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Overview
The Table Reservations module covers the full reservation lifecycle — from a live visual floor plan and guided booking flow to shift management, walk-in capture, and real-time POS synchronisation. Every state change — new reservation, table assignment, POS session open or closed — is reflected instantly across all devices. Operators manage their capacity through configurable shifts, each with independent time windows and online-booking controls. Guests can book online via an embeddable widget, receive branded multilingual confirmation and reminder messages, and join a waitlist when a slot is full. No-show protection is built in at multiple levels: buffer times, credit card guarantees, automatic fee posting, and configurable escalation for repeat offenders.
Core Table Reservation Features
Feature | Description |
Live floor plan | Date-based visual table plan, grouped by area (e.g. Indoor, Terrace, Bar) with real-time status per table: Free / Reserved / Occupied / Blocked |
Reservation list | Chronological list of all reservations for the selected day, sortable by arrival time or booking time; statuses: pending / confirmed / seated / completed / cancelled / no_show |
Guided reservation flow | 3-step creation wizard: Date & Time → Guest & Notes → Confirmation; available tables shown automatically per time slot |
Shift management | Define custom time windows per shift; toggle online reservations per shift; open or lock any shift with a single tap |
Walk-in capture | Record walk-ins directly from the floor plan with party size, optional guest link, and immediate table assignment |
Live POS sync | Open sessions, new occupancies, and completed tables are reflected in real time across all devices |
Autoseat | Fully automatic table assignment based on party size, available capacity, and shift configuration |
Table combination | Merge adjacent tables for larger groups directly from the floor plan |
Manual table blocking | Block individual tables at any time, independent of shift status (e.g. damaged table, owner reservation) |
Buffer time | Configurable gap between reservations at the same table to prevent overlap caused by late arrivals |
Online reservation widget | Embeddable booking widget for the restaurant's own website; shift-level activation control |
Online quota management | Configure the number of bookable covers per time slot independently of physical capacity (e.g. release only 80 % online, keep the rest for walk-ins) |
Maximum booking lead time | Define how far in advance an online reservation can be made (e.g. no more than 60 days ahead) |
Waitlist | When an online slot is full, guests can join a waitlist and are notified automatically if a spot opens |
No-show protection | Credit card guarantee or deposit required from a configurable minimum group size; automatic no-show fee posting if payment data is on file |
No-show escalation | Repeat no-shows trigger configurable escalation steps: CRM flag, online booking block, extended PII retention period (legitimate interest basis) |
Branded communication | Confirmation, reminder, and post-stay messages with restaurant logo, brand colours, custom sender address, personalised salutation, review link, and configurable copy |
Multilingual emails | Guest-facing messages sent in DE / EN / FR / IT based on the guest's language in the CRM or their selection in the online booking widget |
Modification & cancellation | Reservations can be changed or cancelled at any time; automated email (and optional SMS) sent on creation, modification, and cancellation |
Dashboard metrics | No-show rate, shift-level reservation fill rate, cancellation and modification rate as dedicated KPIs |
Reporting | Utilisation by area and table over time; lead-time distribution analysis |
Floor Plan & Live Status
The floor plan is the central operational view during service. It is date-based, always reflecting the state of the selected day, and is grouped into named areas — such as Indoor, Terrace, and Bar — that the operator configures during setup.
Each table shows its current status at a glance:
Status | Meaning |
|---|---|
Free | No reservation and no active POS session |
Reserved | A confirmed reservation exists for an upcoming time slot |
Occupied | A POS session is open — guests are currently seated |
Blocked | Manually blocked by staff, independent of any shift or reservation |
The floor plan can be filtered to show only tables relevant to the currently active shift, or expanded to a full day view showing all shifts. Table combinations for larger groups are managed directly on the plan. Individual tables can be blocked at any time without affecting the rest of the shift.
Reservation Management
Reservation List
All reservations for the selected day are displayed in a chronological list, sortable by arrival time or by booking creation time. Each entry shows the guest name, party size, table assignment, and current status. Statuses follow the full lifecycle:
Status | Meaning |
|---|---|
pending | Created but not yet confirmed |
confirmed | Confirmation sent or manually confirmed by staff |
seated | Guest has arrived and been assigned a table |
completed | Visit concluded; table returned to free status |
cancelled | Reservation cancelled by guest or staff |
no_show | Guest did not arrive within the grace period |
Creating a Reservation
Reservations are created through a guided 3-step flow:
Date & Time — select the date and time slot; available tables are shown automatically based on shift configuration, existing bookings, and buffer times
Guest & Notes — link to an existing CRM guest record or enter contact details; add internal notes or special requests
Confirmation — review and confirm; automated confirmation email (and optional SMS) is sent immediately
Modifying & Cancelling
Any reservation can be modified or cancelled at any time. Each change triggers the appropriate automated communication to the guest — a modification confirmation or a cancellation notice — unless suppressed manually by staff.
Autoseat
When Autoseat is active, the system assigns the best-fitting available table automatically based on party size, area preferences, and remaining capacity in the shift. Staff can override the assignment at any time.
Shift Management
Shifts are the core capacity unit. Each shift defines its own time window, determines which tables are in scope, and controls whether online bookings are accepted.
Custom time windows — each shift has an independent start and end time; multiple shifts can run on the same day
Online activation toggle — online reservations can be enabled or disabled per shift without affecting in-house booking capability
Open / lock — a shift can be opened or locked with a single tap; a locked shift accepts no new reservations (online or in-house) while existing reservations remain unchanged
Floor plan filter — the floor plan can be filtered to show only tables assigned to the currently active shift
Day view vs. shift view — operators can switch between a full-day overview across all shifts and a focused single-shift view
Walk-In & Seating
Walk-ins are captured directly from the floor plan without navigating to a separate reservation flow:
Tap an available table on the floor plan
Enter party size; optionally link to an existing CRM guest record
Confirm — the table status changes to Occupied immediately and a POS session is opened
This flow is optimised for speed during busy service periods. No email or communication is triggered for walk-ins unless the operator manually links a guest and initiates contact.
Online Reservations
Embeddable Widget
The online booking widget can be embedded on the restaurant's own website or shared as a direct link. Guests select a date, time, and party size; available slots are shown based on the shift's online quota and real-time availability.
Shift-Level Online Control
Each shift independently controls whether online reservations are accepted. Disabling a shift for online bookings removes it from the widget without affecting in-house availability or existing reservations.
Online Quota
The number of bookable covers per time slot is configurable independently of physical table capacity. This allows operators to reserve a portion of capacity for walk-ins and regulars while exposing only a defined quota online — for example, releasing 80 % of covers online and retaining 20 % for in-house management.
Arrival Capacity per Slot
Each shift can define a maximum number of guests allowed to arrive within a single time slot (e.g. every 15 minutes), independent of physical table availability. If the limit is set to 10 and two parties of 4 are already booked into that slot (8 of 10 used), a third party of 4 would exceed it — the system then automatically offers the next or previous slot instead, provided a table is actually free there. This caps simultaneous arrivals at the host stand and kitchen even when enough tables would technically be free.
Maximum Lead Time
Operators define how far in advance a guest can make an online reservation. Bookings beyond the configured lead time (e.g. more than 60 days ahead) are not shown as available in the widget.
Waitlist
When a time slot reaches its online quota, guests can join a waitlist. If a reservation is cancelled and a slot opens, waitlisted guests are notified automatically by email.
Automated Communication
All guest-facing messages are sent from the restaurant's own branded sender address and fully configurable in content and timing.
Email & SMS
Trigger | SMS (optional, separately billable) | |
|---|---|---|
Creation | Yes | Yes |
Modification | Yes | Yes |
Cancellation | Yes | Yes |
Reminder | Yes | Yes |
Post-stay | Yes | — |
Waitlist opened | Yes | — |
Branding & Content
Restaurant logo and brand colours applied to all emails
Custom sender address (own domain)
Personalised salutation per guest
Fully configurable message body and subject line per trigger
Pre-stay message (e.g. directions, parking, dress code) and post-stay message (e.g. review request with configurable review link)
Multilingual
Messages are sent in the guest's preferred language — sourced from the CRM guest profile or from the language the guest selected in the online booking widget. Supported languages: DE / EN / FR / IT.
No-Show Management
Prevention
Credit card guarantee — operators configure a minimum group size above which a valid payment method must be provided at the time of booking; required both for online and in-house reservations
Deposit requirement — alternatively, a full or partial prepayment can be required from a configurable group size threshold; particularly relevant for large groups and special events
Buffer time — a configurable gap between consecutive reservations at the same table prevents a late-running cover from technically blocking the next reservation without a no-show flag being raised
Automatic No-Show Fee
If a guest does not arrive and payment data is on file (credit card guarantee or deposit), the configured no-show fee is posted automatically without manual intervention.
Escalation for Repeat No-Shows
Guests who accumulate multiple no-shows trigger a configurable escalation sequence:
CRM flag — a permanent no-show marker is added to the guest's profile, visible to staff during future reservations
Online booking block — the guest's email address is blocked from completing future online reservations
Extended PII retention — the redemption period before anonymisation of personal data is extended for guests with no-show history, based on the operator's legitimate interest in protecting against repeat abuse
GDPR & Compliance
Table reservation data involves personal data collected at booking time and retained across the guest relationship. Specific compliance considerations apply.
Reservation Data Retention
Standard reservation records (name, contact details, party size, visit date) are subject to the operator's general data retention policy. For guests with no-show history, an extended retention period is justified under the legitimate interest basis — the operator has a documented interest in retaining evidence of prior no-show behaviour to protect against future abuse. This extended period applies only to the relevant CRM flag and booking history, not to all personal data associated with the guest.
Payment Data
Credit card details collected for guarantees or deposits are handled through the payment processor integration; the platform does not store full card numbers. Automatic no-show fee posting operates via tokenised references within the payment processor's scope.
Communication Consent
Reservation confirmation and transactional communications (confirmation, modification, cancellation, reminder) are sent on the basis of contract performance (GDPR Art. 6(1)(b)) and do not require separate marketing consent. Post-stay messages and review requests fall under the operator's legitimate interest basis where permitted by applicable ePrivacy rules; marketing content in post-stay messages requires opt-in where applicable.
Multilingual Disclosure
Where the guest's language preference is sourced from the CRM, this constitutes processing of a stored preference. Where it is inferred from the online widget's language selection, it is used only to localise the communication and is not separately stored unless the operator configures this.
Dashboard & Reporting
Dashboard Metrics
Metric | Description |
|---|---|
No-show rate | Percentage of confirmed reservations that resulted in a no-show, overall and per shift |
Shift reservation fill rate | Number of covers booked vs. available capacity per shift |
Cancellation rate | Percentage of reservations cancelled before the visit date |
Modification rate | Percentage of reservations changed after initial confirmation |
Reporting
Area and table utilisation over time — identifies which sections or individual tables are consistently underused, supporting layout and capacity optimisation decisions
Lead-time distribution — shows how far in advance reservations are typically made; used to calibrate the online quota, the maximum advance booking window, and staffing patterns
Trend views — all metrics are comparable across time periods and filterable by shift, area, or date range
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