Vapiano - Smart schedules on the menu

Vapiano has reduced the average time managers spend on scheduling planning from 3 days to 4-8 hours.

Global restaurant chain serves up recipe for success

Vapiano has become famous for their clever queue system, where guests can order directly without having to wait as long for their food orders. Vapiano stand for a future-oriented serving concept that they call "fresh casual dining". The concept has become so popular that the franchise chain already has nine restaurants in Sweden and is in countries across the globe. Therefore, it was natural for Vapiano to tackle their own scheduling in an equally clever way. The choice fell on Quinyx - and the result has been more than successful.


Vapiano quickly appointed a number of representatives responsible for the implementation project in 2010. The representatives, also called superusers, were helped by Quinyx’ appointed project teams, as well as Quinyx Academy to learn the system. Following this, the system was gradually introduced to one restaurant at the time.

Once the first restaurant was in place, the system spread to the other units. Vapiano also integrated the MS POS back office system and Hogia payroll system with Quinyx.

Challenges and solution


  • Scheduling: Used Excel before the introduction of Quinyx, which was dense, inflexible and time consuming.

  • Communication: Schedule changes created misunderstandings between employees.

  • Time registration: Cashier system and Excel files were used, which was time consuming and lacked support for managing collective agreements. Bad quality of input to payroll administration.

  • Forecast: Hard and reliable to get reliable forecasts.



  • Quinyx Scheduling, Time, Communication, Task, Budget & Forecast

  • Quinyx Mobile App

  • Hogia salary integration

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  • Since the launch, Vapiano has lowered the total wage cost by 5%, mainly thanks to an optimisation of the workforce.
  • Vapiano has reduced the average time managers spend on scheduling planning from 3 days to 4-8 hours.
  • The internal communications regarding schedules, the workplace and crisis situations have improved considerably with Quinyx. Vapiano can now reach employees with important information quickly and easily directly in the mobile app.



With Quinyx, Vapiano has a modern and easy-to-use system that has resulted in significant time and cost savings.

The restaurant staff have a mobile app that makes it easier and more efficient to change work shifts with colleagues, as well as communicate what times they’re available to work on. As a bonus, Vapiano has also received a modern and efficient system for communicating with its staff.

In conclusion, Vapiano is very pleased with the choice of Quinyx, and, primarily, it’s the flexibility, ease of use and communication capabilities of the system that make the biggest difference for the business.


Download complete customer success story here.

I’ve seen several different types of scheduling systems, but none that match Quinyx. I highly recommend Quinyx to other companies, organizations and restaurants that are schedule intensive.

Erik Jungberg

Head of Operations

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