Exploring the advanced tech stack of a restaurant

As digital tools become embedded in restaurant operations, the industry is beginning to shift from simply managing better to thinking smarter. The basic tech stacks reservation systems, point of sales platforms, staff scheduling tools, and inventory trackers, has become a standard foundation. However, what lies beyond? 

The answer increasingly involves advanced technologies: artificial intelligence (AI), service robotics, different forms of process automation, and even extended reality (XR). These are not speculative innovations reserved for tech giants. They are becoming practical, accessible tools that could help restaurants, big and small, make more informed decisions, operate more efficiently, and ultimately deliver better customer or employee experience.

As part of Haaga-Helia’s HosByte-project, we help SMEs explore the application of these technologies further, of course along with more traditional forms of hospitality tech, e.g. point-of-sale systems, booking engines, and scheduling tools (see article Understanding the basic tech stack of a restaurant, eSignalsPRO).

The business case for intelligent automation 

The incorporation of different process automation tools into service operations is not just for marketing and messaging: used smartly, it could solve real operational problems and can be an economical choice.

Escalating labor costs, spontaneous demand, tougher competition and saturating margins have urged restaurants to increase efficiency without sacrificing quality or service. This aspect is particularly important in high-wage economies or cities with the most severe labor shortage. Automation allows for mitigating dependence on human labor, provides a more consistent product, and offers an additional mechanism that helps a restaurant be nimble.

If self-service kiosks have already become mainstream, what could be on the horizon?

One example might be robotic kitchen assistants that can complete repetitive tasks, including measuring temperatures, turning equipment on and off, precooking food as needed, and putting together dishes, with the same amount of accuracy day after day (Tuomi, Tussyadiah & Stienmetz 2020a). That is no small feat in a workforce environment, where any time saved, or percentage of waste eliminated will have a positive impact on food service or food establishments in general. Simply reducing the need for additional staff at peak times and the reduced likelihood of human error are real cost savings.

Front of house, autonomous food runners and bussing robots, currently in use in many buffet-style restaurants across Asia and North America, can ensure tables are cleared quickly and meals are served seamlessly. These robots can operate continually, need little supervision, and can assist in reducing the demands placed on floor staff, increase service speed, and subsequently improve guest satisfaction (Tuomi & Ascencao 2023). There is an economic case for automation, with the aim to reduce human deployment on tasks that are repetitive while increasing output during busy times. Automation also aims to achieve some level of operational consistency that would be almost impossible with rotating on-and-off staff.  

Artificial intelligence as the invisible assistant 

While robotics deliver visible change, artificial intelligence is reshaping operations behind the scenes. Intelligent software is quietly transforming how restaurants forecast, plan, and optimise their operations. 

Predicting customer flow is one of the most effective uses of AI in hospitality today. AI systems can assess years of transaction data, weather data, event calendars, and local holidays and develop models that will help restaurants forecast the likely number of guests arriving on the liable date and time. This technology allows managers to plan staffing, prep work, and ordering with greater confidence. 

AI also helps restaurants anticipate customer preferences. For example, a loyalty application enabled by an AI engine could see that a customer typically orders vegetarian meals, visits on weekday evenings, and typically buys wine. The application could offer customised deals or recommend dishes that fit the customer’s preferences or current trends. This level of personalised marketing can improve average transaction value and increase retention. 

AI in workforce planning is another area gaining traction. Rather than depending on spreadsheets or a hunch, managers now have optimisation software that considers anticipated demand, labor laws and rights, staffing availability, skill levels and budgets so that they can develop effective shift schedules (using optimisation). For every assignment, there is an optimal rotation. Optimisation software will structure the assignment of staff so that idle time is minimised, overtime is reduced, and sufficient staff are rostered and on duty. These tools help optimise costs, reduce scheduling errors, and create more equitable shift distributions, which can, in turn, support staff satisfaction and retention. 

Inventory management is yet another area where AI can drive efficiency. Intelligent inventory platforms not only monitor stock levels but also predict future demand and can automatically generate orders. For example, suppose AI detects a sharp increase in sales of seasonal items, like pumpkin soup in October. In that case, it can automatically trigger orders when the supply dips below a predefined threshold. This system prevents stockouts but also reduces waste by preventing costly overordering. AI automation can ensure that products are always available when needed, while managers can focus on the bigger picture instead of firefighting day-to-day issues. 

Designing smarter spaces with virtual reality 

When planning a new kitchen or renovating an existing one, often compromises and guesses are made. What if chefs could walk around in the kitchen prior to it being built? Now, they can do these things through virtual reality (VR) (Ashton, Filimonau & Tuomi 2024). Restaurant owners and chefs can use virtual reality to examine, test, and improve kitchen layouts. With virtual reality, chefs and managers can walk through a digital version of their kitchen prior to construction. They can test the equipment layout, how the staff moves in between stations, and if the design facilitates the menu and anticipated flow of service.

This is certainly more advanced and dynamic than traditional methods, such as working off of fixed, 2D architectural blueprints or plans with more surprises during construction or operations. Virtual reality sets the stage for a design process that is more collaborative, more efficient, and cost-efficient. Restaurant operators can understand how an oven, prep station, or new refrigeration unit will fit into the kitchen flow before making an expensive investment. Decision-makers can examine the workflow, ergonomics, and safety of the new experience before installing equipment, resulting in fewer errors, shorter timelines, and improved outcomes. 

The human element: still the core of hospitality 

All of this leads to an important question: Does technology take away from the human aspect of hospitality? 

The answer lies in how it is used. The best restaurant experiences have never been solely about food or efficiency: they have always been about people. Technology is not meant to replace the warmth and attentiveness of great service or the intuition behind the brand and its service design. What it can do is support the people who deliver these things by taking away the friction, guesswork, and fatigue that often get in the way. 

When staff no longer need to run between tables with receipts, check inventory manually, or work double shifts to cover unexpected sick leaves or increase customer flow, they are more present, more prepared, and more empowered to create memorable experiences. 

The human aspect does not disappear in this situation: it becomes more valuable. The function of humans will change to what machines cannot duplicate, such as creativity, empathy, judgment, and leadership.  

Communication, adaptability, and emotional intelligence are examples of soft skills that will continue to be desirable. Strategic thinking is just as valuable: someone still needs to decipher AI-generated information and make decisions in the present, as well as determine the overall direction of service and brand atmosphere. Human imaginative ability will always be valuable.  

Machines can replicate, but they cannot create. At the heart of innovating a new menu, writing a story around a dish, and creating an experience that leaves an impression is a human. Creativity powers the exceptional innovation that creates great hospitality (Tuomi, Tussyadiah & Stienmetz 2020b). Moreover, finally, technical and managerial competence is becoming a key pillar of modern restaurant success. The staff who can work alongside robots, troubleshoot digital systems, or analyze AI-powered reports will become the backbone of the next generation of hospitality professionals, translating smart data into smarter services. 

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