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Welcome to CaterTrax

Our commitment to your success starts from day one. Our services and training teams have helped thousands of TRAXERS implement and learn to use CaterTrax. New clients benefit from a Site Launch program that includes setup and configuration assistance, consulting, technology guidance, and virtual training.

What You Can Expect From Us

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What We Need From You

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Sign Your Quote to Get Started

Once you sign your quote, you will meet your dedicated Site Launch Coordinator who will guide you every step of the way. Providing your menu, logo, and identifying site administrators who will be managing your new CaterTrax solution are integral to getting started.

DAY 1

Complete Your Site Info Questionnaire

Once you send your signed quote to your sales executive, we can kickoff building your CaterTrax Solution. Here is a list of resources we need to get you started with CaterTrax.

1. Provide your menu.
We need an electronic version of your full menu. .PDF and .DOC formats are preferred.

2. Submit your logo.
Submit a high quality, high resolution image file of your logo. .GIF, .PNG, .JPEG, or .JPG formats are preferred.

3. Identify your users.
Decide who should have administrative access to your CaterTrax account.

Complete Site Info Questionnaire

 

4. Set-up your payment gateway.
Learn about the enrollment process for TRAX Payment Solutions powered by Vantiv.

View Enrollment Process

Prepare for Your New CaterTrax Solution

The information we request  provides us guidance to help properly configure the TRAX Platform to ensure your success. If you aren’t sure which solutions you have purchased or have specific questions about the forms, you can ask our Site Launch Coordinator.

DAY 2

Provide Your Foodservice Operation Details

Before we can start building CaterTrax Solution, there is information we need from your catering operation. By providing us with the following comprehensive forms designed for new CaterTrax clients, we can get your solution launched quickly and easily. Complete the following forms so we can get started creating your site.

Complete the Forms for the Solutions and Add-Ons You Have Purchased

Solutions
Catering Solution
Take-Out Solution
Floor Stock Solution

Add-Ons
Budget Management
Catering Rooms Manager
Kitchen Printer
Back of the House Integration

Information Gathering Call with Site Launch

Meet your Site Launch Coordinator who is your dedicated point person through the entire site build process. They manage all the moving parts of the site build process to make sure you have everything you need for a successful launch without the stress.

Your Site Launch Coordinator schedules a personalized integration interview with the Site Build Specialist.

DAY 3

Choose a Tasteful Site Design

Find a site design that makes your operation stand out. We make it easy for our clients to create a beautiful, professional web presence.

Flex Skin
CaterTrax provides ready-made flexible skins that reflect your brand and get you online quickly. Our Flex Skin allows you to customize the look and feel by adding your logo, a background color, and photos.

Learn more

Custom Skin
CaterTrax understands that your business is unique. Our Custom Skin can set your business apart blending your brand and business processes while providing you more customization and control.

Learn more

Configuration and Integration Call with Site Build

During this time, you will have the opportunity to ask questions and discuss your goals and expectations with your dedicated Site Build Specialist. You will learn about the options for building a site that addresses all your business needs and receive consultation on the best set up to employ.

Menu Creation Made Simple with Menu Services

While your site is being configured, your menu is being built at the same time. The Menu Services team will transform your menu into a convenient user-friendly online menu that is powered by the TRAX Platform. Specialists can also program automatic upselling, seasonal offerings, and promotions to create an amazing menu that aligns with your brand and business goals. If needed, a Menu Support Specialist will contact you with questions or suggestions

DAY 4-15

Tell Us about Your Business Goals

Come prepared to define and discuss your business goals and processes. Our team will optimize your site based on the information we gather and you provide.

Learn from our Training Team

Our Education Services team will prep you for launch with a complimentary interactive training session exclusive to your site. A training specialist will break down the basics so you and your staff can get started, engage, and reduce the learning curve to full productivity.

Perfect Your CaterTrax Site

Our Quality Control team will review every single detail we gathered and you provided to ensure we have accurately represented your operation and its business rules.

DAY 16-21

Become a CaterTrax Expert

Come one, come all. This training is suited for every individual you expect to administer your CaterTrax site.

Perfect Your CaterTrax Site

You will have the opportunity to evaluate your site to confirm we met your needs and wants.

Launch Your CaterTrax Site

As launch day approaches, your dedicated Site Launch Coordinator will provide you with additional information and resources.

Get Your Customers Placing Orders

Invite your customers to Customer Roll-Out training so they can learn how easy it is to place orders using your new site.

Access Support

Dedicated to your satisfaction, all CaterTrax clients have access to our complimentary services including our support team who is available 24/7/365.

DAY 28-30

It’s Time to Celebrate

Congratulations! We did it. Your CaterTrax site has launched and will start bringing your catering operation more clients. 

Do you need help with marketing materials? Click here to see our complimentary files you can edit to fit your business. 

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Note: The 30 day timeline defined above is a sample. We are committed to your success from day one and our goal is to have you up and running within 30 days. In order to launch your site, we require information from your foodservice operation.  Need to get up and running even faster? Expedited services are available upon request.

Launch Support

We know you are short on time, so that is why we created marketing materials to help you launch your new solution!

CaterTrax Launch Support

 

Your customers will need to create accounts for your CaterTrax solution and you’ll want to make it easy for them so they can start ordering online as soon as possible. Click the button below to review the complimentary marketing materials. The files are editable PDF’s that you can change the copy and the images if you would like. Make sure to read our suggested roll-out plan leveraging these marketing materials.

There is also a handout you can email or print for helping your customers learn your new solution. Do you want something customized just for your account with your customer’s brand and yours? We offer a variety of custom education bundles that can increase the likelihood your customers will adopt your new CaterTrax solution even faster. Click here to learn more about custom education bundles!

Back to Basics Webinars

The CaterTrax Back to Basics Webinar series gives you the knowledge you need to leverage the tools built into the platform so you can grow and manage your business. Register for our upcoming sessions using the links below. 

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Session 1: Managing Daily
Site Activity

In this session, you will learn about managing live orders, accessing reports and graphs, using calendar hard blocks and more.

Watch Video

Chef Webinar

Session 2: Managing
Orders

From creating custom orders to managing change requests, this comprehensive session will make you an order management expert.

Watch Video

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Session 3: Staying in Touch with Customers

Learn how to use the mass email tool, send tracking messages and the best practices for interacting with customers.

Watch Video

Webinar Session 4

Session 4: Exploring Customer Management

In the fourth and final session, you will learn everything you need to successfully manage your customer accounts and information.

Watch Video

 

Are you a new catering team member who needs training? Register for one of our monthly standing sessions for new CaterTrax Administrators today.

Custom Education Services

Need custom training material?

In addition to our complimentary resources, CaterTrax education can also create tailored training materials and host interactive sessions just for you, your team, or your customers.

Collaterals

Strengthen your foodservice operation with Solutions for Success for Catering, Floor Stock, Web Starter and Take-Out. 

Additional Services and Add On's

Customize your solution with these seamless integrations for your individual business needs. 

Contact CaterTrax

location
Address

The Lofts at Village Gate
274 North Goodman Street
Suite 500
Rochester, NY 14607

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Contact Support

support@catertrax.com
Toll Free US: 1 (800) 975-8729

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Contact Billing

accounting@catertrax.com

CaterTrax Observed Office Holidays

New Years Eve (close at 12pm EST)
New Years Day
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Christmas Eve (close at 12pm EST)
Christmas Day

CaterTrax New Site Information Form

Don’t have time to fill out the online form right now? Download the form. If you choose to download the form,  you may return it to us by uploading it or emailing site.launch@catertrax.com.

Download

  • Submit a high quality, high resolution image file of your logo. .GIF, .PNG, .JPEG, OR .JPG formats are preferred.
  • User Information

  • Please provide names of anyone who should have an administrative user account along with their desired passwords and access level.
    • User name will be First Name.Last Name.
    • Passwords
      • Are case sensitive and must contain at least six characters.
      • Each user must have their own unique password and passwords should not be overly generic, such as "catering", password, etc.
      • Please inform your team members what their user name and case sensitive password will be.
    • Administrative accounts can be created with two different access levels.
      • Full Access:
        • Have the ability to edit orders, edit pricing, apply discounts and fees, run reports, and make other site changes. In general, full access accounts will be useful for your primary catering team members.
        • We will also need to know the email address, job title, and primary phone number.
      • Restricted Access:
        • Basically equivalent to read-only access, and may be useful for kitchen managers, bookkeepers, or anyone who might need to know order status and information without the ability to make any changes to orders or site settings.
  • ADDITIONAL SITE ADMINISTRATORS

    Administrator #1

  • Administrator #2

  • Administrator #3

  • Administrator #4

  • Administrator #5

 

 

 

 

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Catering Integration Form

Don’t have time to fill out the online form right now? Download the form. If you choose to download the form,  you may return it to us by uploading it or emailing site.launch@catertrax.com.

Download

Welcome to CaterTrax. We look forward to working with you to customize your CaterTrax site. To prepare for our info gathering call, please read through the information and questions below, and have the information available to us. 

During our call we’ll discuss some additional options based on your business needs, as well as your expectations for the timing of your site launch. The call will also give you an opportunity to ask any questions you may have. In addition to the questions below, we’ll cover the following topics:

  • Delivery and Pick-up options
  • Order fulfillment lead time requirements and options
  • Day of week / date management
  • Specific information required for billing (Cost Center number, Department Name, etc.)
  • Third party order approval requirements and capabilities (if applicable)
  • Optional field labels and display messages
  • Any additional / special requirements for your location

Information that can be provided to us prior to your call:

  • This will appear on your home page along with address and catering contact telephone information, and also on your invoices. Examples - XYZ Catering, XYZ Catering at _____
  • We recommend listing addresses for more than one person, considering vacations, etc. An alternative may be to use a general group email address that may be accessed by multiple persons. You will be made aware of orders from the CaterTrax system whether you receive email notification, or not.
  • These are the earliest and latest service times available for your customers to select, such as 6:00 am – 7:00 pm, etc.
  • These are the earliest and latest service times available for your customers to select, such as 6:00 am – 7:00 pm, etc.
  • Please provide a detailed description of the payment types that you wish to offer. For each payment type also list any additional information needed. For example: If you allow a customer to pay by Cost Center, then you would need to have a field for Cost Center Number. We will discuss optional functionality during the integration meeting.
  • Name, Phone Number, Password, and Email are all required. Please specify any additional fields that you feel should be required or requested for a one-time customer registration. Some commonly used examples are Address, Department, and Mobile Phone.
  • This should be submitted in an image file. Logos may be displayed on your home page and on invoices generated by your CaterTrax system.
  • If possible, we prefer your logo in a .jpg format. Logos can be displayed on your home page and on invoices generated by your TRAX Platform.
  • Such as Outlook, Lotus Notes, etc.
  • Site Information

The telephone meeting, is intended to allow you and our Site Build specialist to discuss available options, implications of options, and to respond to specific needs or questions that you may have, as well as addressing your expectations regarding timing of the launch and functionality of the module.

Some other factors with varied options to discuss on your telephone meeting, as well as any other questions you may have:

  1. Options to be offered for order delivery or pick‐up
  2. Lead time requirements for order fulfillment
  3. Specific information required for billing (e.g. Cost Center number, Department Name, etc.)
  4. Any additional / special requirements for your location

 

 

 

 

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Take-Out Integration Form

Don’t have time to fill out the online form right now? Download the form. If you choose to download the form,  you may return it to us by uploading it or emailing site.launch@catertrax.com.

Download

Thank you for selecting the Take-Out solution. We look forward to working with you to customize your CaterTrax site. To prepare for our info gathering call, please read through the questions and have the information we need handy.

During our call we’ll discuss some additional options based on your business, as well as expectations for the timing of your site launch with this Take-Out Solution. The call will also give you an opportunity to ask any questions you may have. In addition to the questions below, we’ll cover the following topics:

  • Options to be offered for delivery or pick-­‐up
  • Available service times to be offered for delivery or pick-­‐up
  • Lead time requirements for order fulfillment
  • Payment choices to be offered and payment processing options
  • Order size requirements (minimum and maximum)
  • Printer functionality and options (If applicable)
  • Site Information

 

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Floor Stock Pre-Integration Form

Don’t have time to fill out the online form right now? Download the form. If you choose to download the forms,  you may return it to us by uploading it or emailing site.launch@catertrax.com.

Download Form Download Worksheet

Floor Stock Worksheet

This Worksheet has been developed to assist you with defining your requirements for the creation of your floor stock menu.

Complete the Worksheet

Download Worksheet

Select the display method:

  • If items should be listed alphabetically, use the dropdown to select Alphabetically.
  • If items should be listed in the same order as listed in the worksheet, use the dropdown to select As Listed.

Product Name: Enter the name of the item being sold and/or requested.

Product Title:

  • If the product will be associated with a category (e.g., Food, Beverage, Paper, etc.), enter the name of the group under which the products will be categorized.
  • If the product will not be associated with a category, enter NA.

Issuing Unit: Enter the pack size of the unit (i.e., how it will be delivered).

Count per Issuing Unit: Enter the number of items in the issuing unit.

Par: Enter the build-to level for this item

  • If a build-to level should be displayed for this item, enter the value.
  • If no build-to level should be displayed for this item, enter NA.

Selling Price: Enter the amount that is charged for the item, in dollars and cents (0.00).

Add Floor Name:

  • In each column, replace the words “Add Floor Name” with the name of a floor or department (e.g., Oncology, Emergency, 4-3700) to which you will make products available.
  • For each product (row), enter the number one (1) in each “Floor Name” column for which the product should be available.

The number will automatically be replaced by a green checkmark.

Submit the Worksheet

Submit your completed excel worksheet via below or email to menus@catertrax.com.

Thank you for selecting the Floor Stock Module. Soon you’ll be able to take the guesswork out of supply management. Our Floor Stock Module will make replenishing stock for hospital, office, or campus hospitality stations easier and more convenient than ever. Please fill out the form below in advance of a brief telephone meeting in which you will discuss specific set up requirements, and your various options regarding site settings so we can customize your Floor Stock module options to best meet your needs.

  • The telephone meeting, is intended to allow you and our Site Build specialist to discuss available options, implications of options, and to respond to specific needs or questions that you may have, as well as addressing your expectations regarding timing of the launch and functionality of the module. Some other factors with varied options to discuss on your telephone meeting, as well as any other questions you may have: 1. Options to be offered for order delivery or pick‐up 2. Lead time requirements for order fulfillment 3. Specific information required for billing (e.g. Cost Center number, Department Name,etc.) 4. Any additional / special requirements for your location
  • Site Information:

 

 

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Budget Management Worksheet

Don’t have time to fill out the online form right now? Download the form. If you choose to download the form,  you may return it to us by uploading it or emailing site.launch@catertrax.com.

Download Worksheet

Follow these instructions to complete the Budget Management Worksheet. This information will help the CaterTrax team set up the budgets and associate them with customers.

Complete the Worksheet

Download Worksheet

Account Name: List your account/site name.

Site URL: Enter the URL for your TRAX Platform site.

Person Submitting: Enter your name, email, and phone number.

Payment Method: Enter the payment method to be used for budgets (e.g., Cost Center, Budget Center, etc.).

Budget Name/Number: List the name/number to appear for this budget in the dropdown after the budget payment method is selected in Step 4 of the checkout process (e.g., A35291, 1051010/ICU, etc.).

Budget Description (optional): Enter a description of this budget or what it is used for.

Budget Amount: Enter the total dollar amount of the budget as a whole number (e.g., for a $2,000 budget, enter “2000”).

Allow Overage:

  • To prevent any order from being placed using this budget if the order total exceeds the available budget, use the dropdown to select No.
  • To allow an order to be placed using this budget when the order total exceeds the available budget balance by a specific percentage, use the dropdown to select Yes.

Overage Percent: 

  • If Allow % Overage = No leave as NA.
  • If Allow % Overage = Yes, enter the allowable percentage as a whole number (e.g., to allow a 2% budget overage, enter “2”).

Start Date: If applicable, enter the date on which the budget is first available (optional).

End Date: If applicable, enter the date after which the budget is no longer available.

Applicable Ordering Module: Use the dropdown to select the CaterTrax solution for which this budget should be available (i.e., Catering, Floor Stock, Take-Out, or Store).

Authorized Customer(s): List the first and last name of any customer who is authorized to use the budget at checkout (An account on the site must already exist in order for budget to be assigned).

Submit the Worksheet

Return the completed worksheet below or via email to your Sales Executive/Client Success Manager.

  • Site Information

 

 

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Catering Rooms Manager Pre-Integration Form

Don’t have time to fill out the online form right now? Download the form. If you choose to download the form,  you may return it to us by uploading it or emailing site.launch@catertrax.com.

Download Form Download Worksheet

 Thank you for selecting the Catering Rooms Manager solution.  On the site build call, we will discuss your options for using this solution, as well as answering any questions that you may have regarding set up and ongoing usage of this functionality.  

Download Worksheet

Please answer the questions below regarding general settings.  We can discuss your specific requirements on the Catering Rooms Manager build call with your Site Build specialist.

  • Site Information

 

 

 

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Kitchen Printer
Kitchen printing enables you to configure printing based on your kitchen’s need and coordinate timing and order fulfillment. Please download the documents below to get started installing, configuring, launching and using your kitchen printer.
 

Instructions for IT Professional Installing and Configuring Your Kitchen Printer

The installation and set up of your kitchen printer may require advanced technical knowledge and it is recommended that these steps be performed by an IT professional who has software driver, hardware and networking experience. Please download this document and provide it the IT professional who will assist you.
 
Download IT Professional Installation Guide
 

Instructions for CaterTrax Site Administrators Launching and Using Your Kitchen Printer

Once an IT professional completes installation and configuration of your kitchen printer, you are ready to start printing. Please download this document to guide to review instructions on how to launch and use your kitchen printer and find answers frequently asked questions. 
 
Download Site Administrators Installation Guide

 

 

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Custom skin

Templates are just a starting point, the sky is the limit. Need to replicate the look and feel of your corporate site or just have something else in mind?

If looking for a more “outside of the box” solution to design a custom skin, a scoping call to obtain your requirements, with one of our Solution Consultants would be the next step.

We would create a Statement of Work detailing the costs and time involved and present that to you after we have completed our research with our Graphic and Web Designers based on your requirements.

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Flex skin

Our Flex Skin is very customizable, we will add your background color or use an image provided by you. We can enhance the button colors to your branded color(s) and add your sliding images on the home page.

Client Deliverables:

  • Home Page Slider dimensions and Page Headers – 620 x 300 pixels
    The sliders cannot be wider than 620, due to our C shaped architecture.
    All images must be the same size. Example; all are square or rectangle, etc. 
  • Background image – at least 2000px wide. Or provide Hex colors in lieu of an image. 
  • Product images within menu items – must be 180 x 180 pixels.
  • Invoice, Banner and Image Logo – must be 161 x 88, larger is acceptable but not smaller
  • Navigation Button Colors – provide Hex #’s, especially if there are brand guidelines
  • Text – We use only webhosted font styles. Specify size and specific text for the Home or Portal page(s)
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Back of the House Integration Form

Don’t have time to fill out the online form right now? Download the form. If you choose to download the form,  you may return it to us by uploading it or emailing site.launch@catertrax.com.

Download

 

Welcome to CaterTrax. We look forward to working with you to customize your CaterTrax site. To prepare for our info gathering call, please read through the information and questions and have the information we need handy.

During our call we’ll discuss some additional options based on your business, as well as expectations for the timing of your site launch. The call will also give you an opportunity to ask any questions you may have. In addition to the questions below, we’ll cover the following topics:

  • Delivery and pick up options
  • Specific information required for billing methods (Cost Center number, Department Name, etc.)
  • Order approval requirements and capabilities (if applicable)
  • Optional field labels and display messages
  • Any additional / special requirements for your location
  • This will appear on your home page along with address and telephone information, and also on your invoices. Examples -­‐ XYZ Catering, XYZ Catering at
  • These are the earliest and latest service times available for your customers to select, such as 6:00 am – 7:00 pm, etc.
  • These are the earliest and latest service times available for your customers to select, such as 6:00 am – 7:00 pm, etc.
  • The CaterTrax system allows you to ask your customer for a minimum of two to a maximum of four time fields for each order. These times can be labeled as you wish, but commonly used examples are, Food Delivery Time, Event Start Time, Event End Time, Food Clean up Time. We can further explain your options and system requirements during our call.
  • Name, Phone Number, Password, and Email are all required. Please specify any additional fields that you feel should be required or requested for a one-­‐time customer registration. Some commonly used examples are Address, Department, and Mobile Phone.
  • This should be submitted in an image file. Logos may be displayed on your home page and on invoices generated by your CaterTrax system.
  • Site Information

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