Changing a Table Reservation^M

• Search for an existing table reservation

  Search for an existing  Table reservation either in  Table reservations or in  Events.

  1. Go to the  Home tab and click on the dropdown triangle next to  Table reservations, then select  Search.
  2. Enter the Name or other search criteria (room, ticket number).
  3. Alternatively, go to the  Home tab and click on the dropdown triangle next to  Events, Then select  Search >  Reservations.
  4. A list with all reservations for this name (room etc.) will appear.
  5. Double-click the  Reservation to open or select multiple reservations and click on  Open.
• Rebook a table reservation

  Move existing table reservations to another date or another sitting.

  1. Open the  Reservation.
  2. Click on  Rebook reservation at the top centre next to the name of the original reservation list.
  3. Click on the expand triangle to select  Calendar or  Dates:
     1. Select  Calendar to select a date and open a list with all the reservation lists on this date.
     2. Select  Dates to specify a time period and open a list of all reservation lists within this period.
  4. Double-click the segment you want on the list of results.
  5. If a table has already been assigned, this assignment is retained unless the table is already occupied. In this case, it is released.
  6. Move a reservation on the same day to another sitting in the same reservation list by clicking on   Time and select the sitting you want.
  7.  Save the reservation.
• Rebook reservations with an outstanding invoice

  Any unpaid Invoices for a reservation must be cancelled before rebooking. Paid invoices are simply rebooked at the same time.

  1. As long as no invoices have been sent, change the Status to "Cancelled".
  2. If invoices have already been sent, create a  Rebooking invoice:
     1. Go to the  Invoices tab of the reservation.
     2. Click on  Generate rebooking invoice in the toolbar on the right. The amounts of all invoices that have not yet been paid are credited in the rebooking invoice.
     3. Assign a Spreadsheet template and  Send, Print or Export the rebooking invoice.
• Add more tables to a reservation

  Additional tables can be added to a reservation if the number of guests changes.

  1. Open the Reservation and change the Number of guests.
  2. Double-click on a table in the right-hand list of Available tables to add another table.
  3. If required, select several tables by left-clicking and holding down the Ctrl key and dragging them into the Reserved tables list while holding down the left mouse button.

  Alternatively, use the  Table plan.

  1. Click on  Open table plan in the toolbar.
  2. The table plan will open to the current reservation list.
  3. Hover the mouse briefly on a table 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 table.
  5. In the context menu below, you can see and assign all reservations without assignment.
• Change the reservation status

  The  Table reservations overview shows all reservations for the day in the large input window. To show only reservations with a specific Status, select that status using the buttons in the line above the tabs for the various rooms. When guests arrive or leave, the status of the reservation should be updated accordingly.

  1. Open the reservation overview for the date you want.
  2. Right-click on the reservation to change its Status.
     Note: The status cannot be changed arbitrarily, but must be in chronological order.
     Example: The status "Vacated" can only be set after the status "Arrived".
• Assign tables at a later stage

  If no table was booked when the original reservation was made, this can be assigned later.

  Reservations without room assignment appear in the  List view only on the  All rooms tab. Reservations with a room but without a table are listed on the lists of individual rooms additionally.

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

  In  Table plan view, the unassigned reservations appear in a separate column on the right-hand side of the screen if  Reservations is selected at the top right.

  1. Select one or more free tables by left-clicking (with the Shift key pressed for multiple selection).
  2. Then right-click to open the context menu and select  Assign guest.
  3. A list of all reservations without table assigments will appear.
  4. Select reservation with a left-click.

  In the  Timeline view , the unassigned reservations appear in a separate column on the right-hand side of the screen if  Reservations is selected at the top right.

  1. Drag-and-drop 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

  Reservations without seat assignments can be auto-assigned to tables of a suitable size. There is an administrative setting under  Administration >  Settings >  Table reservations which determines how many seats may remain empty at auto-assigned tables.

  1. Select the reservation in the overview overview on the  All reservations tab by left-click and hold down the Ctrl key.
  2. Click on  Assign in the toolbar.
     Note: Only tables or table groups with a suitable number of seats are assigned automatically. For larger groups, tables must be assigned manually .
  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 cancelled or changed to optimise the use of space of a restaurant. This can be done either in the reservation overview or the individual reservation.

  1. In the  List view of the reservations, right-click a reservation to Release table.
  2. In the graphic  Table plan, release table by right-click.
  3. To drag-and-drop reservation to another table, activate the  Symbols,  Reservations and Show assigned reservations in the top right-hand corner of the input window.
  4. Drag-and-drop the reservation to another table while holding down the Alt key and left mouse button.
  5. In the  Timeline view, drag-and-drop a reservation to another table by holding down the left mouse button.
  6. In the individual  Reservation, release tables by selecting them and clicking on  Remove in the toolbar of the "Reserved tables" window. Assign other tables by double-clicking in the right-hand side list of available tables.
• Change or delete multiple table assignments

  Several table assignments can be released simultaneously or assigned automatically.

  1. Open the  Table Reservations overview per room or for  All rooms.
  2. Select all the reservations you want and click on Release in the horizontal toolbar.
  3. When prompted, decide whether to release only the tables or the room allocations as well.
  4. Select all the tables you want and click  Assign in the toolbar to 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, multiple tables must be assigned manually.
• Cancel a table reservation

  When a  Reservation is cancelled, it can either be marked as cancelled or deleted completely.

  1. Open the reservation and change the Status in the top line of the input window to "Cancelled".
  2. Alternatively, right-click the reservation in the overview and select  Status >  Cancelled.
  3. If you open the reservation and Delete it in the toolbar, that reservation is no longer recorded statistically and the contact details are lost.
• Assign reservations from the waiting list

  Activate the button Waiting list above the reservations overview to see all reservations with that status - regardless of whether a room or table has already been assigned. In the  List view, however, you will only see either the confirmed reservations or the entries on the waiting list. We therefore do not recommend assigning guests to the waiting list from the list view. Use the  Room plan or the  Timeline views, which you can only open for one room at a time.

  In the  Room plan view:

  1. Go to the  Room plan view of the room you want.
  2. Click on the button at the top right to show a list of all  Reservations. In addition, select  All rooms directly below to also show reservations on the waiting list in other rooms, or without room allocation.
  3. Right-click on the table you want.
  4. The context menu will open. Click on Assign guest from waiting list and select the Reservation you want.

  Alternatively, use the  Timeline view:

  1. Go to the  Timeline view of the room you want.
  2. Click on the button at the top right to show a list of all  Reservations. In addition, select  All rooms directly below to also show reservations on the waiting list in other rooms, or without room allocation.
  3. Drag-and-drop the  Reservation to another table while holding down the left mouse button.
  4. Adjust the  Times in the  Timeline view by drag-and-drop.
• Copy a table reservation

  Individual table reservations can be copied to one or more other dates. The copies retain the Account, the Number of guests,  Reservation list and  Times. These can be changed manually.

  1. Right-click on a reservation in the Room plan and select Copy reservation from the context menu.
  2. A new reservation will open for the same  Account,  Number of guests,  Reservation list and  Time. The table assignment is released.
  3. Select a new date to  Rebook reservation either by Calendaror  Dates.
  4. Assign a table and save .
  5. To copy a reservation directly to multiple dates, open the reservation and select  Save > Copy to multiple dates.
  6. Select a time period and mark the reservation segments you want in the list of results (hold down the Ctrl key for multiple selection).
  7.  Confirm the selection
  8. Select the Reservation status for the new reservations.
  9. A list of the new reservations will open. The tables are also copied unless they are already occupied on the selected date. In this case the table assigment is released. Assign other tables manually.