A 50-seat bistro owner recently discovered his labor costs were hitting 48% of revenue - nearly double what they should be. The right staffing levels make or break your restaurant's profitability. Too few staff creates poor service and stressed employees, while too many staff destroys your profit margins.
Why calculating staffing needs matters
Labor costs typically represent your largest expense - usually 30-40% of revenue. Get this calculation wrong and you're looking at the difference between profit and loss.
⚠️ Watch out:
Many new restaurant owners underestimate total staff hours needed. Don't just count opening hours - factor in prep time, cleaning, and admin work too.
Essential information you'll need
For an accurate calculation, gather this information:
- Number of seats in your restaurant
- Opening hours per day and per week
- Expected occupancy rate (start conservatively at 40-60%)
- Average guest duration (1.5-2.5 hours)
- Type of service (fine dining, casual, fast-casual)
Kitchen staffing requirements
Your kitchen forms the heart of operations. Cook numbers depend on menu complexity and expected volume.
💡 Kitchen example (50 seats):
Restaurant with 50 seats, casual dining, 60% occupancy:
- Head chef: 1 person (40 hours/week)
- Sous chef/second cook: 1 person (40 hours/week)
- Kitchen assistant: 1 person (32 hours/week)
- Dishwasher: 1-2 people (50 hours/week combined)
Total kitchen: 162 hours/week
Kitchen rule of thumb: 1 cook per 15-20 seats for casual dining. Fine dining requires 1 cook per 10-15 seats due to more complex preparation.
Service staffing requirements
Server numbers depend on your service level and table turnover rate. From analyzing actual purchasing data across different restaurant types, service ratios vary significantly based on concept.
💡 Service example (50 seats):
Casual dining, 2 shifts per day, open 6 days:
- Lunch shift: 2 people × 6 hours × 6 days = 72 hours
- Dinner shift: 3 people × 6 hours × 6 days = 108 hours
- Manager/host: 1 person × 48 hours/week = 48 hours
Total service: 228 hours/week
Service rule of thumb: 1 server per 4-6 tables for casual dining. Fine dining needs 1 server per 3-4 tables due to more intensive service.
Calculating total labor costs
Add up all hours and calculate with gross wages plus employer contributions (approximately 25% on top of gross wage).
💡 Cost example (50 seats):
Total 390 hours/week (162 kitchen + 228 service):
- Average €15/hour gross wage
- 390 hours × €15 = €5,850 gross/week
- Employer contributions 25%: €1,463/week
- Total: €7,313/week = €31,689/month
At €80,000 revenue/month = 39.6% labor costs
Adjustments for different restaurant types
Each restaurant type has different staffing ratios:
- Fine dining: More staff per guest (35-45% of revenue)
- Fast-casual: Less service, more kitchen (25-35% of revenue)
- Pizzeria: Less staff due to simpler process (25-30% of revenue)
- Bistro: Average staffing (30-35% of revenue)
⚠️ Watch out:
Always start with fewer staff than you think you need. You can always expand as volume increases. Too much staff from day one is hard to reverse.
Building in flexibility
Plan not just for average volume, but also for peaks and valleys:
- On-call staff: 20-30% of your team as flexible workers
- Cross-training: Train staff for multiple tasks
- Seasonal fluctuations: Plan for quiet and busy periods
- Sick leave coverage: Budget 10-15% extra hours for absences
How do you calculate staffing needs? (step by step)
Determine your expected revenue and occupancy
Calculate how many guests you expect per day based on your seats and realistic occupancy rate (start at 40-60%). Multiply by your average check amount for daily revenue.
Calculate kitchen hours per week
Use the rule of thumb: 1 cook per 15-20 seats for casual dining. Add up head chef, sous chef, kitchen assistant, and dishwasher. Account for prep, service, and cleaning.
Calculate service hours per week
Use the rule of thumb: 1 server per 4-6 tables. Calculate per shift (lunch/dinner) and add up for all opening days. Don't forget to include the manager/host.
Calculate total labor costs
Add up all hours, multiply by average hourly wage, and add 25% employer contributions. Check if this comes to 30-40% of your expected revenue.
Build in flexibility with on-call staff
Plan 20-30% of your staff as flexible workers for peaks, sick leave, and seasonal fluctuations. This prevents excessive fixed costs if revenue falls short.
✨ Pro tip
Calculate staffing for your first 12 weeks at 70% of projected volume - most new restaurants take 8-12 weeks to hit their stride. You'll save roughly €3,000-5,000 in labor costs during this critical ramp-up period.
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 most restaurants, this falls between 30-40% of revenue. Fine dining often runs higher at 35-45%, while fast-casual typically runs lower at 25-35%. Start conservatively and adjust based on your actual figures.
Can I start with fewer staff initially?
Yes, that's actually smart business. Start with 80% of your calculated needs and build up as volume increases. Too much staff from day one eats into your startup capital unnecessarily.
How do I factor in employer contributions?
Add approximately 25% to the gross wage for employer contributions like social premiums and pension contributions. This percentage can vary slightly depending on your collective labor agreement and employee ages.
Should I hire full-time or part-time staff for opening?
Mix both - have 2-3 full-time key positions (head chef, manager) for stability, then fill remaining hours with part-time staff. This gives you flexibility without the commitment of too many full-time salaries right away.
📚 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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