Managing Table Reservations in Host Mode
About Table Reservations
The host mode in the POS provides the ability to manage table reservations. The reservation functionality must first be enabled for POS in the Touch Admin software; to do so see Configuring Reservation Settings for a Dining Room (for POS and the Portal app).
Making a Reservation in POS
Assuming table reservation functionality is enabled, complete the following steps to make a reservation:
- In host mode, select the Reservations tab.
- In the left panel, tap into the time slot you want to reserve, and then tap the Add Reservation button that appears (first screenshot below). The screen refreshes accordingly (second screenshot below).
- Your next step is to select the diner name the reservation will be made under. Tap the Add button, and the screen refreshes for you to search for a diner (second screenshot below). Note that if the resident uses an identification badge, you can scan the badge to select the diner.
- For the diner to be added to the reservation, tap their + sign, and then tap the Assign button (screenshot below). The screen refreshes accordingly.
Note: If your diners use the Portal app, then they may have the ability to manage reservations themselves. If so, then any reservation you make in the POS will be available to the diners to view. In addition, the first diner in the list when you make the reservation will also have the ability to modify the reservation themselves in the Portal app.
- Use the Number of Diners tool to select how many diners will be in the reservation.
- Your next step is to select the table or tables. From the floor plan on the right, select the desired table (first screenshot below). The table turns blue to indicate it has been selected for a reservation (second screenshot below).
- If you select a table that does not have enough capacity, a pop-up appears indicating such (screenshot on the left). You can add temporary seats to the table using the Temp. Seats tool, or you can add another table by clicking Add Table and selecting the desired table. When enough seats are added, the pop-up appears indicating the selected tables and the number of diners at each (screenshot on the right).
- If desired to change the default reservation length, then you can do so by the Duration slider.
- To send a reminder of the reservation, enter an email address and/or phone number.
- If needed, enter any notes in the Note field.
- Click the Save button to make the reservation. A success message appears, and the newly-added reservation is listed on the right for the date.
If a note was added to the reservation, the Note label appears beside the name to indicate that a note exists.
- In the Table Listings view, the table is shown as reserved.
Assigning Table for a Reservation received from the Portal App
Portal app users have the ability to make reservations (see MealSuite Portal App - Making Reservations). When a reservation comes in from the Portal app, it is listed in the Reservations screen with the Reserved by Portal label (screenshot below).
When a reservation is received from the Portal app, staff will need to assign a table. To do so:
- Tap the reservation to open the table view (second screenshot below).
- Tap the table to assign. The table turns blue to indicate it has been selected for a reservation
- Click the Save button to apply your changes.
Adjusting a Reservation
- In host mode, select the Reservations tab.
- Scroll to the desired date to display the reservations on the date.
- Tap the reservation you want to adjust (first screenshot below). The screen refreshes accordingly to allow you to make the desired adjustments (second screenshot below).
- Make the adjustments as needed:
- Add or remove diners.
- Select different date.
- Select different meal service.
- Select different time.
- Select different reservation length.
- Select different table.
- Add/change/remove email address and/or phone number.
- Add note or edit existing note.
- After making your adjustments, tap the Save button to apply your changes.
Deleting a Reservation
- In host mode, select the Reservations tab.
- Scroll to the desired date to display the reservations on the date.
- Tap the reservation you want to delete (first screenshot below). The screen refreshes accordingly
- In the left panel, scroll down until you see the Delete Reservation button. Tap the Delete Reservation button and then tap Yes to the confirmation message that appears.
- Tap Yes to the confirmation message that appears. The reservation is deleted.
Reservation Update Messages
When a reservation is opened in host mode, and that reservation is modified or canceled by another user (either a POS user at another POS location or by the reservation owner via their Portal app), then appropriate messaging will appear to indicate such.
- If the reservation is cancelled, the following message appears: "This reservation has been canceled by the owner. You will be redirected to the reservation page."
- If the reservation is modified, the following message appears. "This reservation has been updated by the owner. Please review the changes before continuing."
FAQs
What happens when the diner(s) for the reservation shows?
When the diners show for their reservation, the hostess will tap the reserved table and assign the diners (as per above steps of assigning diners to a table).
What happens if a reservation is a no-show?
If a reservation is a no-show, then when the hostess opens the reservation, the button Mark As No-Show will be available (rather than Delete Reservation).
By clicking Mark As No-Show, a confirmation message appears. Clicking Yes to the message will delete the reservation to free up the table(s).
Can I prevent reservations being made for a specific meal service or a whole day?
- Yes. In the Touch Admin software, you can configure reservation settings for the dining area. Please see the following articles: Not Allowing Reservations for a Meal Service and Not Allowing Reservations for a Day of the Week.
- If your facility supports residents making reservations on the Portal app, then the Portal app can be configured to prevent reservations from being made on a specific date or a date range. Please reach out to MealSuite Support to configure. If you are MealSuite Support, refer to the following article: Configuring the Portal App for POS Orders (i.e., Paid Orders) (INTERNAL) > Enabling Residents to Make Table Reservations.
Can a reservation be made for a guest and not a diner in the system?
No. The reservation must be associated with a diner in the system.