at the top-left of the app before copying. This dropdown controls which site you're currently viewing - that's the site whose menu you'll be copying from.

Troubleshooting

Can't select certain weeks
  • You can only copy to future weeks
  • Past weeks and the current week cannot be copied to

Orders affected warning shows unexpectedly
  • Check if there are advance orders for future dates
  • Some residents or family members may have placed orders ahead
  • You may be looking at the wrong site. Check the site selector dropdown at the top-left of the app

Copied the wrong menu
  • Make sure you have the right menu facility and menu selected
  • Copy again - this will overwrite the incorrect menu



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