Changing a table reservation^M

• Search for an existing table reservation

  Suchen Sie eine vorhandene  Tischreservierung entweder unter  Tischreservierung oder unter  Veranstaltungen.

  1. Open by left-clicking on the pop-up triangle next to   base >   table reservation   search.
  2. Enter the name or another search criterion (room, ticket number).
  3. Alternatively, open the search via   Basis >  Events   >  Search >  Reservations.
  4. A  guest list appears with all reservations for this name (room etc.).
  5. Open the  reservation by double-clicking or by selecting and  Open.
• Re-book a table reservation

  Move existing table reservations to another date or session.

  1. Open the desired reservation.
  2. Click on  Move Reservationin the top centre next to the name of the previous reservation list.
  3. Click on the drop-down triangle to select  Calendar or  Period:
     1. Select  Calendarto jump directly to the desired date. After clicking on the date, a selection list opens with all reservation processes offered for this date.
     2. Select  Periodto specify a desired time period. A list of all existing reservation processes in this period appears.
  4. Select the desired segment from the list of results by double-clicking on it.
  5. If a table was already assigned, this table is taken over. If the table is already occupied, the table assignment is deleted. 
  6. To move a reservation on the same day to another session in the same reservation list, click on  Time and select the desired session.
  7.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Re-book reservations with an open invoice

  If one or more invoices have already been created for a reservation for pre-ordered meals or tickets but have not yet been paid, these must be cancelled before rebooking. Paid invoices are simply rebooked as well.

  1. For invoices that have not yet been sent, change the status to "Cancelled".
  2. For invoices that have already been sent, create a Transfer invoice :
     1. In the reservation, go to the tab Invoices.
     2. Click on the right in the horizontal toolbar on  Create transfer invoice. The amounts of all unpaid invoices are credited in the transfer invoice.
     3. Assign a spreadsheet template and  send print or export the transfer invoice.
• Add tables to an existing reservation

  Additional tables can be booked from a reservation if the number of people changes.

  1. Open the reservation and change the number of persons.
  2. Double-click on a table in the right-hand list of free tables to add another table.
  3. If necessary, select several tables by left-clicking and holding down the Ctrl key, and drag them into the field Reserved Tableswhile holding down the left mouse button.

  Alternatively, you can book via the table plan.

  1. Click in the upper horizontal toolbar on Open table plan.
  2. The table plan opens to the current reservation list.
  3. Leave the mouse on a table for a moment without clicking (mouseover) to see who this table is reserved for and whether other tables belong to the same reservation.
  4. Right-click on another desired table.
  5. In the context menu below, you can see all open reservations and assign them directly.
• Change the reservation status

  In der  Tischreservierungsübersicht sehen Sie alle Reservierungen des Tages im großen Eingabefenster. Um nur Reservierungen mit einem bestimmten Status angezeigt zu bekommen, wählen Sie den gewünschten Status über die Schaltflächen in der obersten Zeile noch über den Reitern der verschiedenen Räume. Wenn Gäste ankommen oder gehen, sollte der Status der Reservierung entsprechend aktualisiert werden.

  1. Open the reservation Summary for the desired date.
  2. Right-click on the reservation to change the  status of a reservation.
     Note: The status cannot be changed at will, but must make sense chronologically.
     Example: The status "Gone" is only possible after the status "Present".
• Assign tables at a later stage

  If a specific table has not yet been booked at the time of the original reservation, it can be assigned later.

  Only on the tab  All rooms do reservations without room allocation appear in the  list view. Reservations with a room but without a table also appear on the lists of individual rooms.

  1. Open a reservation via the list and double-click to select a table of suitable size from the list of free tables on the side.
  2. If necessary, select several tables by left-clicking and holding down the Ctrl key, and drag them into the input field Reserved tablesby holding down the left mouse button.

  Im  Tischplan erscheinen die nicht zugewiesenen Reservierungen in einer eigenen Spalte am rechten Bildrand, wenn oben rechts Reservierungen gewählt ist.

  1. Mark one or more free tables by left-clicking (holding down the Shift key for multiple selection).
  2. Then right-click to open the context menu and select Assign Guest.
  3. Es erscheint eine Liste aller Reservierungen, die noch keinen Tisch zugewiesen hat.
  4. Select the desired reservation with a single click.

  In der  Zeitstrahlansicht erscheinen ebenfalls die nicht zugewiesenen Reservierungen in einer eigenen Spalte am rechten Bildrand, wenn oben rechts Reservierungen gewählt ist.

  1. Mark a reservation with a left click and drag the reservation to a free table while holding down the left mouse button. 
  2. It is not possible to assign several tables at the same time in the timeline view.
• Assign tables automatically

  The open reservations can be automatically allocated to tables if tables of a sufficient size are available. A user with administrative rights at  Administration >  Settings >  Table reservation determines how many seats may remain free at automatically allocated tables.

  1. In the reservation overview on the tab  All reservations , select the desired reservations by left-clicking and holding down the Ctrl key.
  2. In the horizontal toolbar, select  Assign.
     Note: Only tables or table groups with a suitable number of people are assigned automatically. Tables must be entered manually for larger groups.
  3.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Change or delete individual table assignments

  Sometimes table assignments have to be taken back and changed in order to achieve an optimal occupancy of the restaurant. This can be done via the reservation Summary or the individual reservation.

  1. In the  list view of the reservation overview, you can release the    table by right-clicking on a reservation.
  2. In the graphical  Table plan of individual rooms, you can also right-click on the table to release the table.
  3. Um die Reservierung mit Drag-and-Drop auf einen anderen Tisch zu ziehen, aktivieren Sie oben rechts im Eingabefenster  Symbole,  Reservierungen und  Inklusive zugewiesene Tische.
  4. Left-click on  and drag the reservation to another table by holding down the Alt key and the left mouse button.
  5. In the  timeline view , simply drag the desired reservation to another table by holding down the left mouse button.
  6. In the open individual  Reservation , select an assigned table by clicking on  Remove in the toolbar of the "Reserved tables" window and assign another table by double-clicking in the side list of free tables.
• Change or delete multiple table assignments

  Multiple table assignments can be solved simultaneously or also distributed automatically.

  1. Open the  Summary of reserved tables per room or for  all rooms.
  2. Select all desired reservations and choose Solve Assignmentin the horizontal toolbar.
  3. When asked, select whether you want to remove only the tables or also the room allocation of the reservation.
  4. Select all desired tables and click in the horizontal toolbar  Assignto assign a free table with a suitable number of seats to all selected reservations at the same time. If no table has enough seats for a reservation, several tables must be assigned manually.
• Cancel a reservation

  In the event that a  reservation is cancelled, it can either be cancelled or deleted completely.

  1. Open the reservation and change the status in the top line of the input window to "Cancellation".
  2. Alternatively, select the desired reservation in the reservation overview by right-clicking >  Status >  Cancellation.
  3. If you open the reservation and delete it completely via the horizontal toolbar  , the reservation will no longer be statistically recorded and the contact data will also be lost.
• Assign reservations from waiting list

  If you activate the button Waiting list above the table reservation Summary, you will see all reservations that have this status - regardless of whether a room or table has already been allocated. In the  list view , however, you only see either the confirmed reservations or the entries on the waiting list. Therefore, assigning guests to the waiting list via the list view is not recommended. For this purpose, use the room plan or the  timeline view, which you can only open for one room at a time.

  Via Spatial plan view:

  1. Go to the tab for the desired room and select Room plan viewat the top left.
  2. Click on the button in the top right-hand corner to display a list of all reservations . In addition, select the option All rooms directly below to also display reservations on the waiting list in other rooms or without room allocation.
  3. Right-click on the desired table.
  4. The context menu opens. Click on Assign guest from waiting listand select the desired reservation .

  Alternatively, you can work in the timeline view:

  1. Gehen Sie auf den Reiter des gewünschten Raumes und wählen Sie oben links die Zeitstrahlsicht.
  2. Click on the button in the top right-hand corner to display a list of all  reservations . In addition, select the option All rooms directly below to also display reservations on the waiting list in other rooms or without room allocation.
  3. Left-click on the desired  reservation, and drag and drop it onto the selected table.
  4. You can adjust the times in the timeline view simply by dragging the reservation on the timeline to a different time.
• Copy a table reservation

  Individual table reservations can be copied to one or more other dates. In the copy, the addressand the number of people are automatically copied. The reservation list and the time also remain pre-assigned, but can be changed manually.

  1. Right-click on the desired reservation in the room plan and select Copy reservationin the context menu at the very bottom.
  2. A new reservation opens for the same address,  number of people, reservation list and time. The table allocation is resolved.
  3. Select a new date via  Rebook reservation either via Calendar or  Period .
  4. Assign a table and  Save your input by clicking on the icon in the top left-hand corner of the input window.
  5. To copy a reservation directly to several appointments, open the reservation and select  Save > Copy to other appointments.
  6. Select the desired period and mark the desired segments in the list of results (hold down the Ctrl key for multiple selection).
  7. Apply click on the button. 
  8. Select the reservation status for the new reservations.
  9. A list of newly created reservations opens. The tables are taken over if they are still available. If the tables are already occupied on the selected date, the allocation is cancelled. Then assign other tables manually.