# Catering Headcount: Final Counts Locked Early

Source: https://maito.app/workflows/lock-final-catering-counts-before-the-event

A week before each event, Maito pulls the latest counts and allergy notes into one sheet and drafts the customer confirmation for your approval.

Final guest counts, allergies and delivery details get confirmed in one sheet a week before each event.

[Operations](https://maito.app/workflows/team/operations) · [Restaurants](https://maito.app/workflows/industry/restaurants) · On a schedule · Updated October 19, 2026

Works with

-   Slack
-   Email
-   Google Calendar
-   Microsoft 365
-   Cal.com
-   Calendly
-   Gmail
-   Superhuman Mail

## How 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

1.  Find events reaching the final-count date
2.  Pull the latest counts, dietary notes and delivery details
3.  Draft a confirmation to the customer
4.  Flag dietary items for the chef

## Example

Loop run: Event 7 days out · Initech holiday lunch

**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

On a schedule Lock final catering counts before the event

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

### Does it email the customer?

Only after you approve. The confirmation stays a draft until then.

### What if the counts disagree?

It shows each number with its source and suggests a likely final count, but asks the customer to confirm.

### Which tools does it need?

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.

## More operations workflows

-   [Chase missing inputs Ask people for what's missing, by Slack or email, until it's in. Operations · On a schedule Works with Gmail, Microsoft 365, Airtable.](https://maito.app/workflows/chase-missing-inputs)
-   [Monday report from connected tools The weekly operating report built from the tools you already use. Operations · On a schedule Works with BigQuery, Supabase, Intercom, Pylon, Stripe, PayPal.](https://maito.app/workflows/monday-report-from-connected-tools)
-   [Turn a process into a written guide Describe how something is done and get a clean step-by-step guide. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/turn-a-process-into-a-written-guide)
-   [Keep a shared spreadsheet clean Fix formats, fill gaps and flag odd rows in a sheet everyone edits. Operations · On a schedule Works with Airtable, Microsoft 365.](https://maito.app/workflows/keep-a-shared-spreadsheet-clean)
-   [Book travel within policy Get flight and hotel options that fit the travel policy. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/book-travel-within-policy)
-   [Answer "who owns this?" Find the right person or team for any system, process or question. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/answer-who-owns-this)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

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[Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Flock-final-catering-counts-before-the-event)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)