Community Food Bank Desk
Food banks and neighborhood food pantries
Donations in, stock on hand, distribution days and households served.
Use this templateCommunity Food Bank Desk
The pantry's week in one place: what is coming in, what is on the shelves, which distribution days are planned and which households are due. Start with the Dashboard each Monday. Weigh and record every donation the day it arrives, and fill in counts before volunteers leave a distribution day.
Dashboard
Receiving donations
Distribution day runbook
Food safety basics
Stock
Every kind of food and supply on the shelves, with how much is left and when it expires.
| Stock item | Category | Level | Pounds on hand | Pounds we want on hand | Soonest best-by date | Shelf |
|---|---|---|---|---|---|---|
| Canned green beans | Well stocked | 620 | 400 | Aug 15, 2027 | A3 | |
| Canned tuna | Low | 85 | 300 | Oct 21, 2026 | B1 | |
| Pasta, dry | Well stocked | 900 | 500 | Jul 6, 2027 | C2 | |
| Peanut butter | Low | 110 | 250 | Oct 24, 2026 | B2 | |
| Oatmeal | Out | 0 | 200 | Oct 19, 2026 | C4 | |
| Fresh apples | Well stocked | 340 | 200 | Oct 25, 2026 | Cooler 1 | |
| Eggs, dozen | Low | 40 | 150 | Oct 18, 2026 | Cooler 2 | |
| Frozen chicken thighs | Well stocked | 520 | 300 | Jan 17, 2027 | Freezer 1 |
Donations
Food and supplies arriving from grocers, drives, farms and neighbors.
| Donation | Stock line | Source | Status | Expected on | Received on | Pounds |
|---|---|---|---|---|---|---|
| Tuesday grocer pickup | Canned green beans | Expected | Oct 19, 2026 | — | 300 | |
| Apple orchard drop | Fresh apples | Expected | Oct 21, 2026 | — | 500 | |
| School canned-food drive | Canned tuna | Expected | Oct 23, 2026 | — | 260 | |
| Regional food bank pallet, pasta | Pasta, dry | Expected | Oct 18, 2026 | — | 1,200 | |
| Church peanut butter collection | Peanut butter | Expected | Oct 25, 2026 | — | 180 | |
| Egg farm weekly delivery | Eggs, dozen | Expected | Oct 20, 2026 | — | 120 | |
| Grocer pickup, last Tuesday | Canned green beans | Received | — | Oct 12, 2026 | 310 | |
| Neighbor canned goods | Canned tuna | Received | — | Oct 16, 2026 | 45 |
Distribution days
Each day the doors open: where, how many volunteers, how many households and how many pounds went out.
| Distribution day | Status | Site | Doors open | Volunteers scheduled | Households served | Pounds given out |
|---|---|---|---|---|---|---|
| Tuesday evening distribution | Open now | Oct 19, 9:30 PM | 14 | — | — | |
| Thursday morning distribution | Planned | Oct 21, 2:00 PM | 12 | — | — | |
| Friday produce table | Planned | Oct 22, 5:00 PM | 6 | — | — | |
| Senior apartments delivery | Planned | Oct 24, 3:00 PM | 5 | — | — | |
| Saturday drive-through | Planned | Oct 23, 3:00 PM | 16 | — | — | |
| Tuesday evening distribution, prior | Done | Oct 12, 9:30 PM | 13 | 124 | 3,010 | |
| Thursday morning distribution, prior | Done | Oct 14, 2:00 PM | 11 | 98 | 2,420 | |
| Friday produce table, prior | Done | Oct 15, 5:00 PM | 6 | 61 | 780 |
Households
Registered households with size and visit dates, kept minimal and respectful.
| Household | Status | People | Neighborhood | Last visit | Next eligible visit | Needs delivery |
|---|---|---|---|---|---|---|
| Household 1041 | Active | 4 | Oct 12, 2026 | Oct 19, 2026 | No | |
| Household 1042 | Active | 2 | Oct 5, 2026 | Oct 21, 2026 | No | |
| Household 1043 | Registered | 5 | — | Oct 19, 2026 | No | |
| Household 1044 | Active | 1 | Oct 16, 2026 | Oct 23, 2026 | Yes | |
| Household 1045 | Active | 3 | Sep 28, 2026 | Oct 18, 2026 | No | |
| Household 1046 | Paused | 6 | Aug 20, 2026 | Nov 18, 2026 | No | |
| Household 1047 | Registered | 2 | — | Oct 22, 2026 | Yes | |
| Household 1048 | Active | 4 | Oct 13, 2026 | Oct 20, 2026 | No |
The pantry at a glance. Charts read the live tables.
| Stock item | Category | Level | Pounds on hand | Pounds we want on hand | Soonest best-by date | Shelf |
|---|---|---|---|---|---|---|
| Canned green beans | Well stocked | 620 | 400 | Aug 15, 2027 | A3 | |
| Canned tuna | Low | 85 | 300 | Oct 21, 2026 | B1 | |
| Pasta, dry | Well stocked | 900 | 500 | Jul 6, 2027 | C2 | |
| Peanut butter | Low | 110 | 250 | Oct 24, 2026 | B2 | |
| Oatmeal | Out | 0 | 200 | Oct 19, 2026 | C4 | |
| Fresh apples | Well stocked | 340 | 200 | Oct 25, 2026 | Cooler 1 | |
| Eggs, dozen | Low | 40 | 150 | Oct 18, 2026 | Cooler 2 | |
| Frozen chicken thighs | Well stocked | 520 | 300 | Jan 17, 2027 | Freezer 1 |
| Stock item | Category | Level | Pounds on hand | Pounds we want on hand | Soonest best-by date | Shelf |
|---|---|---|---|---|---|---|
| Canned green beans | Well stocked | 620 | 400 | Aug 15, 2027 | A3 | |
| Canned tuna | Low | 85 | 300 | Oct 21, 2026 | B1 | |
| Pasta, dry | Well stocked | 900 | 500 | Jul 6, 2027 | C2 | |
| Peanut butter | Low | 110 | 250 | Oct 24, 2026 | B2 | |
| Oatmeal | Out | 0 | 200 | Oct 19, 2026 | C4 | |
| Fresh apples | Well stocked | 340 | 200 | Oct 25, 2026 | Cooler 1 | |
| Eggs, dozen | Low | 40 | 150 | Oct 18, 2026 | Cooler 2 | |
| Frozen chicken thighs | Well stocked | 520 | 300 | Jan 17, 2027 | Freezer 1 |
| Distribution day | Status | Site | Doors open | Volunteers scheduled | Households served | Pounds given out |
|---|---|---|---|---|---|---|
| Tuesday evening distribution | Open now | Oct 19, 9:30 PM | 14 | — | — | |
| Thursday morning distribution | Planned | Oct 21, 2:00 PM | 12 | — | — | |
| Friday produce table | Planned | Oct 22, 5:00 PM | 6 | — | — | |
| Senior apartments delivery | Planned | Oct 24, 3:00 PM | 5 | — | — | |
| Saturday drive-through | Planned | Oct 23, 3:00 PM | 16 | — | — | |
| Tuesday evening distribution, prior | Done | Oct 12, 9:30 PM | 13 | 124 | 3,010 | |
| Thursday morning distribution, prior | Done | Oct 14, 2:00 PM | 11 | 98 | 2,420 | |
| Friday produce table, prior | Done | Oct 15, 5:00 PM | 6 | 61 | 780 |
| Donation | Stock line | Source | Status | Expected on | Received on | Pounds |
|---|---|---|---|---|---|---|
| Tuesday grocer pickup | Canned green beans | Expected | Oct 19, 2026 | — | 300 | |
| Apple orchard drop | Fresh apples | Expected | Oct 21, 2026 | — | 500 | |
| School canned-food drive | Canned tuna | Expected | Oct 23, 2026 | — | 260 | |
| Regional food bank pallet, pasta | Pasta, dry | Expected | Oct 18, 2026 | — | 1,200 | |
| Church peanut butter collection | Peanut butter | Expected | Oct 25, 2026 | — | 180 | |
| Egg farm weekly delivery | Eggs, dozen | Expected | Oct 20, 2026 | — | 120 | |
| Grocer pickup, last Tuesday | Canned green beans | Received | — | Oct 12, 2026 | 310 | |
| Neighbor canned goods | Canned tuna | Received | — | Oct 16, 2026 | 45 |
Stock that needs ordering
| Stock item | Category | Level | Pounds on hand | Pounds we want on hand | Soonest best-by date | Shelf |
|---|---|---|---|---|---|---|
| Canned green beans | Well stocked | 620 | 400 | Aug 15, 2027 | A3 | |
| Canned tuna | Low | 85 | 300 | Oct 21, 2026 | B1 | |
| Pasta, dry | Well stocked | 900 | 500 | Jul 6, 2027 | C2 | |
| Peanut butter | Low | 110 | 250 | Oct 24, 2026 | B2 | |
| Oatmeal | Out | 0 | 200 | Oct 19, 2026 | C4 | |
| Fresh apples | Well stocked | 340 | 200 | Oct 25, 2026 | Cooler 1 | |
| Eggs, dozen | Low | 40 | 150 | Oct 18, 2026 | Cooler 2 | |
| Frozen chicken thighs | Well stocked | 520 | 300 | Jan 17, 2027 | Freezer 1 |
Best-by dates in the next 7 days
| Stock item | Category | Level | Pounds on hand | Pounds we want on hand | Soonest best-by date | Shelf |
|---|---|---|---|---|---|---|
| Canned green beans | Well stocked | 620 | 400 | Aug 15, 2027 | A3 | |
| Canned tuna | Low | 85 | 300 | Oct 21, 2026 | B1 | |
| Pasta, dry | Well stocked | 900 | 500 | Jul 6, 2027 | C2 | |
| Peanut butter | Low | 110 | 250 | Oct 24, 2026 | B2 | |
| Oatmeal | Out | 0 | 200 | Oct 19, 2026 | C4 | |
| Fresh apples | Well stocked | 340 | 200 | Oct 25, 2026 | Cooler 1 | |
| Eggs, dozen | Low | 40 | 150 | Oct 18, 2026 | Cooler 2 | |
| Frozen chicken thighs | Well stocked | 520 | 300 | Jan 17, 2027 | Freezer 1 |
Distribution days this week
| Distribution day | Status | Site | Doors open | Volunteers scheduled | Households served | Pounds given out |
|---|---|---|---|---|---|---|
| Tuesday evening distribution | Open now | Oct 19, 9:30 PM | 14 | — | — | |
| Thursday morning distribution | Planned | Oct 21, 2:00 PM | 12 | — | — | |
| Friday produce table | Planned | Oct 22, 5:00 PM | 6 | — | — | |
| Senior apartments delivery | Planned | Oct 24, 3:00 PM | 5 | — | — | |
| Saturday drive-through | Planned | Oct 23, 3:00 PM | 16 | — | — | |
| Tuesday evening distribution, prior | Done | Oct 12, 9:30 PM | 13 | 124 | 3,010 | |
| Thursday morning distribution, prior | Done | Oct 14, 2:00 PM | 11 | 98 | 2,420 | |
| Friday produce table, prior | Done | Oct 15, 5:00 PM | 6 | 61 | 780 |
How to read the numbers
Every pound that enters the building is weighed, dated and recorded. That one habit keeps shelves honest and donors thanked.
At the door
Weigh the delivery and open the Donations table. Find the expected row or add a new one.
Check dates, dented cans and cold-chain items. Set aside anything unsafe and write why in the notes.
Link the donation to the stock line it belongs on, or add a new stock line.
Press Mark received. Then update Pounds on hand on the stock line.
Afterwards
Thank the donor the same week.
Rotate older stock to the front of the shelf.
Keep a tally of anything turned away so you can explain why.
Distribution day is where everything the team has done meets the neighbors it was done for. The goal is a calm line and a dignified experience.
Before doors open
Open the distribution row and press Open doors
Check the cooler temperature and write it down
Set up tables from fresh to dry, so cold items go last
Brief greeters: friendly, no questions about why someone is here
While open
Check each household in using its number, not its name, where possible.
Offer choice where you can: a table with options beats a pre-packed box.
Keep a clear path for people using wheelchairs and strollers.
After closing
Enter households served and pounds given out
Update stock on hand for the big items
Note what ran out first
Thank every volunteer by name
Safe food is not optional. Follow your local health rules; this page is a working reminder, not a replacement for them.
Keep it cold, keep it clean
Check cooler and freezer temperatures at open and close and write them down.
Wash hands before handling food and after handling boxes.
Never give out food past a date your local rules say must be discarded.
When in doubt
What's inside
5 tables · 29 views · 1 form · 9 row actions · 1 agent5 pages
- Community Food Bank Desk
- Dashboard
- Receiving donations
- Distribution day runbook
- Food safety basics
4 tables
- Stock7 views · 12 sample rows
- Donations7 views · 11 sample rows
- Distribution days8 views · 10 sample rows
- Households7 views · 10 sample rows
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