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Menu Builder Documentation

Menu Location: Products > Menu Builder

Access Level: Manager and above

Last Updated: 2026-03-01

Overview

The Menu Builder is where you plan and set the weekly menu for all subscription boxes. This is the central page for determining what products go into each box size and type for a given week. It's one of the most frequently used pages during the weekly cycle process.

Primary Functions:

  • Set weekly menu items for all box types and sizes
  • Manage product quantities per box
  • View demand/order counts in real-time
  • Copy previous week's menu forward
  • Manage product availability and substitutions
  • Export menu data for planning and ordering
  • Track inventory needs and costs

Page Layout

Header Section

  • Week Selector: Dropdown to choose which week you're planning
  • Current Week Display: Shows selected week date range
  • Action Buttons: Copy Last Week, Export Menu, Regenerate Orders, Settings
  • Tab Navigation: Switch between box types (Small, Medium, Large, Custom, etc.)

Box Type Tabs

Horizontal tabs at top showing different subscription box categories:

  • Each tab represents a box type (configured in settings)
  • Active tab highlighted
  • Click tab to switch between box types
  • Can add/edit tabs via settings cog

Product Grid (Main Content)

Table showing all products with columns:

  • Product Name: What's in the box
  • Classification: Product category (Fruit, Veg, etc.)
  • Vendor: Where it's ordered from
  • Box Quantities: One column per box size showing how many
  • Demand: How many units needed based on orders
  • Cost: Per-unit cost and total cost
  • Actions: Edit, Delete, Substitute options

Bottom section showing:

  • Total Items: Count of products in menu
  • Total Cost: Sum of all product costs
  • Total Retail Value: Customer value of box contents
  • Box Statistics: Breakdown by box size

Setting the Weekly Menu

Basic Workflow

  1. Select Week: Choose week from dropdown
  2. Select Box Type Tab: Click tab for box type you're setting
  3. Add Products: Click "Add Product" or select from existing
  4. Set Quantities: Enter quantity for each box size
  5. Review Demand: Check demand column matches expectations
  6. Save Menu: Click "Save" button
  7. Repeat: Complete all box types for the week
  8. Regenerate Orders: Update all customer orders with new menu

Adding Products to Menu

Method 1: Add Existing Product

  1. Click "Add Product" button
  2. Select from dropdown of available products
  3. Product added to grid with 0 quantities
  4. Enter quantities for each box size
  5. Save

Method 2: Quick Add from Previous Week

  1. Click "Copy Last Week" button
  2. All previous week items copied with same quantities
  3. Review and adjust as needed
  4. Save changes

Method 3: Create New Product

  1. Click "Add New Product" link
  2. Enter product details
  3. Product created and added to menu
  4. Set quantities
  5. Save

Setting Product Quantities

For each product row:

  1. Find box size columns (Small, Medium, Large, etc.)
  2. Click in quantity field
  3. Enter number (whole numbers or decimals)
  4. Tab to next field
  5. Demand column updates automatically

Quantity Guidelines:

  • Use whole numbers for count items (e.g., "2" apples)
  • Use decimals for weight items (e.g., "0.5" lb)
  • Leave 0 if product not in that box size
  • Negative numbers not allowed

Box Type Tabs

Understanding Tabs

Each tab represents a different subscription box category:

  • Standard Produce: Regular fruit/veg boxes
  • Specialty: Themed or premium boxes
  • Add-Ons: Extra items customers can add
  • Custom: Special configurations

Tab Settings: Click gear icon → Edit Tabs to:

  • Create new tabs
  • Rename existing tabs
  • Delete unused tabs
  • Set which boxes appear on tab

Working with Multiple Box Sizes

Within each tab, there are columns for different sizes:

  • Small Box
  • Medium Box
  • Large Box
  • XL Box
  • (Custom sizes as configured)

Best Practice:

  • Start with your most popular box size
  • Use consistent scaling between sizes (Small=1, Med=1.5, Large=2)
  • Review totals to maintain target box value

Copying Previous Week

Purpose: Start new week using last week's menu as template

Steps:

  1. Select new week from dropdown
  2. Click "Copy Last Week" button
  3. Confirm action
  4. All previous week products copied with quantities
  5. Review and adjust for seasonal changes
  6. Save

When to Use:

  • Standard weekly setup
  • Minimal week-to-week changes
  • Saves time over manual entry

Note: Copying doesn't include out-of-stock or deleted products

Regenerating Orders

Purpose: Update all customer orders with current menu

When to Regenerate:

  • After changing menu
  • After adding new products
  • After adjusting quantities
  • Before finalizing weekly cycle

Steps:

  1. Complete all menu changes
  2. Click "Regenerate Orders" button
  3. Confirm regeneration
  4. System processes all orders (may take 1-2 minutes)
  5. Success message displays
  6. Review orders to verify

Important:

  • Only regenerate after ALL menu changes complete
  • Customer customizations preserved
  • Standing order items retained
  • Skipped boxes not affected

Export Menu

Purpose: Download current week's menu as CSV

Export Includes:

  • All products in menu
  • Quantities per box size
  • Demand calculations
  • Cost information
  • Vendor details

Uses:

  • Share with vendors for ordering
  • Print for warehouse staff
  • Backup/archiving
  • Analysis in spreadsheet

Product Demand & Ordering

Understanding Demand Column

Demand shows: Total units needed based on:

  • Number of active subscriptions per box size
  • Quantity of product in each box
  • Any add-ons or standing orders

Example:

  • Small box has 2 apples
  • 50 small box customers
  • Demand = 100 apples

Use Demand to:

  • Determine vendor order quantities
  • Plan inventory needs
  • Identify popular products
  • Spot potential shortages

Ordering from Vendors

Workflow:

  1. Complete menu for week
  2. Review demand for all products
  3. Export menu CSV
  4. Group products by vendor
  5. Place orders with each vendor
  6. Verify quantities match demand
  7. Add safety margin for substitutions

Tips:

  • Order slightly above demand for buffer
  • Account for product quality/waste
  • Consider case quantities
  • Coordinate delivery timing

Advanced Features

Product Substitutions

Setting Up Substitutions:

  1. Click on product row
  2. Click "Substitutes" or edit icon
  3. Select substitute products from list
  4. Set substitute priority order
  5. Save

When Substitutes Used:

  • Product out of stock
  • Customer dislikes/allergies
  • Automatic substitution in orders
  • Manual substitution by admin

High Sub Value Alerts

Purpose: Warn when substitution costs significantly more

Alert Shows When:

  • Substitute retail value exceeds threshold (configurable)
  • Helps prevent over-spending on substitutions

Settings:

  • Set dollar threshold (e.g., $3.00)
  • Pause alerts for current week
  • Disable feature entirely

Managing Alerts: Click settings cog → High Sub Value Alert → Set threshold

Hide/Show Products

Hide Product from Menu Builder: Removes product from this page but keeps in system

Use when:

  • Product rarely used
  • Seasonal item out of season
  • Decluttering product list

To Hide:

  1. Click on product
  2. Select "Hide from Menu Builder"
  3. Confirm

To Unhide: Settings cog → Show Hidden → Select product → Unhide

Split Products

Purpose: Track when products are split between box sizes differently

Column Shows:

  • Whether product quantities differ by size
  • Helps identify inconsistencies
  • Can enable/disable via settings

Settings & Configuration

Access via gear icon in top right:

Display Options:

  • Show/hide retail cost comparison
  • Show/hide sub issue statistics
  • Show/hide case quantity/price
  • Show/hide split products column
  • Minimize/maximize view

Auto-Fill Settings:

  • Enable/disable auto-filling from previous weeks
  • Set default values for new products

Threshold Settings:

  • High sub value alert amount
  • Pause alerts temporarily
  • Disable alerts

Tab Management:

  • Create new tabs
  • Edit tab names
  • Delete tabs
  • Configure which boxes appear on tabs

Common Use Cases

Use Case 1: Setting Up New Week's Menu

Goal: Plan next week's subscription boxes

Steps:

  1. Select next week from dropdown
  2. Click "Copy Last Week"
  3. Review copied menu
  4. Remove any out-of-season items
  5. Add new seasonal items available
  6. Adjust quantities based on customer count changes
  7. Check demand matches vendor orders
  8. Save menu
  9. Repeat for all box type tabs
  10. Export menu for vendor ordering
  11. Click "Regenerate Orders" when complete

Example: Moving from Week of Jan 8 to Week of Jan 15. Copying last week gives 12 products. Remove strawberries (out of season), add citrus (in season). Adjust apple quantity from 100 to 110 due to 5 new customers.

Use Case 2: Substituting Out-of-Stock Product

Goal: Vendor is out of organic spinach, need substitute

Steps:

  1. Find "Organic Spinach" in menu
  2. Click edit icon
  3. View substitutes list
  4. If suitable substitute exists, note it
  5. If not, click "Add Product" to add new item
  6. Add substitute product (e.g., "Organic Kale")
  7. Match quantities to original product
  8. Save menu
  9. Click "Regenerate Orders"
  10. System substitutes in all affected orders

Tips:

  • Choose similar products (leafy greens for leafy greens)
  • Match or exceed value
  • Consider customer preferences
  • Update menu notes

Use Case 3: Adding Seasonal Special Item

Goal: Include special local strawberries for one week only

Steps:

  1. Select week to add special
  2. Click "Add Product"
  3. Select "Local Strawberries - Seasonal"
  4. Set quantities: Small=1, Med=1, Large=2
  5. Review demand (shows how many pints needed)
  6. Save menu
  7. Place order with local farm
  8. Regenerate orders
  9. Do NOT copy this week forward (special one-time)

Use Case 4: Adjusting Menu After Customer Feedback

Goal: Customers say too many apples, not enough variety

Steps:

  1. Open current week menu
  2. Reduce apple quantity: 3 → 2 per box
  3. Add new fruit variety to fill gap
  4. Review total item count per box
  5. Check cost stayed within target
  6. Save changes
  7. Regenerate orders (updates existing orders)
  8. Copy adjusted menu to future weeks

Use Case 5: Planning Multi-Week Ahead

Goal: Set menus for next 4 weeks to coordinate vendor ordering

Steps:

  1. Start with Week 1 (next week)
  2. Set menu, save
  3. Export for reference
  4. Select Week 2
  5. Copy Week 1 or previous week
  6. Adjust for seasonality
  7. Save and export
  8. Repeat for Weeks 3 and 4
  9. Compile all exports
  10. Send 4-week forecast to vendors
  11. Come back and regenerate orders as each week approaches

Troubleshooting

Demand Numbers Don't Match Expectations

Symptoms: Demand showing more or fewer units than expected

Check:

  1. Verify quantity entered correctly for each box size
  2. Count active customers per box size
  3. Check for standing orders adding demand
  4. Look for add-on products increasing demand
  5. Verify week selected is correct

Solutions:

  • Recalculate: (Customers × Quantity per box) = Expected demand
  • Check customer count: Customers page → Filter by box size
  • Review standing orders in customer accounts

Cannot Save Menu Changes

Symptoms: Error when clicking Save button

Solutions:

  1. Check all quantity fields have valid numbers
  2. Ensure no negative numbers entered
  3. Verify product names not blank
  4. Try saving one product at a time to identify issue
  5. Refresh page and try again
  6. Check internet connection

Common Causes:

  • Invalid characters in quantity fields
  • Browser timeout on slow connection
  • Too many changes at once

Regenerate Orders Failed

Symptoms: Error message when regenerating, or taking very long time

Check:

  1. How many customers are active?
  2. Is system under heavy load?
  3. Are there products with substitution issues?
  4. Check admin log for specific errors

Solutions:

  1. Wait 5 minutes and try again
  2. Break into smaller batches (regenerate per box type)
  3. Contact support if persists
  4. Check for products with circular substitution references

If Problem Persists: Contact support with:

  • Week ID trying to regenerate
  • Number of active customers
  • Error message text

Products Not Appearing in List

Symptoms: Expected products missing from menu builder

Solutions:

  1. Check product status is Active (Products page)
  2. Verify product assigned to classification
  3. Check if hidden from menu builder (Show Hidden setting)
  4. Confirm product not deleted
  5. Try clearing cache
  • Products Page (product_classifications_active.php) - Manage product inventory
  • Weekly Cycle (weekly_cycle.php) - Process weekly orders workflow
  • Orders - View individual customer orders
  • Inventory Reports - Analyze product demand and costs
  • Warehouse App (warehouse.php) - Packing reference showing menu

Typical Workflow:

  1. Products page → Ensure all products exist
  2. Menu Builder → Set this week's menu
  3. Weekly Cycle → Generate and process orders
  4. Warehouse App → Pack orders based on menu

Permissions & Access

Required Access Level: Manager

Access Level Capabilities:

  • Customer Service: View only (cannot edit menu)
  • Manager: View, edit menu, regenerate orders + all Customer Service capabilities
  • Administrator: All features + advanced settings + all Manager capabilities
  • Kiva Admin: All features + system configuration + all Administrator capabilities

Restricted Features:

  • Edit Menu: Requires Manager or above
  • Regenerate Orders: Requires Manager or above
  • Advanced Settings: Requires Administrator or above
  • Tab Configuration: Requires Administrator or above

Best Practices

  1. Plan 1-2 weeks ahead when possible
  2. Coordinate with vendor delivery schedules
  3. Balance variety with cost targets
  4. Consider seasonal availability
  5. Track customer feedback on items

Consistency

  1. Maintain similar item counts across weeks
  2. Keep total box value within target range
  3. Use consistent quantity scaling between box sizes
  4. Set substitutes for all products
  5. Document special/seasonal items

Workflow Efficiency

  1. Copy previous week as starting point
  2. Make all changes before regenerating orders
  3. Export menu immediately after finalizing
  4. Use tabs to organize different box types clearly
  5. Save frequently to avoid losing work

Cost Management

  1. Monitor total cost per box
  2. Track demand to minimize over-ordering
  3. Use lower-cost substitutes when appropriate
  4. Review retail value vs cost regularly
  5. Account for seasonality in pricing

Things to Avoid

  • ❌ Regenerating orders multiple times (confuses customers)
  • ❌ Forgetting to save after changes
  • ❌ Adding products not yet ordered from vendor
  • ❌ Leaving quantities at 0 (creates empty boxes)
  • ❌ Not setting up substitutes (causes fulfillment issues)

Quick Reference Card

Task Action/Location
Select week to edit Week dropdown at top
Add product to menu Click "Add Product" button
Set product quantity Click in box size column → Enter number
Copy previous week Click "Copy Last Week" button
Save menu changes Click "Save" button
Update customer orders Click "Regenerate Orders" button
Export menu Click "Export" button
Switch box type Click tab at top
Set substitutes Edit product → Substitutes
View demand Check Demand column
Access settings Click gear icon (top right)
Add new tab Settings → Add Tab

FAQs

When should I regenerate orders?

After you've completed ALL menu changes for the week and saved. Only regenerate once per major menu change to avoid confusion. Regenerating updates all customer orders with the new menu.

Can I edit menu after orders are generated?

Yes, but you'll need to regenerate orders after editing to update customer orders. Be cautious editing after customers have made customizations.

What happens to customer customizations when I regenerate?

Customer customizations (additions, removals, swaps) are preserved when regenerating. The system only updates the base menu items.

How far in advance can I set menus?

You can set menus for any future week. However, only regenerate orders for the upcoming week to avoid locking customers into menus too early.

What's the difference between Hide and Delete?

Hide removes product from menu builder view but keeps it active in system. Delete removes product from current week's menu but keeps it available for future weeks or other uses.

Why do some products show on multiple tabs?

Products can be configured to appear on multiple tabs if they're used in different box types. This is controlled in box settings and tab configuration.

Change Log

2026-03-01

  • Initial documentation created
  • Core menu building workflow documented
  • Advanced features and settings detailed
  • Common use cases with step-by-step examples
  • Troubleshooting guide added
  • Best practices section completed

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.