I used to think busy meant profitable until I tracked my hourly numbers for a month. My "slow" Tuesday lunch was actually more profitable per staff hour than Saturday dinner. Real data turns scheduling assumptions upside down.
Staffing decisions based on numbers
Most restaurants schedule the same way every week, but revenue data shows you exactly when each staff member pays for themselves. The difference between a profitable shift and a money-losing one often comes down to one person.
💡 Example:
Restaurant with revenue data per hour:
- Monday evening 18:00-22:00: €800 revenue, 25 guests
- Saturday evening 18:00-22:00: €2,400 revenue, 75 guests
- Staff costs per hour: €120 (2 servers + 1 chef)
Monday: €120 / €800 = 15% staff costs
Saturday: €120 / €2,400 = 5% staff costs
What you do differently with these numbers:
- Monday: 1 fewer server = €40 savings per evening
- Saturday: 1 additional server = better service without profit pressure
- Thursday lunch: if revenue under €300, stay closed
- Sunday: experiment with shorter opening hours
Optimize opening hours with data
Every hour you're open costs money. But most owners guess which hours actually turn a profit and which ones just keep the lights on for nothing.
💡 Example:
Costs per hour open:
- Staff: €80
- Energy (lighting, cooling): €15
- Other fixed costs: €10
Break-even: €105 revenue per hour
Decisions you then make:
- Monday lunch: average €80 revenue → stay closed
- Sunday evening: €150 revenue → open, €45 profit per hour
- Weekdays: close at 21:00 instead of 22:00 if last hour is under €105
- Expand lunch on busy days
⚠️ Note:
Always calculate with fixed costs per hour. Many entrepreneurs forget to factor in energy, depreciation and rent as hourly costs.
Recognize seasonal patterns
A full year of data reveals seasonal patterns that let you adjust staff and hours based on expected busy periods. From years of working in professional kitchens, I've watched restaurants lose thousands by staffing summer the same way they staff winter.
What numbers show you:
- December: 40% more revenue → hire extra staff
- January: 25% less revenue → fewer hours, smaller team
- Summer vacation: different peak days (more lunch, less dinner)
- Holidays: specific patterns per day
Cost-conscious staff planning
Managing staff costs as a percentage of revenue beats fixed schedules every time. You adjust team size based on expected income instead of what you've always done.
💡 Example:
Target: 30% staff costs of revenue
- Expected Monday evening revenue: €600
- Staff budget: €600 × 0.30 = €180
- This means: 1 chef (€25/hour) + 1 server (€20/hour) for 4 hours
With higher revenue: call in extra staff
Financial foundation for scheduling
Food cost data provides the foundation for smarter staffing choices, even though it doesn't handle scheduling directly.
What you get:
- Food cost per dish → which dishes to promote during quiet times
- Average check value → how many guests you need minimum
- Ingredient costs → which dishes generate the most with minimal staff
- Overview of profitability per day
⚠️ Note:
Food cost tools aren't staff scheduling systems. They give you the financial numbers to make better decisions about when to deploy how much staff.
From gut feeling to facts
Too many restaurant owners schedule staff based on tradition or guesswork. Numbers transform these choices into profit-driving decisions.
Examples of decisions that change:
- No longer automatically open on Sunday "because that's what we do"
- Lunch service only on days with sufficient expected revenue
- Flexible staffing: more staff on profitable moments
- Conscious choice for shorter opening hours with higher profit margin
How do you analyze your staffing and opening costs? (step by step)
Calculate your costs per hour open
Add up: staff costs + energy costs + other fixed costs per hour. This is your break-even point per hour.
Measure revenue per time slot
Record revenue per hour or per service (lunch/dinner) for 4 weeks. Use your POS system or note manually.
Compare costs with revenue
Per time slot: revenue minus costs = profit or loss per hour. Time slots below break-even cost money.
Test adjusted opening hours
Close unprofitable hours for 2 weeks. Measure impact on total revenue and customer satisfaction.
Optimize staff levels
Plan staff based on expected revenue. Target: 25-35% staff costs of revenue per service.
✨ Pro tip
Track your staff cost percentage across different 4-hour blocks for 3 weeks. You'll spot exactly which shifts need one fewer person and which busy periods are actually understaffed.
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 percentage of my revenue should go to staff?
For restaurants 25-35% is standard. At 40% or higher it becomes difficult to make a profit. This depends on your concept and service level.
What if a time slot is just below break-even?
Look at the bigger picture. Sometimes quiet hours are needed for regular customers or to handle peaks. Test carefully with shorter times.
How do I calculate my fixed costs per hour?
Divide monthly fixed costs (rent, energy, insurance) by number of hours open per month. Don't forget to include depreciation and equipment wear.
Can I call staff in and out flexibly?
Legally yes, but make clear agreements. Many staff value predictability. Discuss flexible hours with your team beforehand.
📚 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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