KitchenNmbrs registers allergens per ingredient and automatically calculates which allergens are in each dish. You don't need to manually keep track of which...
Managing restaurant allergens is like having a photographic memory—you need to recall every ingredient detail instantly when a guest asks. KitchenNmbrs registers allergens per ingredient and automatically calculates which allergens are in each dish. You don't need to manually keep track of which dishes contain which allergens—the system handles this for you.
How allergen management works in KitchenNmbrs
The system uses smart automation: you specify which allergens are in each ingredient once. As soon as you use that ingredient in a recipe, the allergens automatically transfer to that dish.
💡 Example:
You make a carbonara with these ingredients:
• Spaghetti (contains: gluten)
• Bacon (contains: no allergens)
• Eggs (contains: eggs)
• Parmesan cheese (contains: milk)
• Black pepper (contains: no allergens)
Automatic result: Carbonara contains gluten, eggs, and milk
The 14 EU-mandated allergens in the system
The platform has all 14 official EU allergens built in. For each ingredient, you can check which allergens it contains:
- Gluten (wheat, rye, barley, oats, spelt, kamut)
- Crustaceans (shrimp, lobster, crab)
- Eggs
- Fish
- Peanuts
- Soy
- Milk (including lactose)
- Tree nuts (almond, hazelnut, walnut, cashew, etc.)
- Celery
- Mustard
- Sesame seeds
- Sulfites (>10 mg/kg)
- Lupin
- Mollusks (mussels, squid)
Linking ingredients to allergens
For each ingredient you add to your database, you can immediately specify which allergens it contains. You do this once per ingredient.
💡 Example:
You add 'Wheat flour' as an ingredient:
• Name: Wheat flour
• Unit: kg
• Price: €1.20/kg
• Allergens: ✓ Gluten
Now every recipe containing wheat flour automatically includes the allergen 'gluten'.
Checking recipes for allergens
Once you create a recipe, the system automatically calculates which allergens it contains. You see this directly in the recipe overview.
⚠️ Important: The system is only as good as your ingredients database. If you forget to check an allergen for an ingredient, it'll also be missing from your dishes. Always verify your ingredients carefully.
Step-by-step implementation of allergen management
Phase 1: Database setup (week 1-2)
Start by systematically entering your most commonly used ingredients. Focus first on the top 50 ingredients that appear in 80% of your dishes. You can correctly enter approximately 15-20 ingredients per day, including allergen information.
Phase 2: Recipe validation (week 3-4)
Review your existing recipes and update them with the new allergen information. Plan 30-45 minutes daily for this. For an average restaurant with 40 dishes, this means about 2 weeks of intensive work—the kind of thing you only learn after closing your first month at a loss.
Phase 3: Team training (week 5)
Train your kitchen staff and service team. Organize 2-3 sessions of 1 hour each to familiarize everyone with the new system and associated procedures.
Cross-contamination and practical tips
The platform helps you register allergens, but you prevent cross-contamination in the kitchen yourself. The system can't know if you use the same cutting board for bread and gluten-free products.
- Use separate work areas for allergenic products
- Wash hands and utensils between different preparations
- Store allergenic ingredients separately
- Train your team in allergen awareness
💡 Practical example:
A guest asks: 'Does the grilled salmon contain gluten?'
You open the 'Grilled salmon' recipe and see immediately:
• Salmon: no allergens
• Olive oil: no allergens
• Herbs: no allergens
• Breadcrumbs (garnish): contains gluten
Answer: 'The salmon itself doesn't, but the garnish contains gluten. We can leave that off.'
Menu and guest service
With the allergen information from your system, you can:
- Quickly answer guest questions
- Suggest alternative dishes
- Create an allergen overview for your menu
- Train your staff with correct information
Restaurants are legally required to provide allergen information upon request from guests. This is EU legislation that applies in the Netherlands.
Real-world example: Pizzeria Da Marco
Pizzeria Da Marco implemented automated allergen management and saw immediate results. Owner Marco: "Previously, it took us 5-10 minutes per guest to look up allergen information. Now we have the answer within 30 seconds."
The situation: On a busy Saturday evening, 4 tables arrive at once, with 2 tables having specific allergies. Table 3 has a guest with a gluten allergy, table 7 has someone with a nut allergy.
Before automation: The chef had to go through all recipes, check ingredient lists, and often guess. Total time: 25 minutes for both tables.
After automation: The service team opens the dishes in the system and immediately sees all allergens. For the gluten-free guest, they recommend the risotto with vegetables (contains only milk). For the guest with a nut allergy, the margherita pizza is safe (contains gluten and milk, no nuts). Total time: 3 minutes.
Result: 22 minutes saved per similar situation, happier guests, and less stress in the kitchen.
Common allergen management mistakes
1. Incomplete ingredients database
Many restaurants forget to correctly enter compound ingredients like bouillon cubes, sauces, or spice blends. A bouillon cube, for example, can contain celery, which is often overlooked.
2. No update when changing suppliers
Switching suppliers means ingredients may contain different allergens. Always check the new product specifications and update your database accordingly.
3. Underestimating cross-contamination
The system only shows ingredient allergens, not cross-contamination. Gluten-free pasta becomes unsafe if you cook it in the same water as regular pasta.
4. Insufficient team communication
If only the owner knows the system, service staff can't provide correct information. Make sure to train the entire team.
5. Forgetting garnishes and side dishes
Restaurants often focus on main ingredients but forget garnishes, sauces, or side dishes that are added separately.
Calculating time savings
For an average restaurant, automated allergen management means significant time savings:
Manual method:
• 3 allergy questions per evening × 8 minutes = 24 minutes
• 30 services per month = 720 minutes (12 hours)
• At €15/hour = €180 per month in staff costs
Automated method:
• 3 allergy questions per evening × 1 minute = 3 minutes
• 30 services per month = 90 minutes (1.5 hours)
• At €15/hour = €22.50 per month
Monthly savings: €157.50 + increased customer satisfaction from quick, accurate answers.
Summary
Automated allergen management transforms how restaurants handle allergies. By entering allergens once per ingredient, the system automatically calculates which allergens are in each dish. This saves time, increases safety for guests, and ensures compliance with EU legislation. The key to success lies in a complete ingredients database, good team training, and awareness of cross-contamination in the kitchen. With an investment of a few weeks of setup time, you'll save dozens of hours monthly and significantly improve the quality of your guest service.
Setting up allergen management in KitchenNmbrs (step by step)
Review ingredients and assign allergens
Go through your ingredients list and check the correct allergens for each ingredient. Start with the most commonly used ingredients like flour, eggs, milk, and cheese. You do this once per ingredient.
Let existing recipes update automatically
Once you've assigned allergens to ingredients, all recipes containing those ingredients are automatically updated. Check a few recipes to make sure the allergens are correct.
Train your team with the allergen information
Show your staff how to quickly look up allergen information per dish. Practice with frequently asked questions from guests and make sure everyone knows where to find the information.
✨ Pro tip
Check your 12 most popular dishes within the first 48 hours of setup to ensure allergen accuracy. You'll handle 85% of guest inquiries correctly from day one.
Calculate this yourself?
In the KitchenNmbrs app you can do this in just a few clicks. 7 days free, no credit card.
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Frequently asked questions
What if I forget to check an allergen for an ingredient?
Then that allergen will also be missing from all dishes containing that ingredient. You can correct this later by editing the ingredient and adding the allergen—all recipes will then be automatically updated.
How often should I check my allergen information?
Check this every time you add a new ingredient or switch suppliers. Some suppliers change their recipes, which can mean different allergens suddenly appear.
Can I print an allergen overview for my team?
Yes, you can view the allergen information per dish and use this to create overviews for your team. This way, everyone has the same, correct information.
⚠️ EU Regulation 1169/2011 — Allergen Information — https://eur-lex.europa.eu/eli/reg/2011/1169/oj
The allergen information on this page is based on EU Regulation 1169/2011. Recipes and ingredients may vary by supplier. Always verify current allergen information with your supplier and communicate this correctly to your guests. KitchenNmbrs is not liable for allergic reactions.
In the UK, the FSA enforces allergen regulations under the Food Information Regulations 2014.
📚 Sources consulted
- EU Verordening 852/2004 — Levensmiddelenhygiëne (2004) — Official source
- EU Verordening 853/2004 — Hygiënevoorschriften voor levensmiddelen van dierlijke oorsprong (2004) — Official source
- EU Verordening 1169/2011 — Voedselinformatie aan consumenten (2011) — Official source
- NVWA — Hygiënecode voor de horeca (2024) — Official source
- NVWA — Allergenen in voedsel (2024) — Official source
- Codex Alimentarius — International Food Standards (2024) — Official source
- FSA — Safer food, better business (HACCP) (2024) — Official source
- BVL — Lebensmittelhygiene (HACCP) (2024) — Official source
- Warenwetbesluit Bereiding en behandeling van levensmiddelen (2024) — Official source
- WHO — Foodborne diseases estimates (2024) — Official source
Food Standards Agency (FSA) — https://www.food.gov.uk
The HACCP standards shown in this application are for informational purposes only. KitchenNmbrs does not guarantee that displayed values are current or complete. Always consult the FSA or your local authority for the latest regulations.
Written by
Jeffrey Smit
Founder & CEO of KitchenNmbrs
Jeffrey Smit built KitchenNmbrs from 8 years of hands-on experience as kitchen manager at 1NUL8 Group in Rotterdam. His mission: give every restaurant owner control over food cost.
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