Short, role-based starting points that route Directors, School and Kitchen Managers, Cashiers, and IT or Onboarding Leads to the parts of Gaia they use most.
Foundational articles that apply to every user, covering sign-in, navigation, terminology, roles, device requirements, and how to get help.
The Pantry — The central workspace for browsing, filtering, and editing your district's items, recipes, supplies, and vendor products through quick search and custom views.
Everything about the food items, ingredients, supplies, and vendor products that live in your Pantry, including how to create them, set up units and packaging, link vendor products, and manage their lifecycle.
How to create and manage recipes in Gaia, including standard, assorted, item-as-recipe, and sub-recipe types, plus nutrition overrides, instructions, scaling, grade-group serving sizes, and revisions.
How to build, publish, and update menu plans in Gaia, including cycle menus, school-specific edits, publishing all-weeks vs this-week-only, and switching to Bulk Actions when needed.
How to set up vendors and their delivery windows, manage vendor products and pricing, and use order guides to control which products each school can order.
How to plan how many servings of each recipe to produce, including the weekly view, Smart Forecast suggestions, bulk updates, and handling assorted recipes.
How school managers complete the daily production record after service, including entering prepared, damaged, discarded, and leftover amounts, running Calculate Inventory, scanning paper PRs via ScanAI, submitting the record, and assigning leftovers to inventory.
How to create, edit, place, and receive orders in Gaia, including manual orders, the Shop workflow, the Orders dashboard, substitutions at receiving, change history, and reopening placed orders.
How on-hand inventory works in Gaia, including checking inventory in and out, transferring between sites, tracking shelf life and expiration, and reviewing the inventory transaction log.
How to set up and run a central kitchen in Gaia, including ordering from the CK, producing for multiple schools, and receiving deliveries from the CK or warehouse.
How to manage student and staff accounts in Gaia, including the roster, eligibility statuses and bulk uploads, supporting documents, Free & Reduced applications, and lunch account balances and transactions.
How to set up and manage the POS in Gaia, including terminals, devices, templates, sessions, transactions, and flag reasons; cashier-facing articles cover opening a session, ringing up students, and end-of-service close-out.
How to run, filter, and export Gaia's operational reports, including production-record totals, forecast accuracy, orders, POS transactions, attendance, and reimbursable claims for end-of-month reporting.
Release Notes, Roadmap, Upcoming Features