Lock final catering counts before the event
Final guest counts, allergies and delivery details get confirmed in one sheet a week before each event.
Operations · Restaurants · On a schedule · Updated
Works with
- Slack
- Google Calendar
- Microsoft 365
- Cal.com
- Calendly
- Gmail
- Superhuman Mail
Slack
Google Calendar
Microsoft 365
Cal.com
Calendly
Gmail
Superhuman MailHow do you lock the final catering headcount?
To lock the final catering headcount, set a daily Loop. Maito checks your calendar for events a week away, pulls counts and dietary notes from the event form and the email thread, posts a final-count sheet with conflicts and allergy flags, and drafts the customer confirmation for approval.
How it's done today
Counts and allergy notes are scattered across a dozen customer emails that keep changing.
What Maito does
- Find events reaching the final-count date
- Pull the latest counts, dietary notes and delivery details
- Draft a confirmation to the customer
- Flag dietary items for the chef
Example
Loop run: Event 7 days out · Initech holiday lunch
Initech holiday lunch, Fri Nov 6, delivery 11:15 AM at 500 Harbor Way, dock B. Counts in the paperwork • Booking: 60 • Event form (Oct 12): 52 • Latest email from Dolores (Oct 17): 48 plus 4 late joiners Likely final is 52, but I need the customer to confirm. Dietary • 6 vegetarian, 3 gluten-free, 2 tree-nut allergies Catch: the pistachio panna cotta is on the menu, and both nut allergies are in the same email thread as the late joiners, so they could be missed. From the event form, the calendar and the email thread. A confirmation asking Dolores to confirm 52 and the allergies is drafted for your approval, Anya. Chef Tomas, please check the dessert.
@Maito send it after you add that the final count locks Oct 30.
Added the Oct 30 lock date. I'm not allowed to send customer emails without approval, so it's waiting in your inbox as a draft. Reply 'approve' here and I'll send it.
Maito (8:00 AM):
Initech holiday lunch, Fri Nov 6, delivery 11:15 AM at 500 Harbor Way, dock B.
Counts in the paperwork
• Booking: 60
• Event form (Oct 12): 52
• Latest email from Dolores (Oct 17): 48 plus 4 late joiners
Likely final is 52, but I need the customer to confirm.
Dietary
• 6 vegetarian, 3 gluten-free, 2 tree-nut allergies
Catch: the pistachio panna cotta is on the menu, and both nut allergies are in the same email thread as the late joiners, so they could be missed.
From the event form, the calendar and the email thread. A confirmation asking Dolores to confirm 52 and the allergies is drafted for your approval, Anya. Chef Tomas, please check the dessert.
Anya (8:20 AM):
send it after you add that the final count locks Oct 30.
Maito (8:21 AM):
Added the Oct 30 lock date. I'm not allowed to send customer emails without approval, so it's waiting in your inbox as a draft. Reply 'approve' here and I'll send it.
How to set it up
- Ask your agent
“Every morning at 8, check the events calendar for catering events 7 days away. Pull the latest from the event form and emails, post a final-count sheet in #catering, and draft the confirmation to the customer for me to approve.”
- Connect calendar
- Google Calendar
- Microsoft 365
- Cal.com
- Calendly
- Connect email
- Gmail
- Microsoft 365
- Superhuman Mail
- Use forms
- Typeform
- Tally
No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It can't know a guest's real dietary needs, only what was written down. Allergy details still need a person to check.
Questions
Only after you approve. The confirmation stays a draft until then.
It shows each number with its source and suggests a likely final count, but asks the customer to confirm.
A calendar such as Google Calendar, Microsoft 365, Cal.com or Calendly, and email in Gmail or Microsoft 365. A Typeform or Tally event form works through a skill.
