Getting your menu changed everywhere it appears
A menu change sounds like one job. It's usually six — print, digital boards, the website, the PDF people download, socials, and the POS. Miss one and you've got a member at the counter holding a phone showing last season's price. Here's the full list, and how to change it once.
On this page
On this page
Menus are the most-read thing your venue publishes and the most likely to be out of date in at least one place. The reason is simple: nobody has the full list of where a menu appears, so each changeover fixes the places somebody happened to remember.
If you only read one thing
- Write down every place your menu appears, once. Then it's a checklist forever instead of a memory test.
- Send us the whole menu as text, not a photo of the printed one. Retyping is slow and risks errors in your dish names and prices.
- Print sets the deadline. Work backwards from the printer, not from the changeover date.
- One person owns the prices. A price change after artwork is approved means redoing everything.
- Take the old one down as deliberately as you put the new one up — especially the PDF on your website.
01 — The listEvery place your menu lives
Work through this once for your venue and cross off what doesn't apply. Most venues are surprised by two or three of them.
| Where | Watch out for |
|---|---|
| Printed menus on tables | The main one. Count how many you actually need before ordering — and whether they're laminated or replaceable inserts. |
| Menu boards above the counter | Digital or printed. If digital, they need artwork in the right shape for those screens. |
| Digital menu boards elsewhere | Bistro, café, function areas, the sports bar. Easy to forget the ones that aren't at the main counter. |
| A-frames and outdoor boards | Weather-worn ones are worse than none. Replace, don't just re-sticker. |
| The PDF on your website | The one people actually look at before they visit — and the one most often left as last season's. Check the link opens the new file, not the old one. |
| Your website's own menu page | If prices are typed onto the page as well as in a PDF, both need changing. |
| Google Business Profile | Many venues have a menu or a link there. Members find it without ever visiting your site. |
| Booking and delivery platforms | Each has its own menu that has to be updated separately, often by you rather than us. |
| The POS | Items, prices, buttons and modifiers. Usually your team or the POS provider — but it has to happen at the same time or the till and the menu disagree. |
| Social media | A post announcing the new menu, and any pinned post or story highlight showing the old one. |
| Function and event packages | Separate documents that quietly contain menu items and prices. |
| The newsletter and member emails | Templates and past sends that members still open. |
| Room compendiums (if you have accommodation) | Motel folders with a room-service or bistro menu in them. |
We know where your menu appears in everything we manage — website, screens, artwork, socials. Ask and we'll write you the full list, including the bits that are yours to do like the POS and delivery platforms. Then every changeover is a checklist rather than a hunt.
02 — Sending itWhat to send us
Email to support@cyberry.com.au
- The full menu as text
- A Word document or typed into the email. Every item, description and price, spelled and punctuated as you want it published. Not a photo of the printed menu.
- What's changed
- Mark it up if you can — new items, removed items, price changes. Saves us comparing line by line and missing something.
- Where it needs to go
- Which of the places above. If you're unsure, say "everywhere" and we'll work from your list.
- Live from
- The date the new menu starts. And whether the kitchen is ready on that date.
- Print quantities
- How many printed menus, A-frames, table cards. Count before ordering.
- Dietary and allergen markers
- Which items are GF, V, VG, DF and so on. Get these right at your end — they matter more than anything else on the page.
- Photos
- Any new dish photos, at full size. See below.
- Who's approving
- Chef, GM, or both — and who has final say on prices.
If the menu isn't final, send us what you have and mark the unconfirmed bits clearly. We can build the layout while prices are being settled.
We'll set out whatever you give us, exactly as given, and we'll flag anything that looks inconsistent. But we can't verify what's in a dish — that's the kitchen's, and getting it wrong has consequences well beyond an awkward conversation. Check the markers against the actual recipes before the menu goes to print, and have the chef sign off that page specifically.
03 — TimingHow long a changeover takes
| What | Ask us | Notes |
|---|---|---|
| A price change on digital only | 1–2 business days | Screens, website and PDF. Quick, if print isn't involved. |
| New menu — digital and web only | 1 week | Design, your review, then screens, website and PDF together. |
| New menu including print | 2–3 weeks | The printer's queue and delivery are the constraint, not the design. |
| Full seasonal changeover with new photos | 3–4 weeks | Shoot, edit, design, approve, print, deliver, then switch everything on the same day. |
| Adding a special or a one-off | 1–2 business days | Screens and socials. Don't reprint a menu for a two-week special. |
Two things people underestimate: your own approval time, and the fact that everything should switch on the same day. A new printed menu arriving a week before the website changes means a week of inconsistency — so plan the go-live date, then work backwards.
04 — PrintThe one deadline you can't move
- Work backwards from the printer. Their queue plus delivery is usually one to two weeks after artwork is approved. That's the hard date; everything else flexes around it.
- Check the proof properly, and get the chef to check it. Not a glance. Read every price and every item name. Once it's printed, a typo is a reprint and a bill.
- Don't over-order. Menus get spilled on and prices change. A smaller run more often usually costs less overall than a big run that becomes wrong in three months.
- Consider a format that copes with change. A printed cover with a replaceable insert, or a design where the specials sit on a separate card, means a price change doesn't scrap everything. Worth asking us about at design time.
- Plan the swap-over. All old menus collected and binned on the same shift as the new ones go out. Half-and-half on tables is how a member ends up quoting an old price and being right.
05 — ScreensMenus on digital boards
Digital menu boards are the best argument for digital signage in a venue — a price change is minutes instead of a print run. Some things worth knowing:
- A print menu doesn't work on a screen. Putting the printed PDF up produces something nobody can read from the queue. A board needs bigger type, fewer items per screen, and often the menu split across two or three panels that rotate.
- Design for the distance people stand at. If someone's reading it while queueing three metres back, that sets the type size — not what looks balanced on a laptop.
- Sold out? Take it off the same day. One of the real advantages of digital, and one nobody uses. Tell us and we'll show you how, or we'll do it.
- Different menus at different times — breakfast, lunch, dinner, kids — can usually be scheduled to switch automatically. If your staff are manually swapping menus at 11am, ask us to automate it.
- Set end dates on seasonal menus when you schedule them. See keeping your screens current — it's the habit that prevents a summer menu showing in June.
06 — PhotosFood photos that help
A good dish photo sells a meal; a bad one puts people off ordering it. If you're photographing food yourself:
- Shoot it the moment it leaves the pass, not after it's sat under a heat lamp. Food photographs well for about ninety seconds.
- Daylight, near a window, window behind you. Not the kitchen's overhead lights, which go orange, and not a flash, which flattens everything.
- Clean plate, clean table, no clutter. A thumbprint on the rim is all anyone will see.
- Get close and fill the frame — plate dominating the shot. Slightly above, at about forty-five degrees, works for most dishes.
- Shoot several and send them all. Six photos of a dish gives us one great one.
- Send originals, not screenshots, and not through a chat app. Our phone guide covers the whole thing properly.
If a full menu is being redesigned, it's usually worth us doing a proper shoot — one session covers the whole menu, everything matches, and it'll be reused for years across screens, socials and print. Worth building into the changeover timeline rather than bolting on.
07 — Small stuffSpecials and single changes
- Don't reprint for a special. Screens, socials and a table card handle short-term items. Save print for the menu proper.
- Batch small price changes. Three items this week and two next means two rounds of updating everything. Hold them and do one changeover unless something's urgent.
- Handwritten specials boards are fine — genuinely. They read as fresh, and a neat one beats a rushed print job. Just keep them current and legible.
- Don't sticker over a printed price. Members notice, and it reads as a venue cutting corners. If a price has moved enough to matter, it's time for the insert or a reprint.
- Tell us when something's permanently off. Otherwise it stays on your website and screens long after the kitchen stopped making it.
08 — QuestionsQuick answers
How often should we change the menu?
Two to four times a year suits most venues — seasonal, with specials filling the gaps. More often than that gets expensive in print and confusing for regulars; less often and it starts to feel tired. Put the changeover dates in your yearly calendar and they'll never be a rush.
Can we update the menu ourselves?
For digital boards, often yes — ask us to set you up with editable templates so the layout stays consistent. Print is worth leaving with us, because print-ready artwork has requirements that aren't obvious until a printer rejects the file.
The POS and the menu don't match. Whose job is that?
Usually your team's or your POS provider's, and it's the step most often missed. Put it on the changeover checklist with a name against it — a till that charges a different price from the menu is a daily argument.
Do we need the menu on the website as well as a PDF?
Ideally yes. A PDF is fine for downloading but awkward on a phone, and search engines can't read it well. Menu text on the page itself is better for both — and it means one fewer file to forget to replace.
Someone's been served at an old price. What now?
Honour it and fix the source that day. Then find out which of the places on the list is still wrong — it's usually the website PDF or a delivery platform.
09 — Print thisThe changeover checklist
Print it for every menu changeover. Cross off what doesn't apply to your venue and keep the master.
Menu changeover — everywhere it needs to change
Cyberry Know-How · cyberry.com.au/know-how
Before it goes anywhere
- Full menu sent as text, not a photo
- Prices confirmed by whoever owns them
- Allergen and dietary markers checked by the chef
- Go-live date agreed
- Print proof read line by line
- Print quantities counted, not guessed
Update every one of these
- Printed table menus
- Counter and digital menu boards
- A-frames and outdoor boards
- PDF on the website — check the link opens the NEW file
- Menu text on the website page
- Google Business Profile
- Booking & delivery platforms
- The POS — items, prices, buttons
- Social post + any pinned old menu
- Function & event packages
- Newsletter template
- Room compendiums
- Old printed menus collected and binned
Last reviewed 25 July 2026. Allergen, dietary and ingredient information is the kitchen's to verify — we set out exactly what you give us. Some destinations on the list (POS, delivery platforms, Google) may be yours or another supplier's to update; ask us and we'll mark up which is which for your venue.
Menu changing soon?
Send it through and we'll do the lot.
Print, screens, website, PDF and socials — changed together, on the day you choose, so nothing contradicts anything else.