Reservation List

Content

  • How to add a new reservation 
  • Reservation filter
  • How to print out reservations
  • How to export reservations
  • How to see cancelled reservations
  • How to see walk ins reservations
  • Reservation window explained
  • Reservation statuses
  • Waiting list and how to add reservation
  • How to download an app
  • How to view full calendar on a mobile phone or smaller tablet

How to add a new reservation

  • Select a day
  • Click on the + (Booking button)  (found at the top of the page).
  • Select the Number of Guests from the numbers. If the reservation is for more than 8 people, please add the number.
  • Select Start & End Times from the dropdown menus.
  • On the left-hand side select the Table(s), then click Confirm.
  • Add the guest’s information and check that the details of the reservation are correct. Tablein saves guests by phone number, using their phone number like an ID. For this reason, please DO NOT use the same phone number for different people. If you cannot ask for a guest’s phone, it is better to leave a phone number field empty.
    When you add a phone number or name to a search field, all information about the guest appears.
  • Don’t forget to click Save

Reservation filter 

Reservation filter allows you easier find and overview reservations. after activating the filter, it will work for other days, so it is important to turn off the filter with the reset button after reviewing the reservations. Special indicator! helps to notice when the filter is active.
 
 

Filter by time period

  • The system allows you to filter reservations that start at a selected time period.
  •  Include ongoing – add reservations which start before the selected period but continue on given period. For example, if you select time from 17:00 to 19:00 and include ongoing reservations, system will show reservations which continues, for example, starts at 16:30 and finishes at 18:30.
  • Filter by reservation status. By default, all statuses are turned on.

 

Filter by dining area

By default, list shows all reservations. To sort by dining room, please select one or more areas.
You can rename, edit, add more dining areas at Table management.

Filter by comment

Click to overview reservations only with comments

Filter by feedback

For added convenience, we’ve added reviews to your bookings right away. this feature allows you to view feedback from previous days. A feedback message is sent the day after the reservation. Mark the feedback filter and go back in days. 

Filter by VIP

Instant overview if you do not have very important guests. Guest tag VIP is saved in the guest profile, remaining attached to that guest across all future bookings. This tag and guest notes are saved by phone number. 

 
 

How to print out reservations

When you need to save or print the reservations list on a piece of paper.

Open your Список бронирования
Select the date you would like to print

If necessary filter reservations by:

  • time
  • status
  • dining area
  • comments

Click on the Print icon at the bottom of filter sidebar.
A print preview window will appear.
Select whether you want to open the file as a PDF or send it straight to the printer.
You can also rotate your page or minimize the list on your printer settings.

 

How to export reservations

Open your Список бронирования

  • On the bottom right-hand corner of filter sidebar, click on the “Export” button
  • Click allow to the pop-up field “Do you want to allow downloads on “reservations.tablein.com”?”
  • Your database will automatically begin downloading within 3-5 seconds, to your computer
  • The database is exported as a .csv file and you can open it with MS Sheets or IOS numbers

 

Information is set out in columns:

  • Reservation number
  • Time interval
  • People
  • Name
  • Phone number
  • Email
  • Comment
  • Dining area
  • Table
  • Payment or promotion name
  • Paid amount
  • Satus
  • Create date

How to see cancelled reservations

If you do not see the canceled status in the filter, then you need to enable it:

  • Open reservations settings
  • Enable Show canceled reservations on the list
  • Save

 

How to see walk ins reservations

If you do not see the walk-in reservations status in the filter or list, then you need to enable it:

  • Open reservations settings
  • Enable Show walk-ins reservations on the list
  • Save
 
 

Reservation window explained

  • Reservation Status – different statuses make it easy to identify reservations
  • Guests – number of guests. If more than 8 guests, add a number manually to the field
  • Time – the date is selected automatically, but if you need to change the time, select start or end time from the dropdown menu
  • Table – select a table from the dropdown menu
  • Prepayments and promotions – select an offer from the list. These options can be created in
  • Offers
  • Reservation timeline  – customer’s total number of reservations, including cancelled bookings, no shows, and last visit
  • Reservation tags -These tags are specific to a particular visit. They are applied to a specific visit only and do not appear in a guest’s future bookings. Click on +Tag to Add or Edit Tags and click Enter (keyboard) to confirm Tag
  • Reservation comment – if you need to add more details about a reservation
  • Phone number – guest mobile phone number and ID. Do not use the same phone numbers for different reservations. You can also turn off “required phone number” and add a reservation without a number
  • Name – guest name and surname
  • Email – email address
  • Guest notes  – information about the guest can be added here and is saved in the guest profile, remaining attached to that guest across all future bookings.
  • Average rating – guest lifetime ratings average
  • Send confirmation by – select what type of confirmation you want to send.
  • Language – select notification language
  • Waiters – select a name from the dropdown list so that you know who added the notification (User accounts)

Waiting list and how to add reservation

Reservations to waiting list can be added manually by restaurant staff.

How to create waiting list for upcoming dates:

This waiting list will be used manually, it means that you need to add a reservation and when the table becomes available send a confirmation email or contact the customer regarding the reservation time or unchanged plans.

  • Open table management and create a new dining area “Waiting list”
  • Turn off the “Online reservations” option
  • Create a few tables to be used for your waiting list and save

When guest calls about reservation or emails, you can offer to add the guest to the waiting list, then:

  • Open calendar or reservation list, open date and click to create reservation
  • Change reservation status to pending, select time, table from dining room “Waiting list” and fill client details: phone number, name and email (it is important for notifications)
  • Save
  • Guest won’t get any notifications until reservation status will be change to confirmed or cancelled. If you will leave it with “Pending” status, client won’t get any notifications.

 

Recommendation: Add additional sentence to confirmation emails how to cancel reservation. You can use this code: If your plans change, please <a href=”[node:reservation-cancel-link]”>click here</a> to cancel your reservation

How to create a waiting list and “Table’s ready” SMS service for a quick-release table

When a guest comes to your (fully booked) restaurant and you can see that a table will become available in 10-15 minutes, you can take the client’s details, ask them to go for a walk or have a drink in the bar, and send them an SMS when the table is ready.

  • Open table management and create a new dining area “Waiting list”
  • Turn off the “Online reservations” option
  • Create a few tables to be used for your waiting list and save
  • When a guest without a reservation comes in, open new calendar and click to create a new reservation
  • Select reservation status “PENDING”. When reservation is on pending status. no additional notifications will be sent.
  • Add the number of guests, a time (even just 15 minutes), and select a table (if all tables are full, then you can select a table in your “Waiting list” dining area)
  • It is important to add the customer’s name and phone number for the SMS
  • Save reservation

 

When the table is available:

  • Click on the reservation and assign their new table (if applicable),
    Select “Table ready” checkbox and save.
  • When the guest arrives, change reservation status to “Arrived”

Reservation statuses

  • Confirmed – Booking has been confirmed. (Blue colour)
  • Arrived – Booking status changes automatically when reservation begins.(Green colour). If you prefer to change this status manually only when the guest arrives, turn off the “Auto-arrival” status in your settings.
  • Blocked – if you don’t want to accept bookings for specific tables and times, you can block tables. (Red colour).
  • Cancelled – Guest has requested to cancel their reservation. After cancellation, the booking will simply disappear from your calendar.
  • Your guest will also receive a cancellation email. (disappears from Calendar)
  • No Show – if a guest fails to arrive, please mark the booking as a No Show. All no shows are indicated in your guest history, allowing you greater control over the bookings you choose to accept or decline. (Red Colour)
  • Pending – Booking is waiting for confirmation. (Yellow colour). The system also uses this status for payments. Until reservation is paid for, it remains in pending status.
  • Walk in – guest without reservation.

Walk ins

Walk ins – a guest without a reservation. You can add these guests for your statistics. This reservation doesn’t require adding a guest name or phone number, only the number of guests.

How to add a walk-in reservation 

  • Click on the + button.
  • Select reservation status walk in
  • Select the Number of Guests.
  • Select Start & End Times for the reservation.
  • Select Table from those available, then Confirm.
    Save

How to release a table?

  • Click on walk-in reservation
  • Change reservation end time to the nearest time slot.

Block tables

Blocking a table prevents it from being booked online and by phone.

How to block tables with a button?

  • Click on the + button.
  • Change status to Blocked
  • Select the Start & End
  • Times you want the table(s) to be blocked.
  • Select available Table(s) then click Confirm.
  • Save

How to download an app?

Tablein system is web based, but you can download an app and find it on your phone/tablet/ computer screen and open with one click.

How to download an app on Computer:

  • Open Chrome browser
  • Open app.tablein.com and log in
  • Open new calendar version
  • Open Chrome settings (3 dots on the right top corner) and select “Install Tablein App”
  • The app will download to your computer
 

How to download an app on Android:

  • Open Chrome browser
  • Open app.tablein.com and log in
  • Open Chrome settings (3 dots on the right top corner) and select “Add to Home screen”
  • Click Add to confirm and download the app.
  • The app will download to your mobile phone/tablet

 

How to download an app on IOS:

  • Open Safari browser
  • Open app.tablein.com and log in
  • Open Safari settings (On the centre of the bottom) and select “Add to Home screen”
  • Click Add to confirm and download the app.
  • The app will download to your mobile phone/tablet
 

How to view full calendar on a mobile phone or smaller tablet

In the mobile version, the system displays a list of reservations.

If you want to see the full system view, you need to switch the mobile version to the desktop version.

How to view desktop version of a site on Android or Chrome browser:

  • Visit the site app.tablein.com and log in
  • Then select Menu (three dots on the bottom corner)
  • And select “Request desktop site” from a list. 
 

How to view desktop version of a site on IOS or Safari browser:

 

  • Visit the site app.tablein.com and log in
  • Tap on the “Aa” on the left side of the URL address bar  
  • And select “Request desktop site” from a list.