Most restaurant owners think doubling covers means doubling staff—that's completely wrong. The reality? Fixed roles like head chef don't scale linearly, while service positions do. Understanding this difference saves thousands in unnecessary labor costs.
The basic formula for staffing
Staff requirements depend on three core factors: cover count, service style, and target timing. Here's the calculation:
Staff members = (Covers ÷ Individual capacity) + Fixed positions
💡 Example: 40 covers evening
Bistro with à la carte service:
- Chef: can handle 60 plates per service
- Sous chef: supports at 40+ covers
- Service staff: 1 person per 15-20 covers
Total: 3 people (1 chef + 2 service staff)
Determine capacity per role
Each position has distinct throughput limits. From analyzing actual purchasing data across different restaurant types, these benchmarks hold true for most establishments:
- Chef: 50-80 plates per service
- Sous chef: 30-50 plates per service (supporting)
- Service staff: 15-25 covers per person
- Bar: 40-60 drinks per hour
- Dishwashing: 100-150 plates per service
⚠️ Note:
These figures apply to standard dishes. Fine dining requires more time per plate, casual concepts can push higher volumes.
Comparison: 40 versus 80 covers
Scaling from 40 to 80 covers isn't a straight multiplication. You've got fixed positions that don't change, plus variable roles that increase with volume.
💡 Example: Bistro comparison
40 covers:
- Kitchen: 1 chef
- Service: 2 people
- Bar: chef assists
80 covers:
- Kitchen: 1 chef + 1 sous chef
- Service: 4 people
- Bar: 1 dedicated bartender
Difference: from 3 to 6 people
Calculate labor costs per cover
Your labor cost per cover tells you everything about staffing efficiency. This metric determines whether additional staff actually pays off.
Labor costs per cover = (Total wage costs per service ÷ Cover count)
- Average hourly wage kitchen: €18-25
- Average hourly wage service: €12-18
- Service duration: typically 6-8 hours
💡 Example: Labor costs comparison
40 covers scenario:
- 3 people × €20 average × 7 hours = €420
- €420 ÷ 40 covers = €10.50 per cover
80 covers scenario:
- 6 people × €20 average × 7 hours = €840
- €840 ÷ 80 covers = €10.50 per cover
Labor costs per cover stay identical!
Determine break-even point
Each additional team member needs justification: how many extra covers make them profitable? Use this calculation:
Break-even covers = (Additional wage costs ÷ Net margin per cover)
With an average check of €25 and 15% net margin, you earn €3.75 per cover. So an extra person (€140 per service) must generate at least 37 additional covers to break even.
Build in flexibility
Smart scheduling accounts for variability. Not every service runs identically:
- On-call staff: For unexpected rushes
- Cross-training: Servers who can expo or run food
- Variable shifts: Adjust hours based on projected volume
⚠️ Note:
Always have backup coverage planned. One sick call shouldn't tank your entire service quality.
Tools for staff planning
Systems like KitchenNmbrs track labor costs per service and reveal optimal staffing patterns. You'll see labor percentages against revenue and model different scenarios before committing to schedules.
How do you calculate optimal staffing? (step by step)
Determine capacity per role
Measure how many covers each role can handle per service. Chef usually 50-80 plates, service staff 15-25 covers per person. This becomes your basis for calculations.
Calculate minimum staffing
Count the number of people you minimally need: usually 1 chef and 1 service person. These are your fixed costs, regardless of the number of covers.
Scale up per busy level
For every 20-25 extra covers you usually need 1 extra service person. For every 50+ extra covers consider extra kitchen help.
Calculate labor costs per cover
Divide your total wage costs by the number of covers. This gives you insight into your efficiency and helps with pricing.
Test and optimize
Try different staffing levels and measure the results. Note when service slows down or when staff has too much downtime.
✨ Pro tip
Track your actual covers versus scheduled staff for 3 weeks straight. You'll spot patterns showing Monday needs 4 people while Saturday requires 7, letting you schedule precisely instead of guessing.
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
How much staff do I minimally need for 40 covers?
For 40 covers you need a minimum of 3 people: 1 chef and 2 service staff. This applies to standard bistro service with à la carte offerings.
What are normal labor costs as a percentage of revenue?
Healthy labor costs run 25-35% of revenue. Below 25% often means understaffing, above 35% cuts into profitability significantly.
When do I need an extra chef?
Usually around 60-80 covers per service, depending on menu complexity. A sous chef helps from 50 covers to reduce kitchen stress and maintain quality.
How do I calculate break-even for extra staff?
Divide additional wage costs by your net margin per cover. If an extra person costs €140 and your margin is €4 per cover, you need 35 extra covers to break even.
📚 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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