Reservations and Waitlist Manual

Transcription

1 Reservations and Waitlist Manual

2 Reservations and Waitlist Manual 1 Reservations Setup Wizard 1.1 Introduction to the Setup Wizard - Please read before beginning the Setup Wizard 5 2 Accessing the Reservations Setup Wizard 2.1 Accessing Reservations 7 3 Reservations Setup Wizard Floor Plan Creating Rooms 13 Laying out your floor plan 14 Editing Tables 15 Edit Tables features 17 Saving your Floor Plan 25 4 Reservations Setup Wizard Reservation Blocks and Table Assigments Setting up Blocks 27 Activating Blocks 28 Assigning Tables for Blocks 29 Saving your Reservation Blocks and Table Assignments 30 Timezone 31 Intervals 32 5 Reservations Setup Wizard Table Turnaround Setting up table turnaround time 34 Saving your Table Turnaround Time 35 6 Reservations Setup Wizard Maximum Party Size Setting up your maximum party size 37 Setting your maximum party size message for customers 38

3 6.3 Saving your maximum party size and message for customers 39 7 Reservations Setup Wizard You're Done Online Reservations link 41 Online Reservations button for your website 42 Reservations ipad App 43 ing your link and button code 44 8 Calendar 8.1 Calendar View 48 9 Today's Reservations Editing reservations before your party arrives 50 Editing reservations after your party arrives 52 Notifying a party when their table is ready 59 Adding Reservations 61 Sorting Reservations 63 Table Management 64 Quick Status in Table Management 68 Returning to your Setup Wizard 71 Show All Feature Waitlist Entering a party on your Waitlist 75 Understanding your party's details on the waitlist 76 Editing your party's details on the waitlist 77 Notifying your party when their table is ready 79 Assigning your party on the waitlist to a table 80 Sorting your waitlist 83 Removing a party from your waitlist 85

4 Reservations Setup Wizard Reservations and Waitlist Manual - 4

5 Introduction to the Setup Wizard - Please read before beginning the Setup Wizard Welcome to Harbortouch's Reservations Set Up Wizard. The Set Up Wizard will enable you to create your own personalized Reservations system for your Restaurant. Please note: the Reservation Set Up is a one-time action. You must complete your set up start to finish. Please allow yourself an hour maximum to accurately complete your Reservations Set Up. Throughout the set up you will be instructed to answer very specific questions about your tables. Your answers will help customize how your reservation system will operate for your restaurant. Therefore, please take the time to accurately lay out your floor plans room by room, as well as provide the most accurate answers for the questions you will be asked about your tables (e.g. capacity and turnover time). Reservations and Waitlist Manual - 5

6 Accessing the Reservations Setup Wizard Reservations and Waitlist Manual - 6

7 Accessing Reservations The following will explain how to access Reservations. Please note: you must have Lighthouse installed in order to access Reservations. Log In to Harbortouch Hospitality. Reservations and Waitlist Manual - 7

8 Once you are logged in, click on the Harbortouch Lighthouse logo in the top left hand corner of your screen. Reservations and Waitlist Manual - 8

9 In the drop down menu, click on "Reservations". Reservations and Waitlist Manual - 9

10 The Reservations Welcome screen will appear. Please take a moment to read the important message (1). After you are finished reading the important message, verify that your contact information (2) is correct. If your contact information is correct and you agree to the terms and conditions, make sure the checkbox (3) is checked off and then click on the "BEGIN SETUP WIZARD" button (4). If you contact information is incorrect, DO NOT click the "BEGIN SETUP WIZARD" button. Please call , ext. 772 to change your contact information. Reservations and Waitlist Manual - 10

11 You are now ready to begin the Reservations Setup Wizard. Reservations and Waitlist Manual - 11

12 Reservations Setup Wizard Floor Plan Reservations and Waitlist Manual - 12

13 Creating Rooms The following will explain how to create rooms in your floor plan. Start by creating each room in your restaurant (e.g. main dining, bar). You can create new rooms by clicking on the "Add a Room" button in the bottom right corner. Reservations and Waitlist Manual - 13

14 Laying out your floor plan The following will explain how to lay out your floor plan. Drag and drop the tables on your right to the floor plan. You can use the "Grid" feature (1) to lay out your floor plan in a cleaner manner if you choose. Reservations and Waitlist Manual - 14

15 Editing Tables The following will explain how to individually edit your tables. Editing your table Once you have laid out your floor plan accurately according to your restaurant's layout, you can begin editing your tables' specifics. You can edit your tables by clicking on them. Reservations and Waitlist Manual - 15

16 Cancel and Done Click "Cancel" at any point to return to your floor plan without saving any changes. Click "Done" to save all changes before returning to your floor plan. Reservations and Waitlist Manual - 16

17 Edit Tables features The following will explain the individual features of the "Edit Table" pop up window. Table Name Click on "Name" and enter the name or number(s) you use to identify the table. Reservations and Waitlist Manual - 17

18 Table Size Click on "Table Size" and select the actual size this table was intended to seat. Reservations and Waitlist Manual - 18

19 Minimum Occupancy Click on "Min. Party Size and select the minimum number of people you allow to sit at this table. Reservations and Waitlist Manual - 19

20 Maximum Occupancy Click on "Max. Party Size" and select the maximum number of people you allow to sit at this table. Reservations and Waitlist Manual - 20

21 Resize Table Click on "Resize Table". Click on and drag the resize icon (1). You will notice your table enlarging at you drag the icon. Drag the icon until you have reached your desired table size. At this point, If you wish to decrease the size of your table, click and drag the resize icon until you have reached your desired table size. Note: You may not decrease the size of your table from it's default size. You may only increase table size from it's default size. Reservations and Waitlist Manual - 21

22 Copy Table Click on "Copy Table". The new table that is created will have the same settings as the table you had selected. Reservations and Waitlist Manual - 22

23 Delete Table If you want to delete the table althogether, click on "Delete Table". Click "Yes, delete this table" in the "Delete Table" confirmation pop up window. Reservations and Waitlist Manual - 23

24 Assistance Click on "Assistance" for additonal information on the "Edit Table" pop up window. Reservations and Waitlist Manual - 24

25 Saving your Floor Plan The following will explain how to save your floor plan. Saving your floor plan When you are finished accurately creating your rooms, laying out your floor plans and editing your tables, you may save your work and move to the next section of the Setup Wizard. To save you work and move to the next section in the Setup Wizard, click on "Next" (1). You may return to your floor plan at any time during the set up wizard. To return to your floor plan, click on "Floor Plan". (2) Reservations and Waitlist Manual - 25

26 Reservations Setup Wizard Reservation Blocks and Table Assigments Reservations and Waitlist Manual - 26

27 Setting up Blocks Each block must be set up individually. Please note: the dinner block for every day has been turned on by default. If you are not open or do not want to take reservations during dinner on a certain day, select the day and turn the dinner block off manually. Click on the day you want to set up a reservation block for. Reservations and Waitlist Manual - 27

28 Activating Blocks To activate the blocks during which you would like to take reservations, turn the block on (1). To deacttivate a block, turn it off. For each block you turn on, you must specify the hours during which you want to take reservations (2). Repeat for every block you turn on for that day. Reservations and Waitlist Manual - 28

29 Assigning Tables for Blocks The last step is to determine how many tables you want to set aside for every block you have turned on. In order to assign the number of tables you want to set aside for reservations in an individual block, click on the "up" or "down" arrows all the way to right. Repeat this for every Table Size in that block. Repeat this entire step for every block you have turned on. Reservations and Waitlist Manual - 29

30 Saving your Reservation Blocks and Table Assignments When you are finished accurately updating your reservations blocks and table assignments for every day, you may save your work and move to the next section of the Setup Wizard. To save you work and move to the next section in the Setup Wizard, click on "Next" (1). You may return to this section at any time during the set up wizard. To return, click on "Reservation Blocks and Table Assignments". (2) Reservations and Waitlist Manual - 30

31 Timezone Click on the "Time Zone" drop to select the appropriate time zone. Reservations and Waitlist Manual - 31

32 Intervals The interval feature allows you to choose how often you want to accept reservations in a given hour. You can choose to accept reservations every 15, 30 or 60 minutes. Helpful tip: consider your average traffic and table turnaround times when choosing how often you want to accept reservations. Click on "Interval" drop down and select the appropriate interval option. Reservations and Waitlist Manual - 32

33 Reservations Setup Wizard Table Turnaround Reservations and Waitlist Manual - 33

34 Setting up table turnaround time The Reservation System uses the Table Turnaround Time feature to calculate how long a reserved table will be occupied for based on the number of people in the party. Adjusting hours and minutes for table turnaround On this screen, use the up arrows (1) and down arrows (2) to adjust the hours and minutes for each party size to give an estimated turnaround time for a party of the associated size. If you do not cater to parties larger than a specific size, you may leave them at the default value and adjust them at a later date. Reservations and Waitlist Manual - 34

35 Saving your Table Turnaround Time When you are finished accurately updating your table turnaround times for every party size, you may save your work and move to the next section of the Setup Wizard. To save you work and move to the next section in the Setup Wizard, click on "Next" (1). You may return to this section at any time during the set up wizard. To return, click on "Table Turnaround". (2) Reservations and Waitlist Manual - 35

36 Reservations Setup Wizard Maximum Party Size Reservations and Waitlist Manual - 36

37 Setting up your maximum party size In order to properly accommodate much larger parties, you may wish to have them call you directly, rather than use Reservations. Maximum Party Size allows you to set the maximum party size you wish to accommodate with Reservations. You can also customize the message that parties larger than your allowed size can view when they try to use Reservations. To set the maximum party size you wish to accomodate for online reservations, click on the up and down arrows in the maximum party size box. Reservations and Waitlist Manual - 37

38 Setting your maximum party size message for customers Your customers will be given a message when they try to make a reservation for a party size you are not accomodating online. You may either use the default message for customers or create your own message for customers. This section will explain how to create a personal maximum party size message for customers. To create your own maximum party size message for customers, click on the message box and type in your personal message. Reservations and Waitlist Manual - 38

39 Saving your maximum party size and message for customers When you are finished accurately setting your maximum party size and writing your message for customers (optional), you may save your work and move to the next section of the Setup Wizard. To save you work and move to the next section in the Setup Wizard, click on "Next" (1). You may return to your floor plan at any time during the set up wizard. To return to your floor plan, click on "Maximum Party Size". (2) Reservations and Waitlist Manual - 39

40 Reservations Setup Wizard You're Done Reservations and Waitlist Manual - 40

41 Online Reservations link The You're Done page confirms that you have finished setting up Reservations. On this page, the Reservation Setup Wizard will give you your Online Reservation link, as well as allow you to choose which Reservation button style you wish to display on your website. The Online Reservations link is the link your customers will go to make reservations for your restaurant. When the link has been ed to you, you can share this link with your customers. Reservations and Waitlist Manual - 41

42 Online Reservations button for your website The Reservations button for your website feature allows you to pick which style button you want to display on your restaurant's website. If you have a website and you place the button on your website, customers will be able to click that button to make reservations. To select which button style you want to use on your website, click on the button style you prefer (your chosen button will highlight in blue). Reservations and Waitlist Manual - 42

43 Reservations ipad App ipad App To download the Harbortouch Reservations ipad app, navigate to the url using your ipad Safari browser or search for "Harbortouch" using the App Store on your ipad. The login credentials for the ipad app are located below the url. Reservations and Waitlist Manual - 43

44 ing your link and button code Once you have selected your button style, you can have your online reservation link and button code sent to you via . To have your reservation link and preferred button code ed to you, click on " me the link and the code". Reservations and Waitlist Manual - 44

45 Enter your address (1) and click "Send" (2). Reservations and Waitlist Manual - 45

46 You will receive an with the URL (link) for your Reservations (1). You will also recieve the HTML code for your button (2). You can embed this code into your restaurant's website. The Button Image shows which button you chose on the "You're Done" page. Reservations and Waitlist Manual - 46

47 Reservations and Waitlist Manual - 47 Calendar

48 Calendar View Calendar View allows you to see how many reservations you have every day at a glance. This section will explain the features of Calendar. Calendar View You can select the month and year by clicking on the month you want above the actual calendar (1) and using the drop down box in the right corner for the year (2). To view a specific days reservations, click on the day you want to view (3). Reservations and Waitlist Manual - 48

49 Reservations and Waitlist Manual - 49 Today's Reservations

50 Editing reservations before your party arrives There are items that you can edit before your party arrives. This section will explain which items you can edit and how you can edit them. Editing Reservations before your party arrives You can edit reservation details two ways: double-click on the party's name (1) or click once on the party's name (1) to highlight the reservation you wish to edit and click "Edit" (2). Reservations and Waitlist Manual - 50

51 Editing Reservations Details Details that you can edit before your party arrives are: name, party size, date and time of reservation, phone number, address and notes. (1). You can also remove the reservation completely (2). When you are finished, click "Done" (3). Reservations and Waitlist Manual - 51

52 Editing reservations after your party arrives When your party arrives, you will want to update their status, as well as assign a table for them. If the party has to wait to be seated for any significant amount of time, you may ask them if they wish to be notified once their table is ready. If your party wants to be notified, ask them which notification option they prefer. This section will explain how to update your party's status and notification preference, as well as how to assign a table. Updating your party's status to "Arrived" When your party arrives, you must update their status to "Arrived". To change your party's status to "Arrived", click on the Status drop down menu (1) and select "Arrived". Reservations and Waitlist Manual - 52

53 Notifications If your party must wait a few moments for their table, you can ask them how they would like to be notified when their table is ready. Notifications options include: By SMS (text message), by phone or none. To select a notification option, click on the "Notification" icon (1), and then click on "Edit Notification" (2). Reservations and Waitlist Manual - 53

54 Select the notification method. If your party wishes to be notified by SMS or phone, you must take a phone number for the party. Reservations and Waitlist Manual - 54

55 Your party's notication option will be updated. Reservations and Waitlist Manual - 55

56 Assigning a table for your party When your party is ready to be seated, you must assign a table for them. ONLY ASSIGN A TABLE WHEN YOUR PARTY IS READY TO BE SEATED. To assign a table for your party, click on "Assign Table" Reservations and Waitlist Manual - 56

57 The "Assign a Table" pop up will open, displaying all available tables. Click on a table that is appropriate for your party's size (1) and click "Done" (2). Reservations and Waitlist Manual - 57

58 Your party's status will be automatically updated to "Seated" Please note: DO NOT change your party's status to "Seated" before assigning a table. YOU MUST assign a table first. Assigning a table will automatically update your party's status to "Seated". Reservations and Waitlist Manual - 58

59 Notifying a party when their table is ready If your party had to wait for their table to be ready and chose a notification option and their table is now ready, you can send their notification via the option they selected. This section will explain how to send a notification to your party. To send your party a notification, click on the notification icon (1). In the "Table Ready Notification" pop up, click on the "Send Notification" button. Reservations and Waitlist Manual - 59

60 A "Notification successfully sent!" pop up will open confirming that your party has received their table ready notification. Reservations and Waitlist Manual - 60

61 Adding Reservations If you continue to take phone reservations, you can add manually add reservations. This section will explain how you can manually add reservations. Manually adding a reservation To manually add a reservation, click on "Add Reservation" (1). A pop up box will open (2). After you enter all of your party's information, click "Done" (3). Required Fields include: Name, Date, Time and Party Size. If you party wants to be notified when their table is ready, you must take a phone number as well. Reservations and Waitlist Manual - 61

62 Reservation Added Your reservation will added to the list of "Today's Reservations". Reservations and Waitlist Manual - 62

63 Sorting Reservations You can sort your reservations by party size, name or time. This section will explain how you can sort your reservations. Sorting Reservations To change how your reservations are sorted by, click on "Sort By" and then click on your preferred option. Your reservations will automatically sort by your desired order. Reservations and Waitlist Manual - 63

64 Table Management The Table Management section allows you to view and edit your table statuses quick and easy. This section will explain how to view and edit your tables in Table Management. Viewing Table Statuses in Table Management In the Table Management section, you can see the availability of each one of your tables at a glance. You table statuses automatically update as you change party table statuses in the Reservations section. A red table represents an occupied table (1). A yellow table represents a table that is being bussed (2). A green table represents an available table (3). Reservations and Waitlist Manual - 64

65 Editing Table Statuses in Table Management To manually change the status of a table, click on the table (1) and click on "Status" in the "Table Details" pop up (2). Click on the appropriate status. Reservations and Waitlist Manual - 65

66 This will return you to the previous pop up. Click "Done" Your table status has changed. Reservations and Waitlist Manual - 66

67 Viewing another room in Table Management To view another room in Table Management, click on the room drop down in the upper left corner. Click on the room you want to view. Reservations and Waitlist Manual - 67

68 Quick Status in Table Management The Quick Status section allows you to view how many tables you have available based on size. Quick Status tells you how many of each table size is occupied and how many are available.this section will explain how to access and view your tables in Quick Status. Accessing Quick Status To access Quick Status view in Table Management, click on the "Quick Status" tab in the upper left corner of Table Management. Reservations and Waitlist Manual - 68

69 Viewing Table Availability in Quick Status Quick Status will show you how many tables for each table size are occupied (1) and available (2). You can not edit anything in Quick Status. To return to the Table Management main section, click on "Back to Table Management" (3). Reservations and Waitlist Manual - 69

70 Viewing another room in Quick Status To view another room in Quick Status, click on the room drop down and select the room you want to view. Reservations and Waitlist Manual - 70

71 Returning to your Setup Wizard Sometimes, you may need to return to and edit your Reservations setup. This section will explain how to return to your setup wizard. Returning to your Setup Wizard To return to your setup wizard, click on "Settings" in the bottom left corner. The "Settings" button will always be available in this location, regardless of what screen you are on. Reservations and Waitlist Manual - 71

72 Returning to Reservations from the Setup Wizard After you have completed your changes in the setup wizard, click on "Save" (1) to return to Reservations. You may also hit "Cancel" (2) at any time to return to your reservations, without saving your work. Reservations and Waitlist Manual - 72

73 Show All Feature The Show All feature allows you to view your reservations 2 ways: show all reservations (including cancelled and closed statuses) and show active reservations (not yet here, seated and arrived statuses only). This section will explain how to view your reservations in both options. Changing your reservations view To pick which way you want to view your reservations, click on the "Show All/Show Active" button. Clicking on the button will change the view to the opposite of the current view. To return to the previous view, click on the button again. Reservations and Waitlist Manual - 73

74 Reservations and Waitlist Manual - 74 Waitlist

75 Entering a party on your Waitlist When you have parties that are on a wait, you can manually enter and organize them on your Waitlist. This section will explain how to add entries to your waitlist. Entering a party on your waitlist To enter a new party to your waitlist, click on "Add Entry" (1), enter your party's info and click "Add" (2). Require Fields include: Name and Party Size. If your party wishes to be notified when their table is ready, you must take their phone number as well. Reservations and Waitlist Manual - 75

76 Understanding your party's details on the waitlist This sections explains the details of your waitlist entries. Understanding your party's details on the waitlist (1) Party's Name, Size and Phone Number (2) Notification preference (4) Arrival time and Wait Time Reservations and Waitlist Manual - 76

77 Editing your party's details on the waitlist This section will explain how to edit your party's details on the waitlist. Editing your party's details on the waitlist To edit your party's details on the waitlist, click on the party name (1) you want to edit. (Note: Do not click on the "Notification Icon". Click on the actual party's name). Click on "edit" in the "Edit Waitlist Entry" pop up. Reservations and Waitlist Manual - 77

78 Edit the informaton and click "Done". Reservations and Waitlist Manual - 78

79 Notifying your party when their table is ready When your party's table is ready, you will want to send a notification using the preferred notification option they previously chose. This section will explain how to notify your party when their table is ready. Notifying your party when their table is ready To send your party a notification that their table is ready, click on the notification icon (1). In the "Table Ready Notification" pop-up, click on "Send Notification" (2). A "Notification successfully sent!" pop up will open confirming that your party has received their table ready notification. Reservations and Waitlist Manual - 79

80 Assigning your party on the waitlist to a table When your party is ready to be seated, you can assign a table for them. This section will explain how to assign a table. Assigning your party on the waitlist to a table To assign a table for your party, click on the name of the party you want to assign a table for (1). (Note: only click on the party name. Do not click on the "notification" icon.) Then, click on "Table" in the "Edit Waitlist Entry" pop up. Reservations and Waitlist Manual - 80

81 An "Assign Table" pop up will appear. Click on the table you want to assign your party to (1) and then click "Done" (2). Reservations and Waitlist Manual - 81

82 Once you assign a table for your party, they will be removed from the waitlist. Reservations and Waitlist Manual - 82

83 Sorting your waitlist This section will explain how to sort your waitlist. Sorting your waitlist You can sort your waitlist by three ways: party size, name or time. To choose how you would like to sort your waitlist entries, click on the "Sort By" button under the waitlist column. Reservations and Waitlist Manual - 83

84 In the "Sort By" pop up, click on the option you wish to sort by. Your entries will automatically sort by the option you click on. Reservations and Waitlist Manual - 84

85 Removing a party from your waitlist This section will explain how to remove a party from your waitlist. Removing a party from your waitlist If a party decides to take themselves off the waitlist, you can remove a party from the waitlist by clicking on the party's name (1) and then clicking on "Remove Entry" on the "Edit Waitlist Entry" pop up. To open the "Edit Waitlist Entry" pop up, click only on the party's name (1). Do not click on the notification icon. Reservations and Waitlist Manual - 85

86 A second box will pop up asking you to confirm entry removal. Click "Yes, remove this entry" if that is the party you wish to remove. Reservations and Waitlist Manual - 86