Creating an event for table reservations^M

• Open a new table reservations event

  New Reservations events are always created for a single day and can then be copied to other days. This event sets the framework for the reservations lists.

  As of Version 12.1d

  1. Go to the  Home tab, then click on the dropdown triangle next to  Table Reservations and select  Events >  New . Continue as in point 3 below.
  2. Alternatively, click on the dropdown triangle and select  Events >  New from template for a list of existing templates.
  3. Select a template and  Confirm.
  4. Enter a Date and confirm by clicking OK.
  5. The new Reservations event will open with all preset times, rooms and other details.

  Prior to Version 12.0d

  1. Go to the  Home tab and click on  Table Reservations >  Reservations overview.
  2. Click on the dropdown triangle   below the calendar and any existing reservation lists and select  New.
  3. The input window for the Reservations event will open.
  4. The Occasion is automatically set to "Table reservation", but can be changed manually.
  5. Enter a  Date and  Times. No table reservations can be made outside of these times.
  6. If you want to make offers in addition to creating orders in your table reservations, activate  "Offer" tab in Reservation.
• Create a new template for table reservation events

  Templates make it easier to create new table reservation events, as all preset entries are copied automatically.

  1. First create a  sample event that you want to use as a template.
  2. Alternatively, click on the dropdown triangle next to  Table Reservations and select  Events >  New from template for a list of existing templates.
  3. Click on  Add in the toolbar.
  4. Select "Table reservation" or another descriptive term as the type of event.
  5. Give the new template a telling name.
  6. Click on  Sample event and select a TR event. You can still make changes to the open sample event.
  7. Enter a Date and confirm by clicking OK.
  8. The new  Template is immediately available for creating new table reservation events.
• Book rooms for table reservations

  The rooms for which table reservations are possible are booked for the reservation event.

  1. Open the room list in the TR event by clicking   General > Rooms >   Add .
  2. Select a room by double-clicking or several rooms by holding down the left mouse button or Ctrl key, left-click and select  Confirm.
  3. The selected rooms are copied to the list of rooms.
  4. The room order is transferred to the list of available tables and tabs in the table reservation overview. Click on  Custom sort to rearrange the rooms and drag the rooms to the desired position with the left mouse button pressed.
  5. Click on  in the toolbar of the input window to check whether rooms are already occupied and whether there are any booking conflicts.
     Note: Set-up times are not taken into account.
• Assign a table plan
  A table plan is the only way to determine whether there are still seats or tables available, which is why a table plan must be assigned for each booked room (Creating a new table plan).

  1. Click in the Table plan column of that room.
  2. Select a table plan from the list of available table plans by left-click.
• Specify sessions / booking times

  The table reservation event can be subdivided into different Sittings^M. Each table can only be reserved once per sitting. All or individual sittings can be shown in the table reservation overview.
  Example: Lunch from 12 noon to 2 pm

  1. Create a new sitting in the TR event by clicking on   General > Sittings >  Add .
  2. Enter the times of the sitting. The times of the selected sittings are preset in new reservations, but can be changed manually.
  3. Select a Description for the sitting from the expandable picklist.
  4. If necessary, select a Room if the sitting is not to cover all selected rooms.
• Assign a food or drinks menu
  Assign a menu card to the TR event to limit the range of items that can be booked for individual reservations. (Creating a food or drinks menu).

  1. Go to the second tab  Added fields of the TR event.
  2. Select an existing  Menu card in the top line by clicking the expand triangle next to   Only items from menu card, or create a new menu.
     If a menu card has been assigned, only the items listed there are offered for booking in reservations. It is not possible to assign multiple menu cards.
• Define dwell time, booking intervals, etc.
  Enter default values for table reservations to optimise capacity utilisation.

  1. Go to the second tab  Added fields of the TR event.
  2. Enter a Minimum or Maximum dwell time for a reservation. A warning will appear if the booking is shorter or longer. The information in the TR event overwrites the administrative settings.
  3. Specify the Booking intervals (in minutes) in which bookings may be created. Enter "0" to allow bookings at any time.
     Example: With a booking interval of "15", reservations may be created for 15:00, 15:15, 15:30 and 15:45, but not for 15:23.
  4. Specify the Maximum number of people who may arrive at the same time. A warning will appear for bookings with more people.
• Create a new template for table reservation events

  Templates make it easier to create new table reservation events, as all preset entries are copied automatically.

  1. First create a  sample event that you want to use as a template.
  2. Alternatively, click on the dropdown triangle next to  Table Reservations and select  Events >  New from template for a list of existing templates.
  3. Click on  Add in the toolbar.
  4. Select "Table reservation" or another descriptive term as the type of event.
  5. Give the new template a telling name.
  6. Click on  Sample event and select a TR event. You can still make changes to the open sample event.
  7. Enter a Date and confirm by clicking OK.
  8. The new  Template is immediately available for creating new table reservation events.
• Copy the table reservations event

  The table reservation event is initially created for one day and then copied to a longer period.

  Note: Test the suitability of the table reservation event in your daily workflow before copying to a longer period of time. A serial copy can only be corrected with the help of a data maintenance list

  1. Open the event you want and in the top left-hand corner, click on the expand triangle next to  Save and select  Save and copy. The input window for copies will open.
  2. To copy the table reservation event to a specific day, select a New date in the upper part of the window .
  3. Click on  Multiple copies for a whole series of copies.
     a) Time range:
     If you enter a Time range with start and end dates, the event will be copied to every day within that period.
     If you tick certain weekdays, the event will be copied to the selected weekdays of that period only.
     Example: A brunch is held every Saturday in Advent.
     Enter recurring events at regular intervals by selecting "every x Days/Weeks/Months/Years". Additional options will appear for months and years (every 1st Tuesday of the month, on the 3rd Monday in January...)
     Example: Every 2 months, on the last weekday of the month, there is a "Crime Dinner".
     b) List of dates:
      Add individual days to the series in the middle colum
     Example: The vaulted cellar is opened for a la carte service on well-booked days.
     
  4. Verify the dates in the preview and  Delete individual days if necessary.
  5. Enter the Status (Confirmed, Tentative etc.).
  6. In the lower part of the window, select which of the original event and segment data should be included in the copies.
     Note: Tick the  Save settings box to save your data selection (user-specific).
  7. Click on Copy to confirm your input.
• Provide internal information on table reservations to staff

  In-house information can be entered in the table reservation event to inform all staff of important details about the reservations on a particular day. This can be read by staff, but cannot be changed.

  1. Enter important information for your staff in the   Internal info field in the top left-hand corner.
  2.  Save your input by clicking on the icon in the top left-hand corner of the input window and close the window.
  3. The top line of the table reservation overview is coloured yellow if information on the selected event is available. The text appears in red in the top line. Click on to show the complete text.