Today reservations

 

SeatOn Web - Today reservations

 

Selecting Today reservations from the menu will take you to the Today reservations page which is a core of daily table management. It is divided in five different sections, each one accessible through different tab:

1. Reservations - check all today's expected customer arrivals
2. Walk in - manage unannounced customer visits to the restaurant
3. Waitlist - manage waiting list
4. Active visits - handle active visits and customer walkout actions
5. Pre-Reservations - approve or reject online reservations

 

1. Reservations

Expected arrivals tab gives overview of all expected customer arrivals. It is divided into 3 subsections:

1.1. Filter today's expected arrivals - filter expected arrivals today by name, email or phone number
1.2. Expected arrivals statistics - inspect overall number of today's expected arrivals and covers
1.3. Expected arrivals list - check list of today's expected arrivals, and make actions

1.1. Filter expected arrivals

Enter text in the filter field to search arrivals by customer email, name or phone number. As you type, expected arrivals will be shown automatically in the expected arrivals list.

1.2. Expected arrivals statistics

Here you can find about these values regarding expected arrivals:

• Total number of today's expected arrivals
• Number of overdue arrivals
• Total number of today's expected covers
• Total number of covers on currently overdue arrivals

1.3. Expected arrivals list

All expected arrivals today are listed in a table with following columns:

• Arrival time - time when the reserved event should start. If the customer hasn't come past the arrival time, this value will be shown in red color, otherwise in green.
• Customer - customer name. Furthermore, you can click on the customer name in order to get detailed information about the customer.
• Contact (email & phone) - customer contact data (email & phone)
• Covers - total number of covers for this reservation
• Table(s) - tables which are reserved for this event
• Action - make a specific action with this reservation:
  • click the button "Show" in order to mark this reservation as "Show" event. Customer is seated at the requested table(s), and event is removed from the expected arrivals list. You can further follow this event on the Walkout tab.
  • click the button "No Show" in order to mark this reservation as "No Show" event (customer didn't show up on time). Event is also closed, and removed from the expected arrivals list.
  • click the button "Cancel" in order to mark this reservation as "Canceled" event (customer canceled the arrival). Event is also closed, and removed from the expected arrivals list.
  • click the button "Details" in order to get detailed data about this reservation. You will be taken to the Reservation details page.

 

2. Walk in

Walk in tab is divided in three sub-sections as shown on the screen below. You can manage unannounced and unplanned customer visits here.

2.1. Filter available tables - filter available tables by table size and availability length
2.2. Table occupancy information - gives information about number of available and occupied tables
2.3. Current tables list and selection - inspect table(s) and their statuses

 

2.1. Filter available tables

You can filter available tables by two criteria:

• by selecting minimum table size from the drop down menu "Show only"
• by selecting minimum table time availability from the drop down menu "Available more than"

Once you select filter values from drop down menus, current table list will be refreshed, and if needed, you can choose appropriate table to seat a customer.

2.2. Table occupancy information

Here you can find about these values regarding current table occupancy:

• Total number of currently available tables
• Total number of currently available seats
• Total number of currently occupied tables
• Total number of currently occupied seats

2.3. Current tables list and selection

In this section you can check the list of tables and seat customers to free table. Current tables and their statuses are listed in a table with the following columns:

• Table - Table name and capacity
• Status - Table status can be listed as "Available now", or "Available in ...". If the table is available its status is shown in green. If the table is available, but only for a short time until the next book time, its status is shown in orange. If the table is occupied, its status is shown in red.
• Available time - length of time how long will the table remain available
• Next book time - next time when will the table be booked

For walk-in events, select free tables on which you would like to seat a customer, then click the button "Seat customers":

If everything went well, a new event will be created ("Walkin seated"), which can then be seen and managed on the Walkout tab.

 

3. Waitlist

Waitlist tab is divided in four subsections:

3.1. Waitlist management and statistics - current state of waitlist, approximate waiting time, and number of customers in the queue
3.2. Current waitlist queue - list of customers in the waiting queue
3.3. Waitlist actions - Add entry to the waitlist or refresh current waitlist queue
3.4. Expected waitlist arrivals - list of expected arrivals, i.e. customers who have been notified that their table is free

3.1. Waitlist management and statistics

This section shows current state of the waiting list and tables in the restaurant, total number of customers currently in the queue overall, as well as queue sizes for different table sizes:

• 1-2 seats - tables with capacity up to 2 seats
• 3-4 seats - tables with capacity 3-4 seats
• 5+ seats - tables with capacity of more than 5 seats

Additionally, for each table size, in the row "Wait time (approximation)" application estimates approximate time when will next table of this size be free. Thus, using information presented in this section user can make better estimation of waiting time for a customer.

3.2. Current waitlist queue

Current waitlist queue is shown in the table with

• Waiting time - total waiting time for this customer. If the waiting time is longer then the quoted time, it will be printed in red, otherwise it is printed in green.
• Quoted time - estimated waiting time which was specified when putting the customer to the waiting list.
• Customer - customer name. Click on the customer name to get customer details. 
• Covers - total number of requested covers
• Actions - make a specific action on listed waitlist entry
  • click the button "Remove" to remove this entry from the waitlist
  • click the button "Details" to get detailed look about this event. You will be taken to the Event details page.
  • if requested tables have become free, click the button "Notify (SMS)" in order to notify customer by SMS. PLEASE NOTE that sending text to customer mobile phones is available only for US and Canadian users.

If the waitlist is empty, instead of list, system will display a message: "No customers in queue"

3.3. Waitlist actions

By clicking on the button "Add to waitlist", you will be taken to the Add to Waitlist page where you can add new waitlist entry.

By clicking on the button "Refresh list", list with expected waitlist arrivals will be refreshed.

3.4. Expected waitlist arrivals

• Notified before - time when the customer was notified that the table he requested is now free
• Status - status can be "Confirmed" - If the customer responded to notification message and confirmed his arrival, or "Not Confirmed", if the customer didn't respond to notification message
• Customer - customer name. Click on the customer name to get customer details.
• Table(s) - tables which are requested
• Actions - make a specific action with this expected waitlist arrival:
  • Click "Show" button - Customer is now seated at the requested table(s). This customer's visit can be seen and managed on the Walkout tab.
  • Click "No Show" button - although notification message has been sent to the customer, he didn't show up in reasonable amount of time. This event is now closed, and from now on can be seen only in the Search log.
  • Click "Details" button in order to get more information about this event. You will be taken to the Event details page.

 

4. Active visits

Active visits tab is divided in three subsections:

4.1. Filter tables - filter occupied tables list by customer name, customer contact data, or length
4.2. Occupied tables stats - inspect number of occupied tables and total number of covers
4.2. Occupied tables list - check list of currently occupied tables

4.1. Filter tables

Enter text in the filter field to filter occupied tables list by customer email, name or phone number. As you type, occupied tables will be shown automatically in the occupied tables list.  Moreover, by checking the checkbox "Overdue table(s)", you can additionally filter occupied table list to show only tables which are overdue, i.e. occupied past the expected checkout time.

4.2. Occupied tables stats

Here you can find a few numbers about occupied tables statistics:

• Total number of occupied tables
• Total number of overdue tables - number of tables which are not yet freed, although expected checkout time has already passed
• Total number of occupied covers - sum of all covers on occupied tables
• Total number of overdue covers - sum of all covers on overdue tables

4.3. Occupied tables list

Occupied tables are listed in a table with following columns:

• Type - type of event, i.e. how the customer has been seated to the table, did he come through reservation, normal walk-in, or was he previously waitlisted. Possible values are: Reservation seated, Walk in seated, Walk in waitlisted
• Check in - time when the customer was seated at the table
• Expected checkout - approximate time when the client will checkout
• Estimated duration - estimated duration of event is calculated as difference between expected checkout time and check-in time.
• Release in - estimated time to wait to release this table
• Customer - customer name. Click on the customer name to get customer details.
• Contact(s) - customer contact data (email & phone)
• Covers - total number of covers for this visit
• Tables - list of occupied table(s)
• Actions - make a specific action with this occupied table:
  • click the button "Details" in order to get more information about this event. You will be taken to the Event details page.
  • click the button "Release" to release table and enter payment information. Normally, table release should be done on SeatOn Clover client, so you get payment information automatically, but in some cases it will be necessary to do it this way manually. However, you have to then enter payment information manually on the dialog which will be shown on the screen:
  • Enter bill amount and tip amount in appropriate fields, and click the green button "With payment information". On the other hand, if you do not have payment information or you don't want to enter its, you can click the orange button "Without payment information"

 

5. Pre-Reservations

 

This tab lists all customers' reservations which have come through the web page or the IVR (automatically received by phone). You can approve reservations and assign table using the button Assign table(s), or reject reservations using the button Cancel.
 

Online reservations are listed in a table with the following columns:

• Received - time when the online reservation was received
• Requested for - requested time of the reservation, i.e. requested visit time
• Verified - when online reservations is made, customer is sent confirmation email on which he should respond. This column shows whether the customer responded to the confirmation email sent to him.
• Customer - customer name and surname
• Contact(s) - customer email and phone contacts
• Statistics - customer statistics, if his data is present in the database. Number of his no-shows and total visits. Based on the statistics, you can check and decide if the customer made serious reservation, or it could be a potential no-show.
• Covers - number of covers requested
• Action
  • Cancel - cancel the selected online reservation. It won't be recorded in the expected arrivals list
  • Details - check more details about this online reservation. You will be taken to the Event Details page.
  • Assign table(s) - if you have decided to approve online reservation, click this button and select tables to be reserved for this visit. You will be taken to the New reservation page, where customer reservation request data will be predefined  (day and time of visit, number of covers, customer name and customer contact information), like shown on the picture below. On this page you can also check additional customer statistics, and detect potential no-show. With a click on the button Find tables, you can check the list of available tables at the specified time. Select desired table(s) and click the Create reservation button in order to make a reservation.