Import from SmithKit

Import from SmithKit

This article covers how to import menus directly from SmithKit into Embrayse, including IDDSI texture mappings and allergen information.

What is SmithKit Integration?

SmithKit is a menu management and recipe costing platform. If your organisation uses SmithKit, you can import menus directly into Embrayse rather than manually re-creating them.

What Gets Imported

When you import a SmithKit menu:
  • Meal names from the SmithKit menu
  • IDDSI texture mappings for food textures and drink thicknesses (based on SmithKit row mappings)
  • Allergen information from SmithKit
  • Menu structure (which meals appear on which days/services)
  • Meal type (Main, Side, Dessert, or Beverage - automatically mapped based on SmithKit row configuration)
  • Visibility settings (TV, print, app - automatically mapped based on SmithKit row configuration)
Note
Note: SmithKit "rows" are mapped to Embrayse meal settings. This mapping (which rows map to which IDDSI levels, meal types, and visibility settings) is configured separately as part of the integration setup.

What You'll Still Need to Do

After import, you may need to:
  • Upload photos for meals (not included in import)
  • Add options for meals (e.g., sandwich filling choices, toast types)
  • Adjust visibility settings if the automatic mapping doesn't match your needs
  • Set portion options if different from defaults
  • Set incompatible conditions and diets

Before You Start

Integration Setup Required

SmithKit import is only available if your administrator has configured the SmithKit integration for your facility. This includes setting up row mappings (which SmithKit rows map to which IDDSI levels and visibility settings in Embrayse).

If you don't see the Import SmithKit Menu option, contact your administrator to set up the integration.
Note
Note: For information on configuring the SmithKit integration itself, see SmithKit Integration.

Permissions Required

You need the Chef or Admin role to import menus.

Importing a SmithKit Menu

1. Open the Import Dialogue
  1. Navigate to the Plan area (menu planner)
  2. Click More (three-dot menu in top right)
  3. Select Import SmithKit Menu



The Import SmithKit Menu window opens.


2. Select a SmithKit Menu

SmithKit Menu Dropdown
  • Shows all available menus from your SmithKit account (e.g. Summer, Winter, etc)
  • Select the menu you want to import
  • If no menus are available, verify your SmithKit integration is configured correctly

3. Configure Week Settings

Start Date
Choose the first week you want to import. This must be a future week (you cannot import to past or current weeks).

Cycle Week Number
SmithKit menus often have multi-week cycles (e.g., a 4-week rotating menu).
  • Enter which week in the cycle to start with (1 to the maximum cycle week count)
  • Example: If importing a 4-week cycle and you want to start with Week 3, enter 3

End Date
Choose the last week you want to import.
  • Minimum: Same as start date (imports just one week)
  • Maximum: 30 weeks from today

5. Start the Import
  1. Click Import
  2. The import process begins and may take up to a minute
  3. When complete, you'll be returned to the menu planner with the imported menu visible

After Import

Review and Customise

After importing, review the imported weeks to verify that meals appear on the correct days and services.

You'll likely want to add or update details for imported meals, such as:
  • Upload photos (not included in import)
  • Add options (e.g., sandwich filling choices, toast types)
  • Add custom options not in SmithKit (e.g., "Other" for special requests)
  • Adjust visibility settings if the automatic mapping doesn't match your needs
  • Configure portion options
  • Review allergens and incompatible conditions/diets

For details on editing meals, see Creating and Managing Meals.


Making Changes to Menus

Once imported, you can make one-off changes to any week's menu as needed. You can also:
  • Add meals not in SmithKit
  • Remove meals from specific days
  • Adjust menu items for special occasions

See Planning Weekly Menus for details.


Using Copy for Custom Options

If you add custom options (like "Other" for special requests) to meals in one week, use the Copy Menu feature to repeat those customisations to future weeks rather than manually entering them everywhere.

See Copying Menus for details.


Recommended Workflow

Best practice: Import your menu once at the beginning of the season, then manage all details and changes within Embrayse for the rest of the season. This gives you the benefit of SmithKit's menu structure while allowing full flexibility for customisation.

Troubleshooting

Import option not available
  • SmithKit integration not configured - contact your administrator
  • You don't have the Chef role in the system - contact your administrator

No SmithKit menus in dropdown
  • Verify SmithKit account is linked correctly
  • Check that SmithKit menus exist and are published
  • Contact your administrator to verify integration settings

Import is taking a long time or failed
  • If the import fails, try again with a smaller date range
  • If failure persists or the import does not complete, contact Embrayse support

Imported meals have incorrect details such as invalid IDDSI levels or TV visibility
  • The row mappings may be incorrect. Contact your administrator and Embrayse support to adjust the row mapping configuration

Cannot import to current week
  • You can only import to future weeks
  • Choose a start date at least 1 week ahead



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