Keep sold-out items out of the conversation.

Start with the source your team uses

Choose where the restaurant records item availability. If the team changes stock status in Toast, that should be the starting point for the screen workflow. Editing an image alone does not correct the source information.

Agree who marks an item unavailable and who checks the resulting menu. Be specific: a whole dish, one size, and an optional modifier are different cases. An unavailable drink size should not accidentally hide every size of that drink.

Check the menu and the promotion separately

The counter menu may show current item information, while an entrance screen plays a prepared image or video. Those surfaces need separate checks. A generated poster does not rewrite the dish name embedded in its artwork when the POS changes.

ScreenFire supports review and approval before prepared promotions are published. If the promoted item becomes unavailable, review what is still playing and choose a replacement or remove the offer through the configured workflow. Broader automatic stop rules remain roadmap work.

• Check the item and its variants in the source
• Check the current counter menu
• Check posters and videos featuring that item
• Check every display targeted by the offer

Run a small availability test

Before service, use an agreed test item. Change its availability in the source, check the information received by ScreenFire, and inspect the customer-facing screen. Record how long the configured workflow takes and whether review is required.

Then restore the item and repeat the check. Test a price change separately so the team knows which update it is reviewing. There is no universal instant-update promise here: the source, connectivity, and publishing workflow all affect what the customer sees.

Give staff a clear fallback

If a screen is stale, first compare the source, the prepared content, and the selected display. Check connection and delivery status before repeatedly publishing the same update. Keep a simple alternative message ready for the screen while someone investigates.

The useful result is straightforward: customers can see what they can order, and staff know how to correct the screen when something changes. Measure that directly instead of assuming a sales improvement.