Settings Only Your Gaia Team Can Change
Some parts of your district's Gaia setup aren't self-service yet. The Gaia team configures and maintains them, so to add or change one you email your Customer Success Manager (CSM) and they set it up for you. This article lists which settings work that way and gives you a request form to copy.
Settings the Gaia team configures
District profile: district name, time zone, roster import format, and eligibility matching.
Schools: adding or renaming a school, or changing its site type (school, central kitchen, warehouse, or satellite).
Grade groups: the meal-pattern tiers, such as K-5, 6-8, and 9-12, that schools and menus are organized by.
District holidays: non-serving days, set district-wide, for one school, or for a grade group. No production records are created for a holiday, and existing draft records for that day are disabled. A holiday can be re-enabled for a single week if you decide to serve on a normally closed day, such as a makeup day.
Meals and service hours: enabling a meal (Breakfast, Lunch, Snack), the program it's claimed under (SBP, NSLP, or CACFP), Offer versus Serve, and the service time windows.
Meal templates: the menu categories a meal is built on. See Changing a Meal Template.
POS templates and meal prices: the checkout modes and the Paid, Reduced, Free, Adult, and Staff price tiers. See Changing POS Meal Prices.
Allergens and dietary restrictions: which ones are active district-wide so they can be tracked on items, recipes, and students.
Negative balance alerts: whether your district gets an alert when a sale drops a student's account balance into the negative. Off by default. See Managing Student Accounts & Balances.
Feature toggles: turning modules on or off, such as ordering, reports, central kitchen, and the public menu.
Users, roles, and access: staff logins and what each person can see and do. See Adding a User or Changing Someone's Access.
What you can change yourself
Most day-to-day work is self-service and does not need a request: menus and recipes, items and vendors, orders and inventory, production records, the student roster and eligibility, the public menu template, and creating POS terminals (including assigning them an existing template). If you're not sure whether something is self-service, just ask here in chat.
How to request a change
Copy the form below into an email to your Customer Success Manager and fill in the parts in brackets. A few settings have their own, more detailed form. Check the linked articles above for meal templates, POS prices, and user access.
Subject: Gaia settings change request, [District name]
Hi [CSM name],
We'd like to request the following change to our district's Gaia setup:
• District: [district name]
Thanks!
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As more of these settings become user-facing in Gaia, we'll update this article.