RESERVATIONS & WAITLIST MANUAL
Table of Contents Reservations Setup Wizard... 1 Introduction to the Setup Wizard... 1 Accessing the Reservations Setup Wizard... 2 Accessing Reservations... 2 Reservations Setup Wizard - Floor Plan... 5 Creating Rooms... 5 Laying Out Your Floor Plan... 6 Editing Tables... 7 Edit Tables Features... 8 Saving Your Floor Plan... 15 Reservations Setup Wizard - Reservation Blocks and Table Assigments... 17 Setting Up Blocks... 17 Activating Blocks... 18 Assigning Tables for Blocks... 19 Saving Your Reservation Blocks and Table Assignments... 20 Timezone... 20 Intervals... 21 Reservations Setup Wizard - Table Turnaround... 20 Setting Up Table Turnaround Time... 23 Saving Your Table Turnaround Time... 24 Reservations Setup Wizard - Maximum Party Size... 22 Setting Up Your Maximum Party Size... 24 Setting Your Maximum Party Size Message for Customers... 26 Saving Your Maximum Party Size and Message for Customers... 27 Reservations Setup Wizard - You're Done... 25 Online Reservations Link... 28 Online Reservations Button for Your Website... 29 Emailing Your Link and Button Code... 30 Calendar... 30 Calendar View... 30 Today's Reservations... 31 Editing Reservations Before Your Party Arrives... 34 Editing Reservations After Your Party Arrives... 36 Notifying a Party When Their Table is Ready... 42 Adding Reservations... 44 ii
Sorting Reservations... 46 Table Management... 47 Quick Status in Table Management... 52 Returning to Your Setup Wizard... 55 Show All Features... 57 Waitlist... 55 Entering a Party on Your Waitlist... 58 Understanding Your Party's Details on the Waitlist... 59 Editing Your Party's Details on the Waitlist... 60 Asking Your Party How They Want to be Notified When Their Table is Ready... 62 Notifying Your Party When Their Table is Ready... 63 Assigning your Party on the Waitlist to a Table... 65 Sorting your Waitlist... 68 Removing a Party from Your Waitlist... 70 iii
Reservations Setup Wizard Introduction to the Setup Wizard Please read before beginning the Setup Wizard Welcome to the Harbortouch Reservations Setup Wizard. This wizard will walk you through the process of creating your own personalized reservations system for your restaurant. You will only need to complete this process once. Please note that it may take up to an hour or more for the initial setup and the entire wizard must be completed in order to utilize Harbortouch Reservations. Throughout the Setup Wizard, you will be instructed to answer very specific questions about your tables and restaurant setup. Your answers are critical in order to customize how your reservation system will operate. Therefore, please take the time to accurately lay out your floor plans room by room, as well as provide accurate answers for all questions about your tables (i.e. capacity and turnover time). Throughout the Reservations Setup Wizard you will notice little blue help buttons with a question mark inside. You can click on these buttons to receive additional information on specific features of the wizard. You may refer back to the blue help buttons as often as necessary. You are now ready to begin using the Reservations Setup Wizard. Thank you for choosing Harbortouch for your point of sale needs! 1
Accessing the Reservations Setup Wizard Accessing Reservations The following will explain how to access Reservations from your Harbortouch Hospitality software. Please note: you must have Lighthouse installed in order to access Reservations. Once you are logged into the Harbortouch Hospitality software, click on the Harbortouch Lighthouse logo in the top left hand corner of the screen. 2
Select Reservations from the dropdown menu. 3
The first time you access Harbortouch Reservations, the welcome screen will appear. Please take a moment to read the important message (1). After you are finished reading this 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 your contact information is incorrect, DO NOT click the "Begin Setup Wizard" button. Please call 800-201-0461 ext. 772 to change your contact information. 4
Reservations Setup Wizard - Floor Plan 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, patio). You can create new rooms by clicking on the "Add a Room" button in the bottom right corner of the screen. 5
Reservations Setup Wizard - Floor Plan Laying Out Your Floor Plan The following will explain how to lay out your floor plan. Drag and drop the tables from the right of the screen onto the floor plan. You can use the "Grid" feature (1) to lay out your floor plan in a cleaner manner if you choose. 6
Reservations Setup Wizard - Floor Plan Editing Tables The following will explain how to individually edit your tables. Editing your tables 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. 7
Reservations Setup Wizard - Floor Plan 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. 8
Table Size Click on "Table Size" and select the actual size this table was intended to seat. 9
Minimum Party Size Click on Min. Party Size and select the minimum number of people you allow to sit at this table. 10
Maximum Party Size Click on Max. Party Size and select the maximum number of people you allow to sit at this table. 11
Resize Table To resize the table on your floor layout, click on Resize Table. Once you select Resize Table, click on and drag the resize icon (1). You will notice your table enlarging as you drag the icon. Drag the icon until you have reached your desired table size. Note: You cannot decrease the size of your table from its default size. You can only increase table size from its default size. 12
Delete Table If you want to delete the table altogether, click on Delete Table. Click Yes, delete this table in the Delete Table confirmation pop up window. 13
Assistance Click on Assistance for additional information on the Edit Table pop up window. 14
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. 15
Reservations Setup Wizard - Floor Plan Saving your Floor Plan The following will explain how to save your floor plan. You can save your work and move on to the next section of the Setup Wizard by clicking Next (1) in the top right of the screen. You can return to your floor plan at any time during the Setup Wizard by clicking on Floor Plan (2) at the top of the screen. 16
Reservations Setup Wizard Reservation Blocks and Table Assignments Setting up Blocks Each block must be set up individually. Please note: the dinner block for all days 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. First, click on the day for which you would like to set up a reservation block. 17
Reservations Setup Wizard Reservation Blocks and Table Assignments Activating Blocks To activate the blocks during which you would like to take reservations, turn the block on (1). To deactivate 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. 18
Reservations Setup Wizard Reservation Blocks and Table Assignments Assigning Tables for Blocks The last step is to determine how many tables you want to set aside for each 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 the right. Repeat this for every table size in that block. Repeat this entire step for every block you have turned on. 19
Reservations Setup Wizard Reservation Blocks and Table Assignments Time Zone Click on the Time Zone dropdown menu to select the appropriate time zone for your business. 20
Reservations Setup Wizard Reservation Blocks and Table Assignments 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 the Interval dropdown menu and select the appropriate interval option. 21
Reservations Setup Wizard Reservation Blocks and Table Assignments Saving your Reservation Blocks and Table Assignments When you are finished accurately updating your reservations blocks and table assignments for every day, you can save your work and move to the next section of the Setup Wizard by clicking on Next (1) in the top right of the screen. You can return to this section at any time during the Setup Wizard by clicking on Reservation Blocks and Table Assignments (2) at the top of the screen. 22
Reservations Setup Wizard Table Turnaround Setting up table turnaround time The Reservation System uses the Table Turnaround Time feature to calculate how long a reserved table will be occupied 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 that 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. 23
Reservations Setup Wizard Table Turnaround Saving your Table Turnaround Time When you are finished accurately updating your table turnaround times for every party size, you can save your work and move to the next section of the Setup Wizard by clicking on Next (1) in the top right of the screen. You can return to this section at any time during the Setup Wizard by clicking on Table Turnaround (2) at the top of the screen. 24
Reservations Setup Wizard Maximum Party Size Setting up Your Maximum Party Size In order to properly accommodate large 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 will see when they try to use Reservations. To set the maximum party size you wish to accommodate for online reservations, click on the up and down arrows in the maximum party size box. 25
Reservations Setup Wizard Maximum Party Size 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 accommodating online. You can either use the default message or create your own. 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. 26
Reservations Setup Wizard Maximum Party Size 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 can save your work and move to the next section of the Setup Wizard by clicking on Next (1) in the top right of the screen. You can return to this screen at any time during the Setup Wizard by clicking on Maximum Party Size (2) at the top of the screen. 27
Reservations Setup Wizard You re Done Online Reservations Link The You're Done page confirms that you have finished setting up Reservations. On this page, the Reservation Setup Wizard will provide you with 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 follow to make reservations for your restaurant. 28
Reservations Setup Wizard You re Done Online Reservations Button for Your Website The Reservations button for your website feature allows you to pick which style button you would like to display on your restaurant's website. If 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 style you prefer (your chosen button will highlight in blue). 29
Reservations Setup Wizard You re Done Emailing 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 email. To have your reservation link and preferred button code emailed to you, click on Email me the link and the code. 30
Enter your email address (1) and click Send (2). 31
You will receive an email with the URL (link) for your Reservations (1). You will also receive 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. 32
Calendar 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 the calendar. You can select the month and year you would like to view by clicking on the desired month above the actual calendar (1) and using the drop down box in the right corner for the year (2). To view a specific day s reservations, click on the day you want to view (3). 33
Today s Reservations 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 to edit them. You can edit reservation details two ways: 1. Double-click on the party's name (1) 2. Click once on the party's name (1) to highlight the reservation you wish to edit and click Edit (2) at the bottom of the screen. 34
Editing Reservations Details Details that you can edit before your party arrives are: name, party size, date and time of reservation, phone number, email address and notes (1). You can also remove the reservation completely (2). When you are finished editing, click Done (3). 35
Today s Reservations Editing Reservations After Your Party Arrives When a 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 the party wants to be notified, ask them which notification option they prefer. This section will explain how to update the party's status and notification preference, as well as how to assign a table. Updating Your Party's Status to "Arrived" When the party arrives, you must update their status to Arrived. To change the party's status, click on the Status dropdown menu (1) and select Arrived. 36
Notifications If your party has to wait for their table, you can ask them how they would like to be notified when their table is ready. Notification options include: SMS (text message) or phone call. You can also select None if the customer prefers not to be notified in this manner. To select a notification option, click on the Notification icon (1), and then click on one of the three options the party chooses in the Table Ready Notification pop up (2). If the party wishes to be notified by SMS or phone, you will be prompted to input a phone number for the party. 37
The party's notification option will be updated. 38
Assigning a Table for Your Party When the party is ready to be seated, you must assign a table for them. NOTE: ONLY ASSIGN A TABLE WHEN YOUR PARTY IS READY TO BE SEATED. To assign a table for the party, click on Assign Table. 39
The Assign Table pop up will open, displaying all available tables. Click on a table that is appropriate for the party's size (1) and click Done (2). 40
The party's status will be automatically updated to Seated. Please note: DO NOT change the party's status to "Seated" before assigning a table. YOU MUST assign a table first. Assigning a table will automatically update the party's status to "Seated". 41
Today s Reservation Notifying a Party When Their Table is Ready If the party had to wait for their table to be ready and chose a notification option, you can send their notification once the table is ready. This section will explain how to send a notification to the party. To send the party a notification, double-click on the party (1). In the Reservation Details pop up, click on the Table Ready Notification button. 42
Click on the notification option the party had chosen. A Notification successfully sent! pop up will confirm that the party has been sent their table ready notification. 43
Today s Reservations Adding Reservations You can manually add phone reservations into the system. This section will explain how you can manually add reservations. Manually Adding a Reservation To manually add a reservation, click on Add Reservation (1) at the bottom of the screen. A pop up box will open (2). After you enter all of the party's information, click Done (3). Required fields include: Name, Date, Time and Party Size. If the party wants to be notified when their table is ready, you must take a phone number as well. 44
Reservation Added The reservation will be added to the list of reservations. 45
Today s Reservations 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, click on Sort By at the bottom of the screen and then select your preferred option. The day s reservations will automatically be sorted in the desired manner. 46
Today s Reservations Table Management The Table Management section allows you to view and edit your table statuses quickly 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. Your table statuses automatically update as you change table statuses in the Reservations section. A red table represents an occupied table (1). A yellow table represents a table that is being bussed/cleaned (2). A green table represents an available table (3). 47
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). 48
Select the appropriate status. This will return you to the previous pop up. Click "Done" to save the status. 49
Your table status has changed. 50
Viewing Another Room in Table Management To view another room in Table Management, click on the room dropdown menu in the upper left corner. Select the room you want to view. 51
Today s Reservations 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 are 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. 52
Viewing Table Availability in Quick Status Quick Status will show you how many tables for each table size are occupied (1) and how many are available (2). You cannot edit anything in Quick Status. To return to the Table Management main section, click on Back to Table Management (3). 53
Viewing Another Room in Quick Status To view another room in Quick Status, click on the room dropdown menu and select the room you want to view. 54
Today s Reservations Returning to your Setup Wizard Sometimes, you may need to edit your Reservations setup. This section will explain how to return to the Setup Wizard in order to do this. Returning to your Setup Wizard To return to the Setup Wizard, click on Settings in the bottom left corner of the screen. The Settings button will always be available in this location, regardless of what screen you are on. 55
Returning to Reservations from the Setup Wizard After you have completed making 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. 56
Today s Reservations Show All The Show All feature allows you to view your reservations two ways: 1. Show all reservations (including cancelled and closed statuses) 2. Show active reservations (not yet here, seated and arrived statuses only) This section will explain how to view your reservations in either option. 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. 57
Waitlist Entering a Party on your Waitlist When you have walk-in customers and have a wait, you can manually enter and organize these customers on the waitlist. This section will explain how to add entries to your waitlist. To add a new party to your waitlist, click on Add Entry (1) from the Reservations screen, enter the party's info and click Add (2). Required fields include: Name and Party Size. If the party wishes to be notified when their table is ready, you must enter their phone number as well. 58
Waitlist Understanding a Party's Details on the Waitlist This section explains the details of your waitlist entries. (1) Party's name, size and phone number (2) Notification preference (3) Arrival time and wait time (how long they ve been waiting) 59
Waitlist Editing a Party's Details on the Waitlist This section will explain how to edit a party's details on the waitlist. To edit a party's details on the waitlist, click on the party name (1) you want to edit. Note: To access the Edit Waitlist Entry pop up, click on the actual party's name. Do not click on the Notification icon. Click on Edit in the Edit Waitlist Entry pop up. 60
Edit the information and click Done to save. 61
Waitlist Setting up Table Ready Notifications for Waitlist Customers If a party has to wait for a table, they may wish to go offsite. If the party leaves your establishment while waiting for their table, you can send them a notification when their table is ready. This section will explain how to assign a notification preference for your party on the waitlist. If your party wishes to be notified when their table is ready, click on the Notification icon (1) and choose the preferred notification from the Table Ready Notification pop up (2). Notification options include: SMS (text message) or phone call. You can also select None if the customer prefers not to be notified in this manner. If the party wishes to be notified by SMS or phone, you will be prompted to input a phone number for the party. 62
Waitlist Notifying a Party When Their Table is Ready When a party's table is ready, you will want to notify them using the preferred notification option they chose. This section will explain how to notify the party when their table is ready. To send a party a notification that their table is ready, click on the party's name (1) from the waitlist. Note: To access the Edit Waitlist Entry pop up, click on the actual party's name. Do not click on the Notification icon. In the Edit Waitlist Entry pop up, click on Table Ready Notification (2). 63
Click on the notification that the party chose. A Notification successfully sent! pop up will confirm that your party has been sent their table ready notification. 64
Waitlist Assigning a Party on the Waitlist to a Table When a party is ready to be seated, you can assign a table for them. This section will explain how to assign a table. To assign a table for the party, click on the name of the party you want to assign (1). Note: To access the Edit Waitlist Entry pop up, click on the actual party's name. Do not click on the Notification icon. Then, click on Table in the Edit Waitlist Entry pop up. 65
An Assign Table pop up will appear. Click on the table you want to assign your party to (1) and then click Done (2). 66
Once you assign a table for your party, they will be removed from the waitlist. 67
Waitlist Sorting your Waitlist This section will explain how to sort your waitlist. You can sort your waitlist in 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. 68
In the Sort By pop up, select your preferred sorting option. Your entries will automatically be sorted in the manner selected. 69
Waitlist Removing a Party from Your Waitlist This section will explain how to remove a party from your waitlist. If a party decides to take themselves off the waitlist, you can remove them from the waitlist by clicking on the party's name (1) and then clicking on Remove Entry in the "Edit Waitlist Entry" pop up. Note: To access the Edit Waitlist Entry pop up, click on the actual party's name. Do not click on the Notification icon. 70
A second box will pop up asking you to confirm entry removal. Click Yes, remove this entry to confirm. 71