The restaurant industry is one in which seasonal fluctuations are particularly noticeable. While outdoor dining booms in the summer, Christmas business is what keeps restaurants full in the winter. Company parties, family dinners, and Christmas markets cause demand to skyrocket. Without temporary workers, part-time employees, and seasonal staff, restaurants would struggle to cope with this rush.
However, the use of additional staff also brings difficulties. Spontaneous absences, varying levels of experience, and the rapid training of new staff place a strain on teams and managers. To overcome these challenges, more and more businesses are turning to digital solutions such as shift planning, time tracking, and onboarding tools.
Challenges
Working with seasonal staff is essential for restaurants, but it is not without its pitfalls.
1. Unpredictable demand
Guest numbers often fluctuate more than can be planned for. While there may be hardly any business on a Monday evening, a major event on Tuesday can result in fully booked tables. These fluctuations make it almost impossible to create duty rosters manually.
2. Last-minute cancellations
In the restaurant industry, sick leave and spontaneous cancellations are not uncommon. Without a plan B, you risk service bottlenecks and stress within the team.
3. High training costs
Seasonal workers must be ready to start work immediately. However, there is often not enough time to train new employees in cash register procedures, hygiene rules, or internal processes.
4. Communication problems
Shift changes, additional bookings, or reassignments must be communicated quickly. If information reaches employees too late, delays and double staffing can occur.
5. Legal requirements
Laws on working hours, breaks, and youth protection also apply during peak periods. Violations not only result in fines, but also damage employee trust.
Example: Christmas business in a restaurant
A restaurant is planning several company Christmas parties in December. On some days, up to 200 guests will be served at the same time. The staffing requirements increase at short notice from 10 to 18 employees per shift.
Without digital support, many restaurants still rely on Excel spreadsheets and call employees by phone. This quickly leads to chaos, overload, and dissatisfied guests.
With digital shift planning, businesses can schedule additional staff within minutes. Availability is automatically taken into account, duty rosters are updated, and sent to everyone via an app.
Digital onboarding ensures that new employees receive training on menu procedures and hygiene in advance.
During the shift, digital time tracking automatically documents working hours and overtime—a crucial point for staying on the safe side legally.
The result: despite peak loads, service runs smoothly, the team remains relieved, and guests enjoy an unforgettable evening.
Digital solutions
The integration of digital tools brings many advantages to restaurants:
Digital shift planning
Shift schedules can be created with a single click. The system automatically takes into account availability, breaks, and employee preferences. Changes are immediately visible and save countless phone calls.
Mobile app for employees
Seasonal workers can access their shifts at any time via their smartphone. They can report absences or request shift swaps – easily, quickly, and without having to check with management.
Digital onboarding
New employees can learn important processes before their first day of work via e-learning modules, manuals, or videos. This reduces training time and ensures safety in the workplace.
Digital time tracking
Working hours, breaks, and overtime are documented seamlessly. This creates transparency, reduces administrative work, and prevents legal problems.
Central personnel file
Contracts, qualifications, and documents are stored digitally in one place and can be accessed at any time—even for last-minute checks.
Best Practices
To ensure that digital solutions are fully effective, it is worth implementing the following measures:
- Early planning: Publish shift schedules as early as possible to create certainty.
- Transparent communication: Communicate changes digitally immediately to avoid misunderstandings.
- Feedback rounds: Gather feedback after the peak season and use it to identify areas for improvement.
- Promote self-service: Actively involve employees by allowing them to submit shift requests or swap proposals digitally.
- Ensure compliance: Monitor working time laws digitally and take them into account automatically.
Conclusion
Restaurants are under enormous pressure during the Christmas season. The use of seasonal staff is essential, but it also brings organizational challenges. These challenges can be successfully overcome with digital shift planning, time tracking, and onboarding.
Those who rely on digital tools benefit from greater efficiency, flexibility, and legal certainty. Above all, however, they ensure that guests experience the quality and service that the restaurant stands for, even during stressful peak periods.
