In addition to configuring time intervals and working days, the Working Hours section allows you to create and apply Rules that apply to online reservations within specific periods.

Rules are used for:
- discounts on online reservations
- promotional conditions
- special menus / products
- campaigns active on certain days or time ranges

# How to open the Rules screen

1. Open the Reservation.Tools app
2. Select the venue from the menu
3. Go to Working Hours
4. Open the Rules tab in the top menu
5. There you will see a list of existing rules and a button: + Add Rule

## Creating a new rule

After pressing +, the “Create Rule” form opens.
Fill in the following fields:

✏ Rule Name
Enter a clear and descriptive name, for example:
- “Happy Hour”
- “Winter Dinner”
- “Wednesday Promo Menu”
- “Online Booking -10%”

![types of promotion.png](https://static.reservation.tools/website-api/types_of_promotion_e0e212accb.png)
## Types of Rules
From the Type dropdown, you can choose between three rule types:

**1. Discount**

Used when:
- you offer a percentage discount for reservations
- you want to encourage bookings in specific time slots
The Percentage (%) field must be filled in.

Examples:
- 10% for early reservations
- 20% on low-traffic days
- -15% for online bookings

**2. Promotion**

This rule type is used when there is:
- no percentage discount
- but there is a special condition or bonus

Examples:
- Free dessert
- Welcome drink
- Special set menu
- “Valid only for online reservations”
Details are entered in the description field.

**3. Product**
Used when the rule is related to:
- a specific menu
- a special event
- tasting or themed evenings

Examples:
- “Winter Dinner Menu”
- “BBQ Weekend Menu”
- “Wine Tasting Evening”

This type of rule is useful for:
- promoting special menus / events
- showing clear information to the guest
- ensuring correct expectations during reservation

# Assigning a Rule to a Working Time Period

After creating the rule:
1. Go back to the Working Hours tab
2. Select a day of the week
3. Under the time interval, there is a dropdown menu
4. From there you can select:
✔ which rule applies to that time period

![days .promotion.png](https://static.reservation.tools/website-api/days_promotion_1241080544.png)

Day                   Time                 Rule
Friday               18:00 – 22:00    Winter Dinner Menu
Wednesday      12:00 – 16:00    -10% Discount
Sunday             17:00 – 21:00    Family Promotion

# How rules appear to the guest

When a customer makes an online reservation:
- the active rule is displayed for the selected time slot
- the rule conditions are applied
- the rule is also visible in the reservation details

This ensures:
✔ the guest knows what is included
✔ the staff sees the active conditions
✔ operational mistakes are reduced

Common use cases
✔ encourage bookings during low-demand hours
✔ special offers for online reservations
✔ different menus by days or periods
✔ promotions for specific areas or seating zones



Reservation System

Creating Rules for Working Hours

Creating Rules for Working Hours in the Reservation.Tools App

Reservation.tools is a software that lets you easily manage all reservations of your restaurant, bar or club with only a few clicks

Efficient table management starts with a clear visual layout. For venues that rely on precision, coordination, and guest satisfaction, having a customizable floor plan is both convenient it is essential. The&nbsp;RT Design Module in Reservation.Tools provides an intuitive solution that gives managers and staff complete control over their space without requiring external tools or technical skills. &nbsp;<h2>The RT Design Module</h2>&nbsp;The Design Module offers a&nbsp;drag-and-drop builder that lets you recreate your venue’s floor plan with accuracy and ease. Whether you manage a cozy bistro, a multi-room restaurant, or a large venue with both indoor and outdoor seating, the module adapts to your needs.&nbsp;<h3>7 Key Features</h3>&nbsp;<ul><li>Custom tables Create tables in different shapes and sizes to reflect actual seating arrangements. &nbsp;</li><li>Labeled zones Mark areas such as bar, patio, VIP section, kitchen, or restrooms for better coordination. &nbsp;</li><li>Text and labels Add notes or descriptions to each zone or table for quick identification by staff. &nbsp;</li><li>Zone grouping Organize tables into logical groups and assign them custom names. &nbsp;</li><li>Walls and structures Draw walls directly in the builder to replicate the physical layout more realistically. &nbsp;</li><li>Photo uploads Upload unlimited images to design the most detailed, realistic, and visually appealing floor plan possible. The module lets you overlay seating elements on top of actual images, creating a near-photographic representation of your venue. &nbsp;</li><li>Date-specific layouts Create copies of your main layout that apply only to specific dates. For example, adjust the floor plan for holidays, private events, or seasonal changes, without altering the default scheme. You can store as many versions as needed, ensuring full flexibility. &nbsp;</li></ul><h2>Why It Matters for Reservation Management</h2>&nbsp;A visual floor plan is more than just a seating map; it becomes a&nbsp;real-time management tool that helps staff make quick, informed decisions during service. With the customizable layout in place, your team can:&nbsp;<ul><li>Instantly see which tables are free, reserved, or currently in use. &nbsp;</li><li>Assign guests to the most suitable table based on party size, preferences, or server zones. &nbsp;</li><li>Adjust seating arrangements on the fly during peak hours or special events. &nbsp;</li></ul><h3>&nbsp;</h3><h3>Real-Time Table Insights</h3>&nbsp;The floor plan not only displays table status, it also reflects the&nbsp;timeline of every reservation in progress. At a glance, managers and hosts can see: &nbsp;<ul><li>Upcoming reservations Tables are highlighted in light blue with a countdown progress bar showing exactly how many minutes remain until the guests arrive. As the time approaches, the status shifts to dark blue with full reservation details visible. &nbsp;</li><li>Overdue arrivals If a guest should already be at the venue but hasn’t arrived, the table begins to blink. A quick-call button appears, allowing staff to contact the customer instantly. These tables are displayed in purple to indicate urgency. &nbsp;</li><li>Occupied tables nearing turnover Tables in red signal that the average reservation time has been reached, suggesting the group may soon be ready to leave. This gives hosts foresight to manage waiting lists or walk-ins more effectively. &nbsp;</li><li>Incoming phone reservations As soon as a booking is made by phone, the floor plan updates in real time, showing the reserved table in green. &nbsp;</li><li>Walk-ins When guests arrive without a booking, the system immediately reflects the assignment of a table, keeping the plan up to date for everyone on the team. &nbsp;</li></ul><h3>Operational Advantage</h3>&nbsp;This live visual management reduces guesswork and prevents miscommunication. Instead of relying on paper notes or verbal updates, staff see everything directly on the floor plan: upcoming guests, late arrivals, occupied tables, and available seating. It enables faster reactions, smoother service, and a more professional guest experience. &nbsp;<h2>Enhanced Guest Experience Through Online Booking &nbsp;</h2>This feature is not only useful for staff, but it also improves the guest experience. During the online booking process, customers can select a preferred&nbsp;area of the venue, such as a window seat, outdoor terrace, or VIP section, depending on how you configure your layout.&nbsp;Unlike the internal floor plan used by staff, guests are not choosing a specific table. Instead, they select an&nbsp;area that matches their preferences. This distinction helps set clear expectations, reduces the risk of last-minute requests, and adds comfort to the booking process.&nbsp;<h3>&nbsp;</h3><h3>Example</h3>A guest prefers a quieter setting and selects the “VIP Area” when making their reservation online. This preference is immediately visible to the host team, who can plan seating accordingly and provide a more personalized experience without overpromising exact table placement. &nbsp;<h2>Tips for Getting the Most from Your Floor Plan</h2> A digital floor plan is only as effective as the way you maintain and organize it.&nbsp; Here are some best practices to ensure your layout always supports smooth service:&nbsp;Update regularly Keep your floor plan aligned with reality. Reflect physical changes such as moving tables, adding seasonal areas (like a summer terrace), or rearranging sections for private events.&nbsp;Use zones strategically Group tables into logical areas, whether by demand (e.g. popular window seats) or operational needs (e.g. server sections). This makes it easier to balance workloads and improves both speed and service quality.&nbsp;Label everything clearly Names and text should help staff orient themselves quickly, especially during peak hours. Descriptive labels such as “Bar Area,” “VIP,” or “Patio” reduce confusion.&nbsp;Number tables logically Where tables are physically next to each other, their numbers should follow in sequence. Consider numbering by zone for faster orientation:&nbsp;<ul><li>Zone 1: 10, 11, 12 &nbsp;</li><li>Outdoor: 21, 22, 23 &nbsp;</li><li>Or use floor-based numbering like 101, 102 for the first floor and 201, 202 for the second floor. Another option is combining letters and numbers, like A1, A2, A3, which keeps the layout intuitive. &nbsp;</li></ul>This type of numbering system allows your team to recognize table locations instantly, reducing errors and saving time during service.&nbsp; &nbsp;<h2>Final thoughts</h2>A customizable floor plan is more than a digital sketch of your venue. It is a decision-making tool that helps staff anticipate demand, manage tables in real time, and deliver a smoother guest experience. With features like color-coded statuses, live progress indicators, and flexible layouts for different dates or seasons, Reservation.Tools ensures your team is always working with accurate and actionable information.For managers, it brings structure and oversight. For staff, it simplifies coordination during peak hours. And for guests, it creates clarity and confidence when choosing their preferred areas.From small bistros to multi-room restaurants, the RT Design Module provides a balance of precision and flexibility that turns a floor plan into a practical advantage. One platform. One visual overview. Smarter table management at every stage of service.&nbsp;&nbsp;

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Customizable Foor Plan

Easily build and edit by yourself a fully customizable floor plan

For many venues, phone calls remain the primary way customers book tables. In Bulgaria, it is still the dominant reservation channel, even for restaurants that otherwise perform at a high level. Yet, the way phone reservations are often handled creates real challenges for both staff and managers. &nbsp;<h1>The pain of manual call handling</h1> &nbsp;<h3>Traditionally, when a guest calls, staff must:</h3>&nbsp;<ul><li>Write down the phone number on paper or type it manually. &nbsp;</li><li>Ask for the guest’s name and details again and again. &nbsp;</li><li>Sometimes, skip collecting contact details altogether in order to save time. &nbsp;</li></ul>&nbsp;<h3>This approach creates several problems:</h3>&nbsp;<ul><li>Lost contact information: if the guest arrives late or changes plans, the venue has no way to reach them. &nbsp;</li><li>No customer history: without proper data capture, there is no way to know if the guest is a regular, a difficult customer, or a valuable big spender. &nbsp;</li><li>Disconnected CRM: guests who book by phone are left out of the venue’s database, meaning they cannot be included in loyalty programs, marketing campaigns, or upselling opportunities. &nbsp;</li><li>Increased errors: handwritten notes or rushed manual entry often lead to mistakes in dates, times, or guest counts. &nbsp;</li></ul><h1>How Reservation.Tools solves this</h1>&nbsp;With Reservation.Tools, incoming calls are transformed into structured, efficient, and personalized interactions. As soon as the phone number is detected, the system:&nbsp;<ul><li>Cross-references the number with the existing database. &nbsp;</li><li>Automatically pulls up the customer profile, including name, contact information, visit history, staff notes, and customer rating. &nbsp;</li><li>Flags important details such as whether the guest is a high spender or has had issues in the past. &nbsp;</li><li>Pre-fills the reservation form, so staff only need to confirm or adjust details. &nbsp;</li></ul>This process eliminates repetitive questions, speeds up booking entry, and ensures every call is logged directly into the CRM. &nbsp;<h2>Example in practice</h2>&nbsp;A busy evening service. The phone rings. Instead of starting from scratch, the host instantly sees:&nbsp;<ul><li>The guest’s name:&nbsp;Mr. Ivanov &nbsp;</li><li>Past notes:&nbsp;Prefers quiet tables, once complained about slow service &nbsp;</li><li>Customer rating:&nbsp;High-value, frequent visitor &nbsp;</li></ul>The host can now say: “Good evening, Mr. Ivanov. Shall I book you in for tomorrow? We’ll make sure to prepare a quieter corner for you.”&nbsp;This not only saves time but also makes the interaction feel attentive and professional. &nbsp;<h2>Why it matters</h2>&nbsp;By connecting phone reservations directly to the CRM, venues gain:&nbsp;<ul><li>Better communication: staff can call back if guests are late or need reminders. &nbsp;</li><li>Guest insight: notes, ratings, and spending history are instantly visible. &nbsp;</li><li>Stronger loyalty: personal touches show guests they are remembered and valued. &nbsp;</li><li>Increased revenue: integrated data means phone bookers can be part of promotions, upsell campaigns, and loyalty programs.</li></ul> &nbsp;<h2>“Who is Calling” Module</h2>&nbsp;For venues that rely heavily on phone reservations, Reservation.Tools offers an additional module called&nbsp;“Who is Calling.” This lightweight application is installed on your venue’s work phone and instantly identifies incoming calls, displaying caller information directly on the device or desktop screen. &nbsp;<h3>What this integration enables:</h3>&nbsp;<ul><li>Instant recognition: as soon as the phone rings, the system matches the number with your database. &nbsp;</li><li>Full customer profile: if it’s a returning guest, their name, visit history, and saved details appear automatically. &nbsp;</li><li>Guest rating: punctuality, reliability, and spending level are visible at a glance. &nbsp;</li><li>Internal flags: markers such as “Bad Customer” display a red X, helping staff decide whether to accommodate the booking during peak hours. &nbsp;</li><li>One-click booking: the system pre-fills the reservation form, eliminating the need to write details in a notebook and retype them later. &nbsp;</li></ul>This module transforms every phone call into an opportunity for better service and smoother operations. Instead of wasting time on manual entry, staff can focus on building a personalized interaction from the first hello.????&nbsp;Tip: You can find a step-by-step guide on how to install and set up the “Who is Calling” module in our tutorial here.&nbsp;<a href="https://www.reservation.tools/how-to/who-s-calling-integration/">https://www.reservation.tools/how-to/who-s-calling-integration/</a>&nbsp; &nbsp;<h2>Google Account Synchronization</h2>&nbsp;Thanks to deep integration with Google accounts, when a guest is added in Reservation.Tools (e.g. Ivan Petrov), their name is automatically synced to your work phone’s contact list. No manual input is required by the staff. This further reduces administrative work and ensures consistency across systems.&nbsp;<h2>&nbsp;</h2><h2>Why it matters for guest experience</h2>&nbsp;Small details make a big difference. Guests notice when they’re remembered—and they especially appreciate not having to repeat themselves. By enabling phone recognition and profile retrieval, your team can deliver five-star service even during the busiest shift.This level of personalization is convenient and it’s becoming an expectation. Systems like Reservation.Tools allow you to meet this expectation without increasing workload or complexity.&nbsp;<h2>&nbsp;</h2><h2>Tips for getting the most from this feature &nbsp;</h2><ul><li>Train your team to use the information provided by guest profiles during the call, not just after the reservation is made. &nbsp;</li><li>Encourage regular data review to ensure guest preferences and notes are up to date. &nbsp;</li><li>Use CRM records to send tailored follow-up emails, birthday greetings, or loyalty offers. &nbsp;</li><li>Integrate call tracking for better reporting and visibility into call-to-booking conversions. &nbsp;</li></ul><h1>Final thoughts</h1>&nbsp;The integration of CRM tools with real-time caller recognition transforms how teams manage reservations by phone. Instead of a disconnected or manual process, your team gets a fully integrated system that’s fast, accurate, and guest-centric.In a service-driven industry, this kind of operational upgrade helps you stand out—and keeps your guests coming back.&nbsp;With Reservation.Tools, every phone call becomes an opportunity to deliver personalized, high-quality service with speed and confidence. &nbsp;

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Manage Incoming Phone Calls

Automated data entries from incoming phone calls

The&nbsp;Activity Log feature within Reservation.Tools offers a straightforward yet essential solution for improving accountability, tracking user actions, and ensuring operational transparency across your venue or venues. &nbsp;<h2>What is the Activity Log? &nbsp;</h2>The&nbsp;Activity Log is a powerful feature that provides a full record of every action taken by users in your Reservation.Tools account. Unlike a simple booking history, it captures changes across the entire system, covering reservations, clients, staff accounts, payments, and more. Every action is time-stamped, recorded in detail, and stored with both the&nbsp;previous state and the&nbsp;new state for complete transparency. &nbsp;<h2>What does the Activity Log track?</h2> The Activity Log records a wide range of events, including but not limited to:&nbsp;<ul><li>Reservations: creation, edits (time, guest count, comments), and cancellations. &nbsp;</li><li>Client data: updates to customer details such as names, phone numbers, or preferences. &nbsp;</li><li>Payments: deposits added, confirmed, or refunded. &nbsp;</li><li>User actions: new staff accounts, role changes, and administrative updates. &nbsp;</li><li>Other key settings: adjustments made in the administration panel, including integrations or venue configurations. &nbsp;</li></ul>For example: if a reservation comment is changed from “Window seat” to “Birthday dinner,” the log will show the exact modification, highlighting both the old value and the new one.&nbsp;<h2>Where can you access the Activity Log?</h2>&nbsp;The Activity Log is accessible in multiple places within the app:&nbsp;<ul><li>Administration module: A complete log of all actions across the venue. &nbsp;</li><li>Reservation editor: A history tab at the top of each reservation showing all changes specific to that booking. &nbsp;</li><li>Client profiles: A dedicated&nbsp;Activities tab, where you can see every modification related to an individual customer. &nbsp;</li></ul>This layered access means managers and staff can track activity globally or at a more detailed, case-by-case level. &nbsp;<h2>Why is the Activity Log important?</h2>&nbsp;<ol><li>Accountability By recording who did what and when, the log ensures transparency across the team. Managers can instantly see which staff member made a change, preventing misunderstandings. &nbsp;</li><li>Error tracking Mistakes happen. Whether it is an incorrect booking time or an edited payment record, the log allows you to trace back the change and restore clarity. &nbsp;</li><li>Dispute resolution If a client claims their reservation was changed without notice, the Activity Log provides an indisputable record of what was updated and by whom. &nbsp;</li><li>Operational clarity With every adjustment documented, the team always has a reliable source of truth, reducing confusion and helping the venue run smoothly. &nbsp;</li></ol><h2> Practical Example: Activity Log in Action</h2>&nbsp;Imagine a scenario where a reservation is missing, leading to a potential service disruption. Instead of guessing what went wrong, a quick review of the Activity Log reveals:&nbsp;<ul><li>Who initially created the reservation &nbsp;</li><li>Any modifications made (with timestamps) &nbsp;</li><li>Whether the booking was canceled and by whom &nbsp;</li></ul>This allows the manager to quickly address the issue, implement corrective actions, and ensure a similar mistake is avoided in the future.<h2> Tips for Maximizing the Activity Log</h2>&nbsp;<ul><li>Encourage staff to use individual login credentials to maintain precise records. &nbsp;</li><li>Regularly review the log during peak hours to ensure no unauthorized changes occur. &nbsp;</li><li>Use Activity Log data to identify workflow inefficiencies or recurring errors. &nbsp;</li><li>Communicate the purpose of the log clearly to staff to reinforce accountability without creating unnecessary pressure. &nbsp;</li></ul><h2>Final Thoughts</h2>&nbsp;Clear, documented oversight is essential for maintaining smooth operations and consistent guest service. The&nbsp;Activity Log in Reservation.Tools provides the structure you need to monitor staff actions, resolve issues quickly, and maintain complete transparency within your team.Whether you manage a single venue or coordinate multiple locations, this feature supports operational control and builds trust across your organization.With the Activity Log, you gain peace of mind knowing that every action is recorded and every detail is accounted for. &nbsp;

Activity Log

Efficient communication is one of the most important aspects of smooth operations in any restaurant or hospitality business.&nbsp;&nbsp;Reservation.Tools offers a wide range of staff notifications, which can be sent by Email, SMS (via MobiWeb, GatewayAPI, LinkMobility), or WebPush (OneSignal). Each notification type holds a specific purpose, allowing managers and staff to stay aligned and react quickly. &nbsp;<h2>How staff notifications work&nbsp;</h2>&nbsp;The Reservation.Tools app automatically sends alerts to staff members whenever key reservation events occur. These include: &nbsp;<ul><li>New reservations from external sources (website, google, third-party websites, and booking marketplaces, etc.) &nbsp;</li><li>Reservation changes (time, party size, guest notes) &nbsp;</li><li>Cancellations &nbsp;</li><li>Payments received &nbsp;</li><li>Reservations created, edited, or deleted by colleagues &nbsp;</li></ul>You can manage all notification settings from the&nbsp;Administration &gt; Venues &gt; Edit &gt; Notifications tab (desktop view). Each type of alert includes a brief explanation, allowing you to understand its purpose and intended recipient. &nbsp;While most notifications are sent to guests (e.g., confirmations, reminders, cancellations), there are also internal notifications for staff, ensuring the team stays informed at all times.&nbsp; &nbsp;<h2>Types of staff notifications</h2>&nbsp;<figure class="table" style="float:left;"><table><tbody><tr><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Notification type</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Purpose&nbsp;</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Benefit&nbsp;</td></tr><tr><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">New payment</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Notifies staff when a customer makes a deposit payment.</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Helps the team confirm that the booking is financially secured before the visit.</td></tr><tr><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">New reservation from a client &nbsp;</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Notifies the team when a guest books a table online or through the system.</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Ensures no reservation is missed and allows staff to prepare in advance.</td></tr><tr><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Reservation change by a client</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Alerts staff when a customer modifies their reservation (time, party size, notes).</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Prevents confusion and helps the team adjust resources accordingly.</td></tr><tr><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Reservation cancellation by a client</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Informs staff immediately if a customer cancels.</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Frees up the table for new bookings and prevents unnecessary preparation.</td></tr><tr><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Reservation created by a staff member</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Confirms that a colleague has entered a new booking into the system.</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Provides transparency within the team and avoids duplicate reservations.</td></tr><tr><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Reservation modified by a staff member</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Tracks when a colleague adjusts an existing reservation.</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Keeps all team members informed of the latest details, reducing mistakes.</td></tr><tr><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Reservation removed by a staff member</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Alerts the team when a colleague deletes a booking.</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Ensures everyone is aware of changes and avoids unnecessary preparation for canceled guests.</td></tr><tr><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Successful payment</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Confirms that a payment has been received.</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Gives staff confidence to finalize the booking and reduces manual checks.</td></tr></tbody></table></figure> &nbsp;<h2>Notification settings</h2>&nbsp;All notifications can be managed from the&nbsp;Administration &gt; Venues &gt; Edit &gt; Notifications tab. Here you can:&nbsp;<ul><li>Activate or deactivate each notification type. &nbsp;</li><li>Choose delivery channels (Email, Chat, SMS, WebPush). &nbsp;</li><li>Set reminders – for example, define how many minutes before the reservation the reminder should be sent. &nbsp;</li><li>Mute post-visit notifications – configure how many days to wait before sending follow-up messages to the same client again. &nbsp;</li><li>Set priority rules – Email, Chat, and SMS are sent only if the client has valid contact information. SMS is used if Chat fails.</li></ul> &nbsp;<h2>Dynamic placeholders</h2>&nbsp;To make messages personalized, Reservation.Tools uses&nbsp;text variables that are replaced with real data from the booking. Examples include:&nbsp;<ul><li>{ClientName} – customer’s name &nbsp;</li><li>{ReservationDate}, {ReservationTime}, {ReservationDateTime} – reservation details &nbsp;</li><li>{ReservationPeople} – number of guests &nbsp;</li><li>{ReservationTable} – assigned table(s) &nbsp;</li><li>{ReservationComment} – customer notes &nbsp;</li><li>{ReservationURL} – public booking link &nbsp;</li><li>{VenueName}, {VenuePhoneNumber}, {VenueEmail} – venue details &nbsp;</li><li>{PaymentAmount} – payment or deposit amount &nbsp;</li><li>{UserName} – staff member handling the reservation &nbsp;</li></ul>These placeholders ensure that every notification is clear, professional, and personalized. &nbsp;<h2>Notification channels</h2>&nbsp;<ul><li>Email: Reliable for detailed updates and suited for managers or back-office staff. &nbsp;</li><li>SMS: Best for on-shift staff who need instant updates. SMS messages are paid per country and operator, with venues preloading balance into the platform. Each SMS is limited to 160 characters (Latin) or 70 characters (Cyrillic). Longer texts are counted as multiple messages. &nbsp;</li><li>WebPush: Instant browser notifications, practical for staff working on laptops or desktops. &nbsp;</li></ul>Each alert can include dynamic fields such as guest name, reservation time, table number, or special requests. This ensures notifications always contain the most relevant details. &nbsp;<h2>Practical examples of staff notifications in action</h2>&nbsp;<h3>1. Last-minute bookings</h3>&nbsp;If your venue allows short-notice reservations, a walk-in guest might book a table for the same evening. In this case, SMS notifications alert the floor manager immediately, giving the team time to prepare the table and adjust plans. &nbsp;(Note: venues can configure a buffer period, such as two hours before service, during which online reservations are not allowed. This prevents last-minute bookings if you prefer tighter control.)&nbsp;<h3>2. Reservation adjustments</h3>&nbsp;A regular customer calls to change their booking from two to four guests. The system notifies both the host and the kitchen by email, giving them time to reset the table and adjust preparation.&nbsp;<h3>3. Real-time cancellations</h3>&nbsp;If a colleague cancels a prime dinner slot, the system instantly notifies the host. This frees the table for a new reservation or walk-in, keeping occupancy high and reducing revenue loss. &nbsp;<h2>Benefits of using staff notifications &nbsp;</h2><ul><li>Stronger coordination Everyone receives the same information at the same time. &nbsp;</li><li>Improved guest experience Better preparation means smoother service. &nbsp;</li><li>Fewer booking errors Automated updates prevent double-bookings and missed details. &nbsp;</li><li>Customizable preferences Decide who receives which updates based on roles. &nbsp;</li><li>Less stress during peak hours Staff focus on guests, not tracking information. &nbsp;</li></ul><h2>Tips for optimizing staff notifications&nbsp; &nbsp;</h2><ul><li>Use&nbsp;SMS for on-shift staff who need updates immediately. &nbsp;</li><li>Set&nbsp;different preferences for front-of-house, management, and kitchen teams. &nbsp;</li><li>Combine notifications with&nbsp;reservation tags (VIP guests, allergies, special occasions) to ensure staff are always prepared. &nbsp;</li><li>Keep notification text clear and concise to avoid confusion. &nbsp;</li></ul><h2>Did you know?</h2>&nbsp;Studies show that venues using automated staff notifications see a noticeable drop in booking conflicts and missed guest details. With communication happening automatically, your team spends less time relaying information and more time focusing on service. &nbsp;<h2>Final Thoughts</h2>&nbsp;Keeping staff updated is necessary for smooth service and guest satisfaction. With Reservation.Tools, notifications ensure that every team member has the right information at the right time, whether it is through SMS, email, or WebPush.This feature brings structure and clarity to your daily operations, reducing errors and helping your team deliver consistently high standards of service. Whether you manage a single venue or multiple locations, staff notifications keep everyone aligned and ready to provide the best possible guest experience.

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Notifications to Staff

**Notifications to staff** members about upcoming reservations or changes made to existing bookings

In hospitality operations, fast and accurate access to reservation details is essential. The Reservation System module from Reservation.Tools streamlines how teams search, sort, and manage bookings in real time. Built to support high-volume workflows, it enables front-line staff to operate with precision, reduce delays, and deliver consistent service. &nbsp;<h2>Fast and flexible search</h2>The system supports dynamic search functionality, allowing you to locate reservations using keywords, partial names, or other relevant details. Whether you need to pull up a last-minute booking, check a returning guest’s reservation, or confirm upcoming schedules, results appear instantly — reducing wait times and eliminating unnecessary steps. &nbsp;Search, filter and sort by:&nbsp;<ul><li>Customer name (full or partial)</li><li>Phone</li><li>Comments</li><li>Preferences</li><li>Booking date or time</li><li>Custom tags or keywords</li><li>Seating Area</li></ul><h3> &nbsp;</h3><h2>Prioritized view by name and time &nbsp;</h2>Advanced sorting options give teams control over how reservations are viewed. Bookings can be organized by guest name, reservation date, or time, which helps staff structure their workflow effectively. This clarity improves communication and operational flow, especially during shift changes or busy hours.&nbsp;Benefits include: &nbsp;<ul><li>Easier coordination between shifts &nbsp;</li><li>Better visibility of peak traffic &nbsp;</li><li>Improved handoffs between team members &nbsp;</li><li>Proactive guest preparation (e.g., birthdays, notes, preferences) &nbsp;</li></ul><h2> Browse and manage with ease</h2>&nbsp;The interface is designed for usability across devices, whether on desktop or tablet. Staff can scroll through current, upcoming, or past reservations without disrupting their work. The clean layout ensures that important guest information is always visible and accessible. &nbsp;<h2>Supporting a better guest experience</h2>&nbsp;Quick access to accurate information empowers staff to respond confidently to inquiries, resolve issues faster, and personalize guest interactions. A well-informed team creates a more positive guest experience and stronger service consistency.<h3>&nbsp;</h3><h2> Summary of Benefits</h2>&nbsp;<ul><li>Faster search during high-demand periods &nbsp;</li><li>Custom sorting to match team workflows &nbsp;</li><li>Intuitive interface that shortens training time &nbsp;</li><li>Improved guest engagement through better access to details</li></ul><h3>&nbsp;</h3><h3> Key Takeaways</h3>&nbsp;<ul><li>Speed matters: Rapid search results reduce pressure during busy hours. &nbsp;</li><li>Sorted views reduce friction: Organize bookings in ways that match your workflow. &nbsp;</li><li>Ease of use supports consistency: Staff can manage reservations confidently, even with minimal training. &nbsp;</li><li>Customer-first operations: Fast access to information leads to better service and stronger guest relationships. &nbsp;</li></ul><h3>Built for Efficiency</h3>&nbsp;This module is more than just a feature. It is a functional asset that reduces friction in daily operations, improves responsiveness, and enhances service standards. With streamlined search tools, smart filters, and a user-friendly design, it helps teams stay organized and responsive. With faster search, clear structure, and intuitive design, the Reservation System module enhances every aspect of front-of-house execution.&nbsp;Reservation.Tools offers faster access, smarter coordination, better service.

Module for Customer Accommodation and Quick Reservation Search and Browsing

Managing access and responsibilities across teams becomes increasingly important as hospitality businesses scale. If you own a standalone restaurant or a chain with 20 venues, your team needs clearly defined access to tools and data. When access is too broad or undefined, responsibilities overlap, errors increase, and security weakens.&nbsp; &nbsp;With clearly defined access levels and responsibilities, your restaurant operates in a more organized, secure, and efficient way. When each team member has access only to the features relevant to their role, the risk of mistakes is reduced, workflows become more efficient, and sensitive information remains protected. Whether you manage a small restaurant or a chain with multiple locations, proper user permission management helps your team stay focused, accountable, and confident in their daily tasks.&nbsp; User roles in ReservationTools enable you to ensure that your restaurant staff has access to the features they need, based on their role (i.e., viewer, staff, host, manager, or admin), to meet the specific needs of your restaurant.&nbsp;&nbsp;&nbsp;Our reservation system includes a structured, role-based permission model that reflects the actual workflows of modern hospitality teams. With five key user roles, you can create custom roles and assign the exact level of access needed, ranked from least to most privileged. &nbsp;<h2>The 5 key roles</h2> 1. Viewer&nbsp; Has read-only access within the application. Viewers can monitor reservations but cannot make any changes.&nbsp; The Viewer role allows you to: &nbsp;✔ View reservations, waitlists, and seating arrangements;✔ Check availability and upcoming bookings;✖ No modification permissions. Since Viewers cannot edit or modify information, this role is ideal for those who only need to stay informed. &nbsp;<hr>2. Host Focused on front-of-house tasks, a Host can manage seating, move reservations, and add comments, but cannot create or edit reservations. The Host role allows you to:&nbsp;✔ Check reservations and seat guests;✔ Manage waitlists, reservation statuses, and adjust table assignments;✔ View floor plans for coordinated seating arrangements;✖ Cannot create or edit reservations.&nbsp;They are restricted from accessing reports, analytics, and system settings, preventing unintended modifications.&nbsp;&nbsp;&nbsp;<hr>3. Staff Intended for active operational roles, the Staff role offers full access within the application, including reservation management, guest interactions, and communication. However, Staff members have no access to administrative settings. Most employees will be assigned the Staff role, enabling them to handle reservations while restricting access to administrative features. The Staff role allows you to: &nbsp;✔ Create, edit, and manage reservations;✔ Modify waitlists and table arrangements;&nbsp;✔ View and update seating plans;✔ Utilize all reservation-related functions. &nbsp;Staff role has access to all functionalities except admin rights, ensuring their focus remains on customer service.&nbsp; &nbsp;<hr>4. Manager Managers act as the link between front-line staff and long-term business strategy. They require more access than the Staff but do not need full administrative control.&nbsp; Managers have complete control over one or more assigned venues. They can manage users up to their level, adjust settings specific to their venue, and oversee day-to-day operations. They cannot grant administrator-level permissions or access global system settings. The Manager role allows you to: &nbsp;✔ Access to all functionalities, including admin rights, only for selected venues and passwords.&nbsp;This setup allows managers to maintain efficiency without the ability to override critical system configurations. &nbsp;<hr> 5. Administrator The top-level role with access to all settings across all venues. Administrators can manage all users, assign permissions, configure integrations, and control system-wide behavior.&nbsp;The Admin role allows you to:&nbsp;✔ Access to all functionalities, including admin rights; ✔ Access all venues under your account; ✔ Manage users, venues, and passwords; ✔ Assign user roles and set up accounts; ✔ Manage, edit, and review reservations; ✔ Modify table layouts and floor plans; ✔ Track performance metrics on dashboards and generate reports;&nbsp; ✔ Customize reservation settings and notifications. Limiting this role to trusted personnel ensures operational security and consistency.&nbsp;<hr><h2>Best practices when creating ReservationTools for Restaurant users&nbsp;&nbsp;</h2>&nbsp;Picture this: A new host accidentally deletes customer records, or a manager unknowingly changes system-wide settings. Without role-based access,&nbsp;small mistakes can lead to big disruptions. When creating new users and customizing roles, giving your employees the minimum permissions required to complete their job is essential.&nbsp;&nbsp;By assigning clear user roles, you:&nbsp;✔&nbsp;Improve security by protecting sensitive business and customer data; ✔&nbsp;Enhance efficiency by allowing staff to focus only on their responsibilities; ✔&nbsp;Reduce the risk&nbsp;of unwanted changes in your settings; ✔&nbsp;Reduce errors by restricting access to critical system functions; ✔&nbsp;Maintain accountability with clear activity tracking.&nbsp;This structure is ideal for:&nbsp;<ul><li>Large restaurants with multiple departments (e.g., front desk, reservations, operations);</li><li>Chains and hospitality groups managing dozens of locations;</li><li>Businesses with rotating or seasonal staff needing flexible access control.</li></ul>&nbsp;<hr><h2>Final Thoughts&nbsp;</h2>&nbsp;Operational efficiency starts with clarity—knowing who can do what, where, and how. A strong permission structure ensures that staff have access to exactly what they need, no more and no less. This limits risk, improves customer service, and keeps your operation running smoothly.Interested in learning how our reservation system can support your operations and enhance team coordination? &nbsp;

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User permission management

User permission management - different levels of user access (Manager, Admin, Hostess)

Managing reservations shouldn’t be limited to a single device or location. Modern restaurants need flexibility, stability, and accessibility, exactly what Reservation.Tools delivers. &nbsp;<h2>Access from Any Device Instantly</h2> Our reservation system is cloud-based, meaning it runs on a secure infrastructure and can be accessed from any device with an internet connection. Whether you're using a desktop computer in the office, a laptop behind the bar, or a smartphone while offsite, the system is always available, no manual software installations required. You can:<ul><li>Use the app directly in a browser on any device, without needing to install software &nbsp;</li><li>Download and operate it via mobile apps on&nbsp;iOS and&nbsp;Android &nbsp;</li><li>Work on&nbsp;Windows,&nbsp;macOS, and any modern operating system &nbsp;</li><li>Install the Web App on any device or operating system &nbsp;</li></ul>This provides both flexibility and speed; your team can respond in real-time to changes and bookings from anywhere. &nbsp;&nbsp;<h2>No Local Installations. No Risk of Hardware Failure. &nbsp;</h2>Unlike older, on-premise systems installed on a local machine, a cloud-based solution doesn’t depend on a specific device. If one device fails, your data and app access remain intact. This reduces operational risk significantly, compared to: &nbsp;<ol><li>On-premise systems – installed on a local server, vulnerable to damage or theft, and often harder to update. &nbsp;</li><li>Non-cloud virtual servers – offer remote hosting but lack the scale and redundancy of true cloud infrastructure. &nbsp;</li><li>Cloud hosting – enables parallel processing, no hardware limitations, and instant updates across all users and devices.</li></ol> The result is reliable performance, automatic updates, and no dependency on local hardware. &nbsp;&nbsp;<h2>One Requirement: A Stable Internet Connection &nbsp;</h2>Because the system is cloud-delivered, internet access is the only requirement. However, having a strong, uninterrupted connection is critical, especially in high-traffic service environments. &nbsp;<h2>3 Best Practices for a Reliable Connection in Hospitality Spaces &nbsp;</h2><ol><li>Use Separate Networks for Staff and Guests Many venues share one Wi-Fi network for staff operations and customer use. This can lead to congestion, slower performance, and interruptions. By separating networks, you guarantee operational systems (like your reservation app) remain unaffected by heavy customer usage. &nbsp;</li><li>Upgrade Your Router for Capacity In a full venue, outdated or underpowered routers often can't handle the load, slowing down the internet for everyone. This frustrates guests and can disrupt your workflow. Choose a business-grade router that supports multiple simultaneous connections with a good range. &nbsp;</li><li>Consider 5G as a Backup Option In areas with strong 5G coverage, a mobile internet connection can be a practical fallback. Many businesses keep a dedicated 5G-enabled device or router as a secondary access point in case of outages or network slowdowns. &nbsp;</li></ol><h2>A System That Adapts to Your Workflow</h2>&nbsp;Reservation.Tools is designed for real use: fast-paced service, multiple users, and access from different environments. Whether you’re confirming a booking from the office, adding a last-minute guest at the host stand, or reviewing trends offsite, your data is always current and synced. &nbsp;While some platforms advertise “cloud storage,” the value of Reservation.Tools is much broader. It’s much more than where the data lives—it’s about&nbsp;how the system works: elastic performance, zero local maintenance, secure access, and smooth collaboration across your team.<h2> Final Thoughts</h2> Whether you’re at the restaurant, working remotely, or on the move,&nbsp;Reservation.Tools offers you the freedom to manage your reservations without limits.&nbsp;A cloud-based system ensures&nbsp;real-time access, seamless team collaboration, and secure data storage, so you never have to worry about losing control.&nbsp;Want to experience&nbsp;true flexibility in reservation management?&nbsp;<a href="https://www.reservation.tools/contacts/">Contact us</a> to try<a href="https://www.reservation.tools">&nbsp;Reservation.Tools</a> via online access and stay connected to your business from anywhere.&nbsp;

Online Access

In hospitality, precision and timing are everything.&nbsp;Every second counts whether you're confirming a last-minute booking, adjusting a table layout, or managing cancellations during peak hours. That’s why Reservation.Tools is built on a simple principle:&nbsp;one reservation system, one version of the truth. &nbsp;<h2>Live Data Across the Team</h2>With Reservation.Tools, every action (i.e., new booking, a change in party size, or a canceled reservation) is instantly reflected across all devices logged into your account. Hosts at the entrance, managers in the office, and staff using tablets or smartphones all work with the same live information.&nbsp;<h2> Avoid Errors Before They Happen</h2> Manual updates and outdated systems create unnecessary risk: double bookings, scheduling conflicts, missed guests, and operational confusion. A real-time system eliminates these issues at the source.With instant synchronization:<ul><li>Every update is reflected immediately</li><li>All users see the same current data</li><li>Internal coordination becomes seamless</li><li>The guest experience stays smooth and professional &nbsp;</li></ul><h2>Designed for Multi-Device Environments</h2> Modern restaurants rely on multiple points of interaction: desktops, tablets, mobile phones. Reservation.Tools is built to perform across all platforms: iOS, Android, Windows, macOS through both native apps and web access. Every user is connected to a single, synchronized system, no matter where or how they access it. &nbsp;<h2>Consistent Communication, Better Service</h2> When your team shares live data, service improves naturally. Front-of-house and back-of-house staff stay aligned, guests are seated without delay, and table turnover becomes more efficient. Real-time collaboration supports better decision-making, faster adjustments, and fewer disruptions. &nbsp;<h2>Why It Matters</h2> Moving to a real-time reservation system gives your team a clear operational advantage:<ul><li>Consistent data across all users</li><li>No risk of double bookings or conflicting changes</li><li>Faster, more coordinated service</li><li>Reduced manual work and internal errors</li><li>Full compatibility across all major devices and operating systems &nbsp;</li></ul><h2>What to Consider</h2> While the advantages are clear, there are two simple requirements for success:<ol><li>Stable internet connection A reliable network ensures smooth operation. For best performance, separate your staff and guest Wi-Fi networks and consider a 5G backup option in areas with good coverage. &nbsp;</li><li>Staff onboarding For teams used to older systems, there may be a short adjustment period. Fortunately, Reservation.Tools is built with a clear, intuitive interface that makes adoption quick and easy.</li></ol><h3> Final thoughts&nbsp;&nbsp;</h3> When everyone works from the same live system, teams collaborate better, guests are served faster, and managers stay in control.If you're looking to reduce booking errors, streamline operations, and deliver a more responsive guest experience, Reservation.Tools brings all of that into one unified platform. Experience the difference real-time data makes, without changing how you work, just how well you work. <a href="https://www.reservation.tools/contacts/">Contact us</a> for a free personalized demo! &nbsp;

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Real-Time Data Update

Real time data update for all app users on all devices

Running multiple locations adds complexity, but managing reservations across them can remain straightforward.&nbsp;Reservation.Tools enables centralized control over all your venues from a single account, providing a clear, consolidated view of your operation and full command over booking activity, guest flow, and staff coordination. &nbsp;<h2>Single sign-on for all locations</h2>&nbsp;Whether managing two venues or twenty, Reservation.Tools brings everything together within a single interface. You can view availability, monitor table occupancy, and track reservation data across all branches, without switching systems or managing multiple logins. &nbsp;Key benefits of a unified dashboard include:<ul><li>Centralized access to live reservation data &nbsp;</li><li>Elimination of duplicate administrative work &nbsp;</li><li>Real-time visibility of seating capacity across all venues</li></ul><h2> Real-time oversight</h2> Reservation.Tools updates instantly across all devices. Any booking that is created, updated, or canceled appears in real time, giving you full visibility into staff activity at each location. You can step in to assist, resolve issues, or adjust schedules—without being on-site. &nbsp;This level of oversight supports:<ul><li>Consistent operations across locations &nbsp;</li><li>Faster response to last-minute booking changes &nbsp;</li><li>Efficient staff support without micromanagement &nbsp;</li><li>Insight into performance trends across venues</li></ul> &nbsp;<h2>Local autonomy, central authority</h2> Each venue can operate independently while remaining aligned with your broader strategy. Role-based access permissions let local managers handle day-to-day reservations, while you retain control over brand standards and key settings. &nbsp;This structure ensures:<ul><li>Local teams operate with agility &nbsp;</li><li>Brand consistency is preserved across locations &nbsp;</li><li>Adjustments can be made centrally without disrupting operations</li></ul>&nbsp;<h2> Smarter decisions across the network</h2> Multi-location access brings clarity to decision-making. Reservation.Tools allows you to analyze trends, fine-tune operations, and run data-informed promotions—all from one place. &nbsp;With centralized management, you can:<ul><li>Compare booking trends by location or timeframe &nbsp;</li><li>Align staffing with real demand &nbsp;</li><li>Identify underperforming venues or time slots &nbsp;</li><li>Launch location-specific offers and campaigns</li></ul><h2> Did You Know? &nbsp;</h2><h3>25% to 35% of reservations are made last-minute. &nbsp;</h3>A significant portion of reservations happens within just a few hours of dining. With real-time visibility across all venues, your team can quickly spot openings, accommodate last-minute guests, and make the most of high-demand time slots. This agility is especially valuable during weekends, holidays, or sudden shifts in foot traffic. &nbsp;<h3>Tips</h3> 1) Centralized oversight allows you to identify underperforming time slots or locations and shift marketing efforts where they’re needed most. For example, suppose one venue consistently fills up for Friday dinners but another doesn’t. In that case, you can run a time-limited offer targeted only to the quieter location — all without leaving the platform. 2) Use multi-venue access to standardize guest experience. You can ensure that reservation policies, table labeling, or guest notes are consistent across branches. This is especially useful for restaurant groups with a shared brand identity or for returning guests who expect the same experience regardless of location.&nbsp; 3) Spot staffing gaps early. By comparing live occupancy and reservation volume across locations, managers can reallocate staff in advance or flag upcoming shifts where extra hands are needed. This prevents the last-minute scrambling that affects service quality.<h2> Final Thoughts</h2> Managing multiple venues doesn’t require managing multiple systems. With&nbsp;Reservation.Tools, you can oversee operations, support staff, and serve guests with consistency—all from one platform. Whether expanding or optimizing an existing group, you’ll gain the clarity and control necessary for smooth, scalable performance. One account. Total visibility. Built for multi-location hospitality.

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Multiple Venues Management

Efficient reservation management depends on&nbsp;speed, accuracy, and clarity. While digital systems provide restaurants with real-time updates and flexibility, there are still moments during service when nothing beats the simplicity of a printed list. That’s why&nbsp;Reservation.Tools includes Quick Print, a feature designed to give your team instant access to reservation details, ready to print in just a few clicks.Quick Print bridges the gap between&nbsp;digital convenience and&nbsp;on-the-floor practicality, ensuring your staff stays organized even during the busiest shifts. &nbsp;<h2>What Is Quick Print?</h2>&nbsp;Quick Print is a tool inside the Reservation.Tools app that allows you to print your reservations in just a few clicks. Unlike the detailed printouts available from the administration panel, Quick Print is designed for&nbsp;speed and daily operations, making it easy to prepare physical lists during pre-shift briefings or right in the middle of service. &nbsp;<h2>Printing Options</h2>&nbsp;Quick Print supports two different printing formats, depending on your workflow:&nbsp;<ol><li>A4 Printouts (Standard Printer) &nbsp;</li></ol>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;✓ Generates a clean, easy-to-read list of reservations. &nbsp;✓ Ideal for shift planning, staff coordination, or as a backup during busy hours. &nbsp;✓ Includes key details such as guest names, times, tables, and notes. &nbsp;<ol><li>Thermal Printer Slips (80mm) &nbsp;</li></ol>✓ Prints reservations on small slips, similar to receipts. &nbsp;✓ Each reservation is printed as an individual ticket, which can be placed on tables or handed to staff. &nbsp;✓ Perfect for fast-moving environments, as it helps servers quickly identify reservations and guest names at the right tables. &nbsp;<h2>Why Use Quick Print?</h2>&nbsp;In a high-pressure restaurant environment, seconds matter. Quick Print is especially valuable when:&nbsp;<ul><li>Service is busy, and staff need&nbsp;instant reference without scrolling through devices. &nbsp;</li><li>Hosting outdoor events or pop-ups where&nbsp;Wi-Fi may be unreliable. &nbsp;</li><li>Managing large group reservations requiring&nbsp;coordination across multiple servers. &nbsp;</li><li>Preparing on-table slips that help staff stay ready for arriving guests.</li></ul> &nbsp;<h2>Benefits for Your Team</h2>&nbsp;<ul><li>Saves time by printing directly from the reservations list in the app. &nbsp;</li><li>Improves accuracy by eliminating handwritten notes or manual transcription. &nbsp;</li><li>Increases flexibility, since you can print from a phone or tablet if your printer is connected. &nbsp;</li><li>Supports staff training, as new team members can rely on printed lists without needing to navigate the full digital system. &nbsp;</li></ul><h2>How Quick Print Fits into Daily Operations</h2>&nbsp;Quick Print does not replace your digital reservation tools, but it complements them. The digital system ensures real-time accuracy, while printed lists or slips provide a reliable backup that keeps service running smoothly even during technical disruptions. Together, they create a balanced system that combines convenience with dependability.&nbsp;Think of it as having a&nbsp;dual safety net:&nbsp;<ul><li>Digital for live changes and guest communication. &nbsp;</li><li>Print for operational clarity during peak service.</li></ul>&nbsp;<h2> Key Takeaways</h2>&nbsp;<ul><li>Quick Print allows fast printing of reservations directly from the app. &nbsp;</li><li>Supports both&nbsp;A4 standard printouts and&nbsp;80mm thermal printer slips. &nbsp;</li><li>Reduces errors, saves time, and boosts coordination during service. &nbsp;</li><li>Ideal for both high-volume restaurants and venues that need reliable offline support.</li></ul> Reservation.Tools makes reservation management more efficient, and with Quick Print, your team is always prepared, organized, and ready to deliver exceptional guest service.

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Quick Print

Quick print of the reservations for the day

The online reservation form in Reservation.Tools is activated from the venue’s Administration panel. 
From there it can be:
✔ added to a website
✔ shared on social media
✔ used as an automatic link in chat messages
 
## Accessing the Administration Panel
1. Open Reservation.Tools
2. From the menu in the top-right corner select: 
👉 Administration
This opens the account administration panel.

## Selecting a Venue
1. In the left-hand menu select: 
👉 Venues
2. Choose the venue you want to configure
3. Click Edit Venue

## Opening the “Integrations” Section
1. In the venue menu select: 
👉 Integrations
3. A list of all available integrations will be displayed.

![reservation form 1.png](https://static.reservation.tools/website-api/reservation_form_1_ba79e0498c.png)
## Activating the “Reservation Form”

Find the tile:
🟩 Reservation Form
Under it there is a note that the form can be integrated:
- into a website
- into a Facebook page

To activate it:
✔ click Add
or
✔ Configure, if it is already active
After activation the status becomes:
🟢 Active

### What is generated after activation
Once the form is activated, the system generates:
✔ a link to the online reservation form
✔ embed code for websites
✔ a link for social networks
✔ a link for automatic chat replies

### **Using the form on a website**
The form can be:
- embedded in a page
- opened in a new window
- added as a “Reserve” button

### **Using the form in social networks**
The link can be placed:
✔ in Instagram bio
✔ in the Facebook “Reserve” button
✔ in the Google Business profile
✔ in TikTok bio

### **Using the form as an automatic message**
It can be sent automatically in:
- Messenger
- Instagram Direct
- WhatsApp
- Chat bots

Example message:
“Hello 👋
Thank you for your inquiry!
You can make a reservation here:
👉 [reservation form link]”

This way:
✔ the guest makes the reservation themselves
✔ they select only available time slots
✔ the request goes directly into the system

**Recommendations**
Before sharing the form:
✔ make sure working hours are configured
✔ check rules and exceptions
✔ create a test reservation

**Links to the Online Reservation Form**
After activating the Reservation Form in the Administration panel, two buttons / links appear.
They have different purposes and are used in different channels.

**“Form Widget Setup Page”**
This button is used when you want to:
✔ copy the link for the form
✔ add the form to a website
✔ place a “Reserve” button on a page
This is the website link.

Typical use cases:
- embedding in a page
- opening in a new window
- “Book / Reserve” button
- landing pages

This link is intended for:
👉 official websites
👉 partner websites
👉 portals and directories

**“Live Preview”**
This is a link for directly opening the form.
It is suitable for:
✔ social networks
✔ chats
✔ automatic replies

**Recommended for:**
- Facebook Messenger
- Instagram Direct
- WhatsApp
- TikTok chat
- Viber
- auto-responders



Online Reservation Form

Accessing the Administration Panel and Activating the Online Reservation Form

All settings related to the venue’s working hours are configured directly in the Reservation.Tools application.

# Accessing the “Working time” screen

1. Open the Reservation.Tools app.
2. From the menu in the top-right corner, select the venue.
3. From the list of options, tap “Working Time”.

![working time.png](https://static.reservation.tools/website-api/working_time_9537d68322.png)

On this screen you can manage:
- the working hours for each day of the week
- the time intervals available for reservations
- active and inactive days
- assigned menus / periods

At the top of the screen there is a “Save” button. It is used to confirm and apply all changes.

![working time by day.png](https://static.reservation.tools/website-api/working_time_by_day_8b8403ea2d.png)
## How the settings for each day are organized

The days of the week are listed one below the other.
For each day you can see:
- whether it is enabled (Open) or disabled (Closed)
- the configured time intervals
- a button for adding a new interval ( + in the top right corner)

**When the day is “Open”**
Below the day name, the active working time intervals are displayed.
For each interval you can configure:
- opening time
- closing time

You can add:
- a single working interval for the day, or
- multiple separate periods (for example lunch + dinner)
- using the “Add Interval” button.

**When the day is “Closed”**
For that day:
- online reservations are not accepted
- no available time slots are shown in the reservation forms
- customers cannot submit a booking request

Example of multiple intervals in one day
You can configure:
08:00 – 10:30
17:00 – 22:00

This is useful for:
- lunch breaks
- split working shifts
- seasonal service schedules

## When and where the changes are applied
After pressing “Save”:

**✔ In the online reservation form on the website**
Changes are applied:
👉 immediately (within seconds)
Customers only see the currently active time slots.

**✔ In social media and online booking links**
(Facebook / Instagram “Reserve” button, QR codes, booking links)
Changes are also applied:
👉 immediately
All external booking buttons use the updated working hours from the system.

**✔ In the Google integration (Google Maps + Google Search)**
Changes are synchronized:
👉 the same day or at the latest on the next working day

Important note:
Google may temporarily display the old working hours
however, it will not allow reservations outside the new valid intervals
customers will still see correct available booking slots
This is normal behavior of the Google synchronization process.



Setting up the working time

Setting up the working time in the Reservation.Tools app

Even in a digital-first economy,&nbsp;cash payments remain a common and preferred option for many customers—especially for local venues and high-demand reservations that require in-person confirmation. With&nbsp;Reservation.Tools, you can efficiently manage and track&nbsp;offline deposits by recording them directly in the system.&nbsp;Whether a customer walks in to secure a table for a special event or wants to leave a deposit in advance, the cash payment option allows you to keep all payment records centralized and updated in real time.&nbsp;<h2>How It Works</h2>&nbsp;When a guest visits your venue to leave a deposit in cash, your staff can quickly:&nbsp;<ol><li>Open the reservation in the app &nbsp;</li><li>Select&nbsp;“Add Payment” &nbsp;</li><li>Choose&nbsp;“Cash” as the payment method &nbsp;</li><li>Mark the reservation as&nbsp;paid &nbsp;</li></ol>This simple process eliminates paper-based tracking or separate notes, ensuring that all deposits—whether online or offline—are reflected in the same system. Paid reservations will appear in&nbsp;orange, allowing you to easily differentiate between confirmed and pending bookings.&nbsp;&nbsp;<h2>Benefits for Venues That Accept Cash</h2>&nbsp;<ul><li>Centralized Tracking: Even if a customer pays outside of digital channels, the reservation status remains accurate and visible across your system. &nbsp;</li><li>No Missed Deposits: With the ability to log cash transactions directly, you avoid mistakes or forgotten manual entries. &nbsp;</li><li>Streamlined Front-of-House Operations: Host staff can verify payment status at a glance, without asking guests to provide receipts or confirmation. &nbsp;</li><li>Useful for Special Events and Advance Bookings: For occasions like New Year’s Eve or private parties, when cash deposits may be required by a certain deadline, staff can easily confirm payment status in-app. &nbsp;</li></ul>&nbsp;<h2>Use Cases</h2>&nbsp;Cash payments are commonly used for:&nbsp;<ul><li>Advance deposits for high-traffic dates &nbsp;</li><li>On-site reservations &nbsp;</li><li>Walk-in guests confirming a future booking &nbsp;</li><li>Events requiring physical presence before confirmation &nbsp;</li></ul>For example, if your venue requires a deposit by a fixed date for a major event, guests can visit in person, pay in cash, and receive confirmation on the spot. Staff simply mark the payment in the app, ensuring a smooth and verifiable process.&nbsp;&nbsp;<h2>Enabling Cash Payments in Your System</h2>&nbsp;To use this feature, you must first activate&nbsp;cash as a payment method from your admin panel:&nbsp;<ol><li>Go to&nbsp;Venues &gt; Settings &gt; Integrations &nbsp;</li><li>Enable&nbsp;Cash Payments in the list of available options &nbsp;</li></ol>Once enabled, this method will appear in the reservation workflow alongside card and bank payment options.&nbsp;&nbsp;<h2>Why It Matters</h2>&nbsp;Cash payments may seem straightforward, but without proper tracking, they can lead to errors, confusion, or disputes.&nbsp;Reservation.Tools solves this by treating all payment types equally within the system. Whether the transaction is digital or offline, your team has full visibility into who paid, how they paid, and when.By recording offline payments in the same system used for card and bank transactions, you maintain operational consistency and improve accountability.&nbsp;Bring structure and clarity to your in-person transactions. Enable and manage cash payments through Reservation.Tools to keep every reservation secure and fully accounted for, regardless of how the deposit is made. &nbsp;

Cash payments

Cash payments let you organize all offline deposits

Accepting&nbsp;online card payments is one of the most efficient ways to confirm reservations and reduce no-shows. With&nbsp;Reservation.Tools, you can instantly send payment links to clients, giving them a fast, secure, and convenient way to pay their deposit or full amount—directly from any device.This feature automates the entire process: as soon as the customer completes the card transaction, the reservation is automatically marked as&nbsp;paid within your system. No manual work is required from your staff. &nbsp;<h3>How It Works</h3>&nbsp;When you confirm a reservation or create a payment request, the system generates a&nbsp;dedicated payment link. You can send this link to the customer via SMS or email, depending on the preferred communication channel. Once opened, the client will see:&nbsp;&nbsp;<ul><li>The reservation details &nbsp;</li><li>The total amount due (e.g. deposit or cancellation fee) &nbsp;</li><li>A secure card payment form &nbsp;</li></ul>After successful payment, the status of the reservation changes to&nbsp;paid, and the customer receives confirmation immediately. Paid reservations appear in&nbsp;orange, making them easy to identify and manage.&nbsp;This level of automation improves your internal processes, reduces staff workload, and provides a more professional experience for your guests. &nbsp;<h3>Benefits for Your Business</h3>&nbsp;<ul><li>No Manual Tracking Card payments are recorded in real-time, so your team doesn’t need to manually verify or mark payments. &nbsp;</li><li>Fewer No-Shows Requiring a card deposit creates stronger booking intent and improves attendance rates. &nbsp;</li><li>Faster Confirmation Payments can be made and confirmed within seconds, which is especially useful for high-demand reservations or short-notice bookings. &nbsp;</li><li>Customizable Settings You can control when and how payment links are sent, and configure different amounts depending on the reservation type, group size, or event. &nbsp;</li></ul><h3>Use Cases: Deposit, Prepayment, and Cancellation Fees</h3>&nbsp;Online card payments can be used for various payment types:&nbsp;<ul><li>Deposit: A fixed or per-person amount collected to secure the table. &nbsp;</li><li>Full Prepayment: Used for special events, menus, or private dining where full payment is required upfront. &nbsp;</li><li>Cancellation Fee Authorization: Block a set amount on the card and only charge it if the customer cancels late or fails to arrive. &nbsp;</li></ul>These options provide flexibility while helping you protect revenue, especially during peak periods or for premium services.<h3>&nbsp;</h3><h3> Cancellation Fee Handling (Optional)</h3>&nbsp;Online payments can also be used to manage&nbsp;cancellation policies. You can set a&nbsp;fixed cancellation fee or a&nbsp;per person amount. When the customer confirms the reservation, they agree to the cancellation terms, and a pre-authorized amount is blocked on their card. If they cancel late or fail to show up, the venue can capture the fee. Otherwise, the block is released if the reservation is honored or cancelled on time.This setup helps protect your venue against last-minute no-shows while creating a more professional and predictable booking experience. &nbsp;<h3>Customer Experience&nbsp;</h3>&nbsp;From the guest’s point of view, the process is intuitive and seamless. There is no need to log in, download an app, or contact the venue. They simply click the link, review their reservation, and complete the payment using any major credit or debit card.Your branding can be reflected on the payment page, providing a consistent and trustworthy customer journey. &nbsp;<h3>Add Payment Links to Notifications</h3>&nbsp;The payment link can be added to: &nbsp;<ul><li>Reservation confirmations</li></ul>&nbsp;<ul><li>Payment-specific notifications</li></ul>&nbsp;<ul><li>Staff alerts</li></ul>&nbsp;<ul><li>Manual messages &nbsp;</li></ul>You can generate the link directly from the reservation or from the&nbsp;New Payment section under&nbsp;Settings &gt; General.&nbsp; &nbsp;<h3>Why Online Card Payments Matter</h3>&nbsp;With card payments being the preferred method for most clients globally, offering this option is a competitive advantage. It helps reduce friction, eliminate cash handling, and support faster decision-making by your staff.&nbsp;By using&nbsp;Reservation.Tools' integrated online card payment feature, you ensure:&nbsp;<ul><li>Secure transactions through certified payment processors &nbsp;</li><li>Real-time updates across all systems &nbsp;</li><li>More reliable reservations and fewer cancellations &nbsp;</li><li>Improved operational efficiency for your front-of-house team &nbsp;</li></ul>Offer your guests a modern, secure, and convenient way to confirm their bookings. Enable online card payments today and streamline your reservation workflow from start to finish.

Online card payments

Online card payments will allow you to send a payment link to the customers, where they will see the reservation and the amount due, with the option to pay it. Payments are automatically marked as paid in the app.

Collecting deposits for reservations is a key part of managing high-demand time slots and special occasions. With&nbsp;Reservation.Tools, you can now enable&nbsp;Online Bank Payments as an additional method for handling prepayments and reservation confirmation deposits.&nbsp;This feature allows you to attach a secure payment link to every reservation. When you confirm a booking or manually request a deposit, the system generates a link that can be sent directly to the customer. From this link, the customer can view all available payment options—including&nbsp;bank transfer,&nbsp;cash, or&nbsp;card—and complete the deposit at their convenience.<h3>&nbsp;</h3><h2> How It Works</h2> When bank payment is selected, the system provides the client with clear bank details and payment instructions. Once the transfer is made and appears in your online banking, your staff can manually mark the reservation as&nbsp;paid by bank within the app. This gives you a simple and trackable way to manage offline payments while staying organized within a digital system.&nbsp;Reservations paid by bank remain&nbsp;pending until the payment is confirmed, allowing you to track which bookings are still waiting for deposit. Paid reservations are highlighted in&nbsp;orange, making it easy for your team to see the status at a glance.If a customer fails to complete the payment within the required timeframe, you can cancel the reservation. This ensures that only serious bookings are confirmed and helps prevent no-shows during peak hours or special events.&nbsp;&nbsp;<h2>Flexible Payment Channels: Card, Cash, and Bank</h2>&nbsp;Each reservation supports multiple payment options:&nbsp;<ul><li>Card: The fastest and most automated method. Once paid by card, the reservation is instantly marked as paid. &nbsp;</li><li>Bank: Customers receive the payment details and complete the transfer via online banking. &nbsp;</li><li>Cash: In-person payments can be collected ahead of time and manually marked by your team. &nbsp;</li></ul>You decide which methods to offer depending on your internal policies. For example, during high-demand periods such as&nbsp;New Year’s Eve, you may require all deposits to be paid at least a week in advance via cash or bank transfer.<h3>&nbsp;</h3><h2> Full Integration and Automation</h2>&nbsp;All payment actions are fully integrated with your reservations dashboard. You can:&nbsp;<ul><li>Track pending, paid, or cancelled reservations in real-time. &nbsp;</li><li>Generate custom payment links directly from the app. &nbsp;</li><li>Automatically include the payment link in client notifications. &nbsp;</li><li>Use filters to segment reservations based on payment status. &nbsp;</li><li>Customize settings per venue from the General Settings &gt; Payments section. &nbsp;</li></ul>With this functionality, you retain full flexibility without the chaos of tracking deposits manually.&nbsp;&nbsp;<h2>A Professional Payment Experience for Your Customers</h2>&nbsp;From the customer’s side, the process is smooth and simple. They receive a branded payment page with the required payment methods, reservation details, and any special instructions. The layout matches your venue’s image, helping build trust and ensuring a consistent experience.&nbsp;By offering&nbsp;Online Bank Payments along with card and cash options, you give your guests more choice, your team more clarity, and your business more control.

Online bank payments

Online bank payments will let you organize payments coming from the bank

Reservation.Tools is an official partner of Reserve with Google, a feature that helps restaurants, nightclubs, bars, and pubs secure more reservations directly from Google Search and Maps. With millions of people searching for places to eat and drink every day, being visible and bookable at the very moment they are making a decision has never been more important.&nbsp;&nbsp;<h2>What is Reserve with Google?</h2>&nbsp;Reserve with Google is part of Google’s business services, allowing potential clients to book a table at your venue directly from search results. When a user finds your restaurant on Google Search or Maps, a clear, easy-to-use “Reserve a Table” button appears alongside your business information. With a few taps, the reservation is confirmed—without the customer needing to visit your website or call your staff. The interface is mobile-friendly, fast, and trusted by users worldwide.&nbsp;<h2>Why it matters</h2>&nbsp;Restaurants often underestimate the importance of visibility on Google. Studies consistently show that customers are far more likely to choose a venue that allows instant, frictionless booking. If you're not offering direct reservations via Google, you may be missing out on a significant percentage of local searches that convert into actual bookings.&nbsp;This integration increases your visibility where it matters most, helping attract more guests and directly contributing to&nbsp;higher booking volumes&nbsp;and&nbsp;revenue. As part of our commitment to delivering complete service, we enable this functionality for all clients at no additional cost.&nbsp;Our team will handle the entire setup so your venue can start receiving reservations through Google with minimal effort. Once activated, guests can view real-time availability and confirm their booking without leaving the search page.&nbsp;Reservation.Tools ensures that it doesn’t matter whether a booking comes from Google, your website, or by phone—once it enters our system, it’s treated the same way. Your staff sees every reservation in one unified format, with no manual entry or channel confusion. &nbsp;<h2>What is Reserve with Google?</h2>&nbsp;Reserve with Google is a service that allows restaurants to accept direct reservations through Google Search and Google Maps. When a venue is integrated with an official partner, a “Reserve a Table” button appears directly in its Google listing.&nbsp;See the screenshot below.&nbsp;&nbsp;<figure class="image image-style-align-center image_resized" style="width:35.66%;"><img src="https://static.reservation.tools/website-api/image_d611055fdc.png"></figure>&nbsp;With just a few clicks, guests can then choose the number of people, date, and time <img class="image_resized" style="width:50%;" src="https://static.reservation.tools/website-api/image_02c2f77e39.png">Then, you can view all available seating zones (e.g., garden, indoor, terrace).&nbsp; <img class="image_resized" style="width:33.19%;" src="https://static.reservation.tools/website-api/image_344d4fc649.png">&nbsp;Once they complete the reservation, there is no need to re-enter their details on future visits.&nbsp;&nbsp;<img class="image_resized" style="width:50%;" src="https://static.reservation.tools/website-api/image_3e2e897c39.png">&nbsp;The app supports live availability, which means your restaurant’s real-time table status is automatically reflected on Google. If a time slot or zone is fully booked, it appears greyed out. There’s no manual intervention required from your staff. Reservations can be confirmed automatically or approved manually, depending on your preference. In either case, the customer receives an immediate confirmation or approval notification. &nbsp;<img class="image_resized" style="width:50%;" src="https://static.reservation.tools/website-api/image_8f4d95f9bb.png"><img class="image_resized" style="width:50%;" src="https://static.reservation.tools/website-api/image_97db38fa12.png">&nbsp;And that’s it!&nbsp; &nbsp;<h2>Why it matters for high-volume restaurants</h2>&nbsp;In many countries, the reservation culture still heavily favors direct interaction, especially over the phone. However, nearly half of digital reservations now come from Google and websites combined. That’s a significant opportunity. Being visible and bookable on the world’s most-used search engine is not only convenient for customers, but also drives conversion from people actively searching for where to dine.&nbsp;One of our long-term clients,&nbsp;Jägerhof, integrated Reserve with Google several years ago. Today, with over 12,000 reviews with great ratings, and a continuously high volume of reservations, their success illustrates the power of being visible and bookable directly through Google’s ecosystem. &nbsp;<h2>All channels lead to one app</h2>&nbsp;One of the key strengths of Reservation.Tools is its&nbsp;channel-agnostic reservation logic. Whether a booking comes via:&nbsp;<ul><li>Google Search or Maps,</li><li>Your official website’s reservation form,</li><li>Incoming phone calls (with caller identification and CRM integration),</li><li>Or third-party marketplaces, &nbsp;</li></ul>…every reservation is routed to the same centralized app. For your hosts and management team, it no longer matters where the booking originated. All reservations appear in a unified dashboard, are processed the same way, and follow the same operational workflow. This simplifies staff training, reduces errors, and ensures no reservation is overlooked.&nbsp;Our philosophy is simple:&nbsp;bookings from multiple channels, processed in a single, streamlined app. &nbsp;<h2>Real-time table availability&nbsp;</h2>&nbsp;Reserve with Google works hand-in-hand with your venue’s live availability, which means customers see actual, up-to-date booking options. You can even display specific zones of your venue like your garden area, indoor lounge, or rooftop terrace, allowing guests to choose their preferred seating at the time of booking.Unavailable times or fully booked zones are displayed as inactive, preventing overbooking and reducing staff workload. &nbsp;<h2>Practical benefits for restaurant owners</h2>&nbsp;<ul><li>Increased booking volumes Customers searching for restaurants on Google are high-intent users. Turning them into paying guests with one click increases conversion rates and reduces reliance on third-party marketplaces. &nbsp;</li><li>Improved visibility Having the “Reserve a Table” button next to your business listing gives you a competitive advantage, especially when compared to competitors without direct booking options. &nbsp;</li><li>Operational efficiency No need for your staff to manually input Google reservations. The app handles it automatically. &nbsp;</li><li>Enhanced guest experience Instant reservations, real-time availability, and the option to choose seating zones improve customer satisfaction. &nbsp;</li></ul><h2>Bonus: flexible approval and CRM sync</h2>&nbsp;For guests who return often, their contact details and preferences are stored automatically. There’s no need to retype names, numbers, or preferences. If you’re using our CRM integration with Google Contacts, even the caller ID on your phone will show the customer’s name as stored in the app, without your staff doing anything.&nbsp;<h2>Final thoughts</h2>&nbsp;Reserve with Google is a direct way to connect active searchers with your venue, cut out friction, and enhance the overall guest experience. Combined with our centralized approach and deep integration with phone, CRM, and marketplace channels, it helps top-performing restaurants keep control without adding complexity.To get started with Reserve with Google or to see how it works in action, contact us here or explore how other high-end venues are using it to stay fully booked, efficiently.

Reserve with Google

Reservations from Google Search and Google Maps

Your website is often the first place potential customers visit to learn about your venue. Turning those visitors into actual reservations is critical to your success. One of the most effective ways to achieve this is by integrating a professional, customizable reservation form directly onto your website. At Reservation.Tools, we help restaurants, bars, and event spaces maximize their online traffic by offering streamlined, fully branded booking forms.&nbsp;&nbsp; &nbsp;<h2>Why Offer Direct Reservations on Your Website?</h2>&nbsp;Third-party marketplaces and Google listings bring visibility, but they should complement, not replace, your own direct channels. The most independent and reliable booking channel you can build is your website. By encouraging guests to reserve directly, you:&nbsp;<ul><li>Maintain full control over the customer experience &nbsp;</li><li>Avoid paying commissions to external platforms &nbsp;</li><li>Collect valuable customer data first-hand &nbsp;</li><li>Strengthen your brand with a seamless, professional booking interface &nbsp;</li></ul>Guests who land on your website are already interested in your venue. Guiding them to book directly reduces friction, increases conversions, and ensures you are not dependent on third-party vendors for your core reservations. Over time, training customers to use your website as the primary booking channel creates a more sustainable and profitable reservation flow.<h2> Customizable Form to Match Your Brand</h2>&nbsp;Reservation.Tools offers a&nbsp;fully customizable reservation form that can be adapted to reflect your venue’s style, colors, and branding. Whether your website is minimalist or visually rich, the form will blend in naturally, creating a smooth and consistent experience for your visitors.From fonts and button styles to layout and color schemes, every element of the form can be tailored to match your existing website design.<h2> Key Features of the Online Reservation Form</h2>&nbsp;<ul><li>Name, phone number, and email fields for customer identification &nbsp;</li><li>Drop-down menus to select date, time, and party size &nbsp;</li><li>Optional fields for special requests, preferred dining area, or custom notes &nbsp;</li><li>Real-time availability synchronization, ensuring that customers can only choose available time slots and seating zones &nbsp;</li><li>Confirmation messages (email or SMS) to customers and staff &nbsp;</li></ul>By offering a user-friendly, mobile-optimized form, your guests can make reservations easily, whether they are on a desktop, tablet, or smartphone.<h2> Centralized Booking Management</h2>&nbsp;As with reservations coming from Google Search, phone calls, or third-party marketplaces, every reservation made through your website form is automatically routed to your centralized Reservation.Tools system. Your staff can view all reservations in a single interface, regardless of the source, which reduces workload and potential errors.This unified approach ensures that your team does not need to manually track the origin of each reservation. Everything is handled seamlessly.<h3>&nbsp;</h3><h2> Operational Benefits for Your Business</h2>&nbsp;<ul><li>Increase direct reservations with no third-party commission fees &nbsp;</li><li>Enhance your website’s functionality and user experience &nbsp;</li><li>Save staff time by automating reservation collection &nbsp;</li><li>Minimize overbooking through live availability updates &nbsp;</li><li>Strengthen your CRM database with directly collected customer data &nbsp;</li><li>Offer a professional impression from the first website visit to the confirmed booking &nbsp;</li></ul><h2>Trusted by Leading Venues</h2>&nbsp;Many of our clients, including established restaurants and high-traffic venues, have reported a clear increase in bookings after integrating our online reservation form. By combining Google bookings, phone integrations, and website reservations in a single system, they streamline their operations and improve service quality.<h3> &nbsp;</h3><h2>Ready to Add Online Reservations to Your Website?</h2>&nbsp;At Reservation.Tools, we provide the integration as a&nbsp;standard service to all our clients, at no extra cost. Whether you have an existing website or are planning a redesign, our team can help you implement the form quickly and professionally.&nbsp;If you are interested in enhancing your Google Search reservations as well, learn more about our&nbsp;Reserve with Google integration click <a href="https://www.reservation.tools/features/reserve-with-google/">here</a>. Make your website work harder for your business. Convert visitors into loyal guests with a professional reservation system. <a href="https://www.reservation.tools/contacts/" target="_blank" rel="noopener noreferrer">Contact us</a> today to activate your online reservation form.

Online Reservations from Your Website Form

Get online reservations from your own Website booking form

This feature allows customers to make a reservation using different online platforms. You can&nbsp;take advantage of the social media platforms' large user base&nbsp;and allow customers to book&nbsp;directly through your social media pages.&nbsp;Online reservations from Facebook, Instagram, and Booking marketplaces offer a seamless and convenient experience for your customers, allowing them to easily book a table without having to call you or visit your website.

Facebook and Instagram Bookings

Online Reservations from Facebook, Instagram and Booking Marketplaces

Managing reservations efficiently requires precision. The&nbsp;Live Availability Checker from Reservation.Tools gives you full control over your venue’s table availability in real-time, across every booking channel.Whether a reservation comes from your website, Google Search, or direct phone calls, the system updates automatically. Your staff and customers always see accurate availability, without manual adjustments, without the risk of overbooking, and without confusion.&nbsp;Unlike basic booking tools, the Live Availability Checker serves as a centralized dashboard for your entire reservation network. It allows you to restrict bookings by time slot or specific areas (such as VIP zones or terraces), track table status live, and ensure customers can only reserve tables that are free.By using our Live Availability Checker, your venue becomes easier to manage, and your customers enjoy a smoother reservation process, regardless of how they book. &nbsp;<h2>What Is the Live Availability Checker?</h2> The Live Availability Checker is a centralized tool that ensures your venue's availability is always up to date across all booking channels. Whether a customer books via your website, Google, or over the phone, the system automatically updates your availability in real-time. Each time a reservation is created, modified, or canceled, the system adjusts instantly, displaying only accurate, current options to your future guests. This avoids overbooking and keeps your team in control. &nbsp;<h2>Key Features of the Live Availability Checker &nbsp;</h2><ul><li>Real-Time Availability Updates The system reflects booking changes instantly across all channels, preventing double-bookings. &nbsp;</li><li>Channel Synchronization Centralized management of reservations from phone calls, website forms, Google Search, and marketplaces. &nbsp;</li><li>Visual Table Management Track table occupancy in real-time and view available slots directly within your dashboard. &nbsp;</li><li>Zone and Slot Control Restrict or limit reservations for specific zones (such as terrace, VIP areas, or private rooms) or time slots during peak periods. &nbsp;</li><li>Table-Specific Rules Set custom rules for each table to optimize usage. For example, a table for ten can be configured with a minimum booking size of five, preventing small parties from occupying larger setups unnecessarily. Guests booking for two will only see tables that match their party size, ensuring efficient allocation of space.&nbsp; &nbsp;</li><li>Customer-Facing Accuracy Guests only see available tables, improving their booking experience and reducing abandoned reservations.</li></ul><h3>&nbsp;</h3><h2> Why Does Real-Time Availability Matter?</h2>&nbsp;Offering guests live availability is more than a technical upgrade. It directly improves operational efficiency and customer satisfaction:&nbsp;<ul><li>Guests get immediate feedback on available slots, reducing booking friction. &nbsp;</li><li>Staff spend less time manually checking reservations or adjusting bookings. &nbsp;</li><li>The risk of accidental double-booking is eliminated. &nbsp;</li><li>Overbooked periods can be closed off to avoid service issues. &nbsp;</li><li>Business owners can react to demand by adjusting table visibility on the fly. &nbsp;</li></ul>In practice, this tool serves as your digital host, managing capacity across every reservation channel. &nbsp;<h2>Centralized Control Across Booking Channels</h2>&nbsp;One of the most powerful benefits of the Live Availability Checker is the&nbsp;unified booking management. No matter where a reservation originates - Google Search, your online form, or direct phone calls, your availability is automatically adjusted within the system.&nbsp;Staff no longer need to track individual reservations manually. Everything feeds into one centralized schedule, streamlining operations and reducing the likelihood of human error.For more details on how we unify reservation channels, you can read our article about&nbsp;handling phone and Google bookings in a single system.<h2> Optimize Table Usage and Maximize Profits</h2>&nbsp;With full control over table availability and booking limits, your management team can optimize table turnover and balance workload during busy hours. You can choose to:&nbsp;<ul><li>Close reservations for fully booked time slots automatically. &nbsp;</li><li>Limit access to certain zones during high-demand periods. &nbsp;</li><li>Adjust table capacity settings instantly for special events or operational changes. &nbsp;</li></ul>These controls help protect your service quality while maximizing your revenue potential. &nbsp;<h2>Enhance the Customer Booking Experience</h2>&nbsp;By providing your guests with&nbsp;only available options, the Live Availability Checker helps build trust and improve satisfaction. Customers appreciate transparent, straightforward booking processes without back-and-forth confirmations.Whether your guest books via Google, your website, or directly by phone, the experience is unified and accurate.<h2> Trusted by Leading Restaurants and Venues</h2>&nbsp;Our Live Availability Checker is already used by leading restaurants, hotel dining areas, and event spaces across Bulgaria and beyond. Many report increased booking volumes and better customer satisfaction after implementing this tool as part of their Reservation.Tools system. &nbsp;<h2>Activate the Live Availability Checker at No Extra Cost</h2>&nbsp;Reservation.Tools provides the Live Availability Checker as a&nbsp;standard feature in our reservation management system. Once activated, your team will have full control over availability across all channels without additional complexity. &nbsp;<h4>Ready to modernize your reservation management? &nbsp;</h4>Contact us to enable the Live Availability Checker for your venue and offer your guests a seamless, real-time booking experience.

Live Availability Checker

Live Availability Checker to prevent overbooking

# The integration with Google allows:

✔ receiving online reservations directly from Google Maps
✔ receiving reservations from Google Search
✔ synchronizing working hours and available booking slots
For the integration to work correctly, it is necessary to first enter the venue’s contact details accurately.

![contacts.png](https://static.reservation.tools/website-api/contacts_8d961811d5.png)
## Entering the venue contact details
Access path:
👉 Menu → Venues → General
There you will find the Contacts section.

The following fields must be filled in:
Required fields
✔ Review URL (link to the Google Business profile)
✔ Phone number
✔ Email
✔ Coordinates
✔ Address

## Where to get the coordinates from

The coordinates are copied directly from Google Maps:
1️⃣ Open the venue in Google Maps
2️⃣ The coordinates are visible in the browser address bar
3️⃣ Copy the numeric values

Example format:
51.50765, -0.12801
They are entered into the Coordinates field.

## Why it is important that the data is filled in correctly

Accurate data ensures:
✔ correct linking of the venue with the Google profile
✔ correct address and location display
✔ avoiding duplicated venue records
✔ accurate directions for customers
✔ preventing reservation assignment errors

**Very important rule**
The venue name in Reservation.Tools must be exactly the same as the name in Google.

This includes:
- capital and lowercase letters
- spacing
- symbols
- dashes / hyphens

Because Google matches the profile based on:
✔ name
✔ coordinates
✔ address
If one of these does not match, the integration may fail.

## Activating the integration
After the contact details have been entered:
1️⃣ Open the Integrations menu
2️⃣ Select Reserve with Google
3️⃣ Click Activate

After activation, the following options become available:
- working hours settings
- reservation synchronization
- zone / area integration (if applicable)

What happens after activation
Customers can now make reservations:
✔ directly via Google Maps
✔ via Google Search
and all reservations:
✔ enter the system automatically
✔ follow the working hours and rules
✔ are available for tracking and reporting

**Recommendation**

Before activating the integration:
✔ check the working hours settings
✔ configure exceptions if needed
✔ make sure the reservation form is working
✔ create a test reservation

This ensures a smooth connection between:
🔗 Reservation.Tools
🔗 Google
🔗 Your venue

Google Maps and Google Search Integration

Integration of the venue with Google Maps and Google Search

Booking Channels

Seating is one of the most frequent and high-pressure tasks in busy venues. Unlike reservations, which are made in advance, seating happens the moment a guest walks in. For restaurants, nightclubs, and bars, this process is repeated dozens or even hundreds of times per evening. In some cases, like nightclubs, multiple hosts may be seating guests simultaneously during peak hours. If this process is slow or confusing, the entire guest experience and even revenue can suffer. &nbsp;<h2 style="text-align:justify;">The psychology of arrival</h2>&nbsp;The first impression starts the moment a guest walks in. Research shows that guests form opinions about a venue within the first 60 seconds. A smooth, confident seating process sets the tone for the evening, while delays or confusion create frustration before a single drink or dish is served.&nbsp;&nbsp;For example, if a couple waits five minutes at the entrance, their perception of the night may already decline, no matter how good the food or music is later.&nbsp;In addition, the kitchen and bar cannot begin serving until the guest is seated. If the door is backed up, the entire operation slows down. This makes seating not just a front-of-house task but a bottleneck that impacts the whole service chain. &nbsp;<h2 style="text-align:justify;">Finding Reservations Instantly</h2>&nbsp;When a guest arrives and says, “Reservation for Ivan at 7 PM,” the host should be able to locate the booking in seconds. Reservation.Tools makes this possible through:&nbsp;<ul><li>Advanced filtering by name, phone number, time, or even custom comments. &nbsp;</li><li>Sorting and grouping reservations by time or alphabetically by guest name. This eliminates the frustration of flipping through notebooks or scrolling endlessly on outdated systems.</li></ul><h2 style="text-align:justify;"> Visual Seating Assistance</h2>&nbsp;Once the reservation is found, the app highlights its location on the venue’s floor plan with a smooth animation. This visual guide benefits both staff and guests: &nbsp;<ul><li>Staff members can quickly locate the correct table, even if they are new or unfamiliar with the layout. &nbsp;</li><li>Guests see a professional and elegant process, reinforcing confidence in the venue’s organization. &nbsp;</li></ul><h2 style="text-align:justify;">Handling Peak Hours</h2>&nbsp;In busy venues, seating may happen&nbsp;100 times in a single evening, and often many of those occur at once. Nightclubs and large restaurants rely on multiple hosts working in parallel. Reservation.Tools supports this reality by: &nbsp;<ul><li>Keeping all hosts synchronized in real-time. &nbsp;</li><li>Ensuring no duplicate seating occurs. &nbsp;</li><li>Providing a fast, intuitive interface designed for high-volume operations.</li></ul> &nbsp;<h2 style="text-align:justify;">The Hidden Revenue Impact of Slow Seating &nbsp;</h2>Delays don’t just affect guest satisfaction; they also reduce revenue. In peak hours, a delay of even 2–3 minutes per party adds up. Multiply this by 100 seatings in a nightclub, and you could lose an entire seating cycle across multiple tables.In venues with high turnover, such as nightclubs, this could mean an entire seating cycle is missed. Faster seating means tables turn over on time, guests are happier, and revenue is maximized.Faster seating = more covers = more revenue. &nbsp;<h2>Special Seating Scenarios That Add Pressure &nbsp;</h2>Not all guests are the same. Hosts juggle: &nbsp;<ul><li>Walk-ins vs. reservations: balancing unexpected arrivals with confirmed bookings. &nbsp;</li><li>VIPs and regulars: the system should highlight these so staff can add a personal touch. &nbsp;</li><li>Overstays: seeing which tables are already turning helps hosts promise realistic wait times.</li></ul> &nbsp;<h2 style="text-align:justify;">Why It Matters</h2>&nbsp;Seating is the first impression a guest receives after stepping through the door. A smooth, efficient, and visually clear process sets the tone for the entire visit. By facilitating this step, Reservation.Tools helps venues handle peak demand, reduce errors, and deliver an experience that feels seamless for both staff and guests. &nbsp;<h2>How Reservation.Tools Transforms Seating &nbsp;</h2>Reservation.Tools addresses the above-mentioned challenges with features built specifically for high-volume, high-pressure environments: &nbsp;<ul><li>Smart filters and search: instantly find reservations by name, phone number, time, or notes. &nbsp;</li><li>Sorting and grouping: view bookings by hour or guest name for quick access. &nbsp;</li><li>Visual floor plan with animations: staff can immediately locate a reservation on the layout, even if they are new to the venue. Guests can see it too, adding a professional touch.&nbsp; &nbsp;</li><li>Parallel processing: multiple hosts can seat guests at the same time without interfering with each other. &nbsp;</li><li>Speed: seating that once required flipping through notebooks now takes seconds, even during the busiest hours.</li></ul> &nbsp;<h2>Final Thoughts &nbsp;</h2>Seating is not a minor detail. It is a high-frequency, high-impact process that shapes guest impressions, controls revenue flow, and sets the pace for the entire service operation. By giving staff the tools to seat guests in seconds, Reservation.Tools turns a stressful bottleneck into a smooth and professional experience, benefiting both the venue and its customers. &nbsp;Remember: Reservations bring guests in, but seating is what turns a booking into a real experience. By making seating fast, accurate, and visually intuitive, Reservation.Tools allows venues to handle high volumes without stress, ensuring guests start their evening on the right note. &nbsp;

seating.svg

Easy seating

Easy seating using various reservation statuses

We offer a customized floor plan design for each venue, allowing users to easily manage their reservations.&nbsp;Our Floor plan view enables users to zoom in and out, providing a detailed overview of the venue’s layout. The app&nbsp;differentiates table statuses by color-coding, making it easy to identify available, occupied, and reserved tables.&nbsp;&nbsp;The Visual Table Layout provides you with a clear understanding of your venue’s seating arrangements. Whether you're a restaurant owner, manager, or host, the Reservation Tool app makes it easy to manage reservations and provide an exceptional guest experience.&nbsp;For your convenience, you can switch between three views: Search list, Floor plan, and Scheduler.&nbsp;

interface.svg

Visual Table Layout in a Floor Plan

User-friendly and intuitive interface with a Visual Table Layout

Managing reservations should not be a source of stress for your team. In a busy restaurant, every reservation is the first step in shaping the guest experience and maximizing revenue potential. Yet many venues still struggle with outdated methods, including paper notes, messy spreadsheets, and confusing third-party apps, which lead to overbookings, no-shows, and lost opportunities.&nbsp;&nbsp;Industry studies show that restaurants with streamlined digital reservation systems see up to 25% more confirmed bookings and 30% fewer no-shows, simply by improving how reservations are managed.Reservation.Tools was built to bring these results to your business. Creating a booking is fast, intuitive, and flexible, allowing staff to focus on hospitality rather than paperwork. &nbsp;<h2>Two Simple Ways to Book</h2>&nbsp;With Reservation.Tools, adding a booking takes seconds, not minutes. The system offers two simple, intuitive options so your staff can work the way they prefer. &nbsp;<h3>1) Click on a table &nbsp;</h3>Just tap the desired table on your digital floor plan to start the process immediately. &nbsp;<ul><li>perfect for quick walk-ins or on-the-spot bookings;</li><li>see table availability in real-time for faster decision-making;</li><li>avoid seating conflicts by visualizing the entire layout at a glance. &nbsp;</li></ul>Example: A busy Friday night, a guest walks in without a reservation. With just one tap, the host can book a table on the spot while seeing which tables will free up soon. &nbsp;<h3>2) Use the reservation form &nbsp;</h3>The dedicated form is connected directly to your RT database.&nbsp; &nbsp;<ul><li>start typing the guest’s name, and the system instantly suggests existing clients;</li><li>with one click, details like name, phone number, and notes are auto-filled;</li><li>reduce errors and speed up the process by eliminating repeated data entry. &nbsp;</li></ul>Benefit: Returning guests feel recognized and valued when staff already know their details and preferences.<h2> Edit Reservations</h2>&nbsp;You can edit existing reservations with just one click. If any changes are necessary, you can&nbsp;easily update all the information entered, and even transfer the reservation to the waiting list if needed. &nbsp;<h2>Close Reservations</h2>&nbsp;In the event that you need to close a reservation, our app offers you several options to choose from, including:&nbsp;• Client didn’t show up;• Canceled by the customer;• Canceled by the venue.&nbsp;The selected reason will be accurately recorded in our database under the specific reservation and client's name, ensuring clear and organized record-keeping.&nbsp;&nbsp;<h2>Flexible for Any Group Size &nbsp;</h2>Whether you are seating two guests or a large party, the system adapts. &nbsp;<ul><li>Add multiple tables to a single reservation;</li><li>Host unlimited guests in one booking;</li><li>Assign guests to zones such as terrace, bar, or VIP areas. &nbsp;</li></ul>This flexibility ensures that no request is too complex to handle. &nbsp;<h2>Customization for Better Service &nbsp;</h2>Each reservation can be enriched with details that personalize the guest experience: &nbsp;<ul><li>Special preferences (e.g., smoking area, favorite dish, deposit collected). &nbsp;</li><li>Special notes: Birthdays, anniversaries, or requests for specific servers. &nbsp;</li><li>Staff comments: Internal notes for better coordination. &nbsp;</li><li>Zone assignments for clear planning. &nbsp;</li></ul>With this information readily available, your team can prepare in advance and deliver a seamless experience. &nbsp;<h3>New: Separate Child Tracking &nbsp;</h3>Guests with children often have specific needs, especially in venues with playgrounds or family areas. Reservation.Tools now lets you enter the number of children separately from adults. This makes it possible to: &nbsp;<ul><li>Plan more accurately for seating arrangements and high chairs. &nbsp;</li><li>Forecast child-related demand in reporting and analytics. &nbsp;</li><li>Provide better service in child-friendly venues, such as restaurants with kids’ zones. &nbsp;</li></ul><h3>New: Menus Attached to Reservations &nbsp;</h3>Some occasions require more preparation than simply reserving a table. The system now allows you to attach menus directly to a reservation in three flexible ways: &nbsp;<ol><li>Rich text menu: write or paste formatted text, similar to editing in Word. &nbsp;</li><li>File upload: attach a PDF or document with menu details. &nbsp;</li><li>Photo upload: snap a picture of a handwritten or printed menu and upload it directly. &nbsp;</li></ol>This is ideal for special offers, set menus, or pre-ordered group dinners. Staff can review the menu before the event, and the kitchen can prepare in advance, reducing stress during peak service.&nbsp;<h3>New: Promotions Within the Reservation Form</h3>The reservation form is not just for collecting guest details, it can also support your marketing strategy. With built-in promotion settings, you can highlight special offers directly in the booking process. &nbsp;<ul><li>Time-based promotions: Apply discounts or offers for specific hours of the day, such as early dinners or late-night sessions. &nbsp;</li><li>Day-specific promotions: Activate promotions for certain days of the week during set time slots. &nbsp;</li><li>Clear display in the calendar: Guests see “20%” or “Promo” directly on the calendar, making special offers visible at a glance. &nbsp;</li><li>Detailed descriptions: When selecting a time, the system shows the full promotional details so customers understand the benefit before confirming. &nbsp;</li></ul>This feature ensures promotions are seamlessly integrated into the booking flow, encouraging guests to choose available time slots while boosting restaurant occupancy during off-peak hours. &nbsp;<h1>Smart Reservation Settings &nbsp;</h1>The app also includes configurable rules that help optimize table usage and reduce scheduling conflicts: &nbsp;<ul><li>Time intervals – define the smallest bookable slot (e.g., 15 or 30 minutes). &nbsp;</li><li>Average and maximum duration – set realistic table turnover expectations. &nbsp;</li><li>Auto-complete – automatically close unconfirmed reservations after a set time. &nbsp;</li><li>Auto-expire – release tables if guests do not arrive within your chosen interval. &nbsp;</li></ul>These tools give you more control while minimizing manual follow-up. &nbsp;<h2>Capacity Management by Time Slot &nbsp;</h2>Reservation.Tools also helps manage guest flow by allowing you to set&nbsp;maximum capacity limits per time interval. For example, you can configure the system to accept no more than 50 arriving guests between 17:00 and 18:00. Once that threshold is reached:&nbsp; &nbsp;<ul><li>Online bookings for that exact time slot are automatically blocked, while nearby slots (e.g., 17:15 or 17:45) remain open. &nbsp;</li><li>Staff taking phone reservations receive a warning that the slot is over capacity and are prompted to suggest an alternative time. &nbsp;</li></ul>This approach smooths out peak traffic by spreading arrivals more evenly across the evening. The result is less pressure on hosts, servers, and the kitchen, while guests enjoy faster seating, better service, and an overall improved dining experience. &nbsp;<h2>Example of Time &amp; Cost Savings &nbsp;</h2>Let’s say your team spends&nbsp;30 seconds extra per booking when entering details manually. &nbsp;<ul><li>Bookings per day: 100 &nbsp;</li><li>Extra time wasted: 50 minutes/day &nbsp;</li><li>Monthly total: ~25 hours wasted &nbsp;</li></ul>By automating guest lookups and using tap-to-book features, Reservation.Tools&nbsp;saves your team an entire workday each month time that can be spent on improving guest service instead.&nbsp;<h1>Final Thoughts &nbsp;</h1>With Reservation.Tools, reservations are created in seconds and managed with precision. From instant client lookups to flexible seating and automated rules, the system eliminates unnecessary steps, ensuring your venue runs smoothly.Simple. Fast. Reliable. That is how modern reservation management should be.&nbsp;Making reservations is a breeze with our app. You have two easy options: simply click on the desired table or use the dedicated reservation form. The reservation form connects to your RT database, and as you type the first letter of the client's name, a list of names appears. This allows you to&nbsp;choose from existing clients and automatically fills in their details such as name and phone number. You can add as many tables as needed to a single reservation and accommodate an unlimited number of guests. Customisation options include&nbsp;adding specific client’s preferences (e.g., smoker, deposit, etc.), comments, and venue zones. Additionally, our system offers reservation settings, such as: the time interval, average and maximum reservation duration, as well as auto-complete and auto-expire intervals (in minutes).

Create, Edit and Close Reservations at Ease

Making reservations is a breeze with our app. You have two easy options: simply click on the desired table or use the dedicated reservation form. vations at Ease

The “Reservation Notifications” module allows full control over the automated messages that the system sends for different events related to reservations, customers, and payments. Through it, the administrator can define when, what, and through which channels messages are sent, as well as edit their content using dynamic variables.

![norifications .png](https://static.reservation.tools/website-api/norifications_8dba7f3e74.png)

Administration → Venues → Edit Button → “Reservation Notifications” tab

Here you configure all message templates (SMS/Email/WebPush) that the system sends automatically for various events in the booking process.

# What is the notifications table?

**1) Enabled**
✔ enabled — the system sends this notification when the event occurs
☐ disabled — the event is ignored (nothing is sent), regardless of selected channels

**2) Notification Type**
This is the event that triggers the message.
Under each type there is a Help icon — clicking it provides additional details about the event.

**3) Notification (Chat, SMS)**
This field contains the SMS text, if the SMS channel is enabled.
Important:
- SMS is a paid channel, according to the customer’s mobile operator pricing.
- Every 160 Latin characters or 57 Cyrillic characters are billed as one SMS. If even one character is Cyrillic, the entire SMS is counted as Cyrillic.
- If the text is long, the system shows a warning (for example “you will be charged for 2 SMS”), because billing depends on message length.
- The system supports multiple SMS providers. For Bulgaria, the LinkMobility channel currently offers the best prices.

**4) Notification (Email)**
The Email template, if the Email channel is enabled.
Email is a free channel and allows longer and clearer communication.

**5) Channels**
Defines through which channels the message is sent for this trigger:
- Email (free)
- SMS MobiWeb (paid)
- SMS GatewayAPI (paid)
- SMS LinkMobility (US, BG) (paid)
- WebPush / WebPush OneSignal (push notifications to staff/devices — depending on configuration)

**Important: a message is sent only when BOTH are true:**
“Enabled” = ON
At least one channel is selected

![notification settings.png](https://static.reservation.tools/website-api/notification_settings_b9a77af5b3.png)

**Additional settings available below:**
“Reservation reminder (minutes before)” — how many minutes before the reservation time to send a reminder
“Completed reservation notification suppression” — number of days to avoid sending repeated “Completion” notifications to the same customer (prevents spam) 
“Notification Variables ” — placeholders (e.g. {VenueName}) automatically replaced with actual values such as customer name, reservation date, etc.

# All Notification Types - when they are sent and to whom

1. Reservation Cancellation
Sent when a reservation is cancelled after being created.
Recipient: customer (Email/SMS).
Purpose: inform the customer that the reservation is no longer active.

2. Reservation Completion
Sent when a reservation is marked as completed / visit finished.
Recipient: customer (Email/SMS).
Purpose: collect feedback and rating via {ReviewURL}.
Important: long SMS warning may appear → possible billing for multiple SMS segments.

3. Reservation Confirmation
Sent when the reservation is confirmed by the venue/system.
Recipient: customer (Email/SMS).
Purpose: assures the customer the reservation is accepted, including date/time ({ReservationDateTime}).

4. Reservation Expiration
Sent when a reservation expires — typically when not confirmed within time limits.
Recipient: customer (Email/SMS).
Purpose: notify that the reservation is no longer valid.

5. Reservation Rejection
Sent when the reservation is rejected by the venue.
Recipient: customer (Email/SMS).
Purpose: official refusal notification.

6. Reservation Reminder
Sent a configured number of minutes before the reservation time.
Recipient: customer (Email/SMS).
Purpose: reduce no-shows and improve planning.

7. Reservation Creation
Sent when a staff member creates a reservation.
Recipient: internally to staff (WebPush OneSignal).
Purpose: real-time internal notification.

8. Customer created reservation
Sent when a customer submits a reservation request pending confirmation.
Recipient: venue/staff (Email/SMS/WebPush).
Purpose: prevent missed requests and speed up confirmations.

9. Reservation Removal
Sent when a staff member deletes a reservation.
Recipient: internal (WebPush OneSignal).
Purpose: transparency and audit trail ({UserName}).

10. Reservation Modification
Sent when a staff member edits a reservation.
Recipient: internal (WebPush OneSignal).
Purpose: change tracking and control.

11. Customer modified reservation
Sent when a customer edits their own reservation.
Recipient: venue/staff (Email/SMS/WebPush).
Purpose: allow timely response to changes.

12. New Payment
Sent when a deposit/payment is initiated.
Recipient: customer (Email/SMS).
Purpose: inform about due amount ({PaymentAmount}) and provide payment link via {ReservationURL}.

13. Succeeded Payment
Sent after a payment is successfully received.
Recipient: customer (Email/SMS) and/or internally to staff (if WebPush enabled).
Purpose: confirmation and accountability.

----------------------
# Text Variables - what they mean
Variables are placeholders automatically replaced with reservation/venue data:
{ReservationTime} Time of Reservation
{ReservationDate} Date of Reservation
{ReservationDateTime} Date and Time of Reservation
{ReservationShortDate} Date and Time of Reservation
{ReservationPeople} Reservation party size
{ReservationTable} Reservation tables
{ReservationComment} Reservation comment
{ReservationToken} Reservation Token
{ReservationURL} Reservation public URL
{ReviewURL} Link to leave a review
{MarketingOptInURL} Link to subscribe to marketing messages
{VenueName} Venue name
{VenuePhoneNumber} Venue phone number
{VenueEmail} Venue E-mail
{ClientName} Customer Name
{UserName} Username
{PaymentAmount} Payment amount 

**Important:**
SMS cost - keep SMS templates short. If the system shows “2 SMS”, you pay double per notification.
SMS balance - visible on the Admin Dashboard. You will be notified when it gets low. It is topped up manually.

We distinguish customer notifications vs internal notifications:
- customer: Confirmation / Reminder / Cancel / Review / Payment
- internal: Created / Modified / Removed / Client Modified

Use {ReviewURL} only where appropriate (usually on “Reservation Completion”).
Proper notification management turns the booking system into an automated communication channel between the venue and the customer — reducing missed reservations, improving customer experience, and maximizing feedback value without extra cost or manual work.

# General Venue Information
The “General Information” section is located at:
**Settings → Venues → Edit Venue → Basic → General **
It contains the core venue settings used across the entire booking system — reservations, notifications, payments, working hours, and reports. Correct configuration is CRITICAL for stable and predictable behavior.

**Name**
Displayed in:
- customer messages (Email and SMS)
- system notifications
- reservation and feedback pages
The value is used in text variables such as {VenueName}.

**Country**
Used for:
- determining available SMS providers
- phone number validation and formatting
- applying local rules and regulations

**Currency**
Used for:
- payments and deposits
- displaying amounts in emails and SMS
- populating {PaymentAmount}

**Time Zone**
All of the following depend on the time zone:
- reservations
- reminders
- notifications
- automated events
- Incorrect time zone may cause:
- reminders at wrong time
- incorrect dates/times in messages

**Template**
Defines only the visual layout of the venue floor plan:
- table appearance
- colors, shapes, styles
- layout and scaling
It does NOT affect booking logic or availability.

**Opens At**
Used for:
- limiting bookable time slots
- customer interface display
- validation when creating reservations

**Closes At**
Used to:
- prevent reservations outside working hours
- calculate correct end times
- manage night intervals (if enabled)

The “General Information” section defines the venue’s identity, time logic, and key operational parameters. All other modules rely on these settings — they must be configured carefully from the start.


![contacts.png](https://static.reservation.tools/website-api/contacts_c9fe2a182e.png)

# Venue Contacts
The “Contacts” section is also located under
**Settings → Venues → Basic**

These contact details are actively used in:
- notifications
- emails and SMS
- feedback pages
- integrations

## **Available Contact Types**

**Phone**
Used for:
- customer interfaces
- customer communication
- text variable {VenuePhoneNumber}

**Email**
Used for:
- official contact email
- email communications
- system messages

**Website**
Used for:
- public venue information
- quick access from customer pages

**Address**
Used for:
- location display
- customer orientation
- Google/Maps integrations

**Review URL**
The most important field for rating management.
Represents:
- direct link to Google review page
- Used in:
- SMS
- Emails
- feedback pages

{ReviewURL} variable
Without a Review URL:
- customers will not be redirected to Google
- no public reviews will be collected

“score > 8 → Google” logic will not work

**Coordinates**
Used for:
- precise geolocation
- future maps, navigation, and integrations



Booking Notification Management 

Table Management

Building Trust and Reducing No-Shows &nbsp;Customer notifications are the most impactful touchpoints in the reservation process. They shape the guest experience before, during, and after a visit, and play a crucial role in reducing no-shows, improving communication, and strengthening loyalty. Every message is carefully planned to provide clarity, reassurance, and engagement.&nbsp;Every reservation is a potential sale, and every missed one becomes lost revenue.&nbsp; When guests fail to show up, that table remains empty, staff time is wasted, and revenue is lost. Automated notifications prevent this by reminding guests, confirming details, and maintaining clear communication at every stage of the booking cycle. &nbsp;<h2>Why customer notifications matter</h2>&nbsp;Timely communication improves customer satisfaction and helps venues operate smoothly. A confirmed reservation builds confidence, while a well-timed reminder prevents empty tables. Post-visit messages can make a one-time visitor a returning guest. Notifications are a marketing opportunity.&nbsp; &nbsp;&nbsp;<figure class="table" style="float:left;"><table><tbody><tr><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Notification type</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Purpose</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Benefit</td></tr><tr><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Reservation confirmation</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Confirms booking details such as date, time, and party size.</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Builds trust with the guest and reduces uncertainty.</td></tr><tr><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Reservation reminder</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Sent before the visit to remind guests of their booking.</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Minimizes no-shows and ensures customers arrive on time.</td></tr><tr><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Reservation update</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Notifies clients if any booking details are changed.</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Keeps customers informed and avoids misunderstandings.</td></tr><tr><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Cancellation notice</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Confirms that the reservation has been canceled by the guest or venue.</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Prevents confusion and allows guests to plan accordingly.</td></tr><tr><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Rejection notice</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Informs the guest if the venue cannot accept the booking.</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Provides clarity and prevents disappointment upon arrival.</td></tr><tr><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Expiration notice</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Alerts the customer if their booking has expired due to inactivity.</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Frees up tables while keeping communication transparent.</td></tr><tr><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Thank-you message</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Sent after the visit, thanking guests for dining.</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Encourages reviews, feedback, or loyalty program sign-ups.</td></tr><tr><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Payment notifications</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Request deposits or confirm successful payments.</td><td style="border:1pt solid #000000;padding:5pt;vertical-align:top;">Secures the booking financially and reassures guests that their payment has been processed.</td></tr></tbody></table></figure> &nbsp;<h2>&nbsp;</h2><h2>The Impact of Thank-You Messages</h2>&nbsp;Thank-you messages are more than a polite gesture. They are a strategic opportunity to extend the relationship beyond the visit and create long-term value. Unlike reminders or confirmations, which serve a single function, post-visit communication can generate feedback, strengthen reputation, and build loyalty. There are three main ways venues can benefit from thank-you messages: &nbsp;<ol><li>&nbsp;Collecting Feedback</li></ol>A thank-you note can include a short feedback form, often created with simple tools like Google Forms. This helps identify service gaps early and address negative experiences before they escalate into poor online reviews. By gathering feedback directly, managers gain insights into what works well and where improvements are needed. &nbsp;<ol><li>Encouraging Reviews</li></ol>If guests are generally satisfied, the same thank-you message can direct them to leave a review on platforms such as Google, TripAdvisor, or Facebook. Positive ratings boost visibility, attract new customers, and increase trust in the venue. The timing here is crucial, as guests are most likely to leave a review when the experience is still fresh. &nbsp;<ol><li>Driving Loyalty and Repeat Visits</li></ol>Thank-you messages can also include an invitation to join a loyalty program or subscribe for exclusive promotions. This creates an ongoing relationship with the guest, increases retention, and extends the value of each visit. Over time, a well-timed thank-you note can turn one-time visitors into regular customers. Every campaign you run for discounts, special menus, or events gains greater value when combined with thank-you messages. A single SMS can transform a guest into a reviewer, a source of feedback, or a repeat visitor, multiplying the return on your marketing efforts. &nbsp;<h2>Delivery channels</h2>&nbsp;Notifications can be delivered through multiple channels, depending on the guest’s available contact information: &nbsp;<ul><li>Email: Ideal for detailed confirmations and updates. &nbsp;</li><li>SMS: Used as a reliable fallback if chat messages fail, ensuring no guest misses critical updates. &nbsp;</li></ul>This multi-channel approach ensures that important messages always reach the customer. &nbsp;<h2>Timing &amp; Frequency of Notifications</h2>When you send matters as much as what you send.&nbsp;Standard reminder flow:&nbsp;<ul><li>Confirmation: Immediately after booking &nbsp;</li><li>Reminder: 2 hours before the reservation &nbsp;</li></ul>&nbsp;<h2>Channels That Work Best</h2>&nbsp;<ul><li>SMS → Highest open rate, ideal for confirmations and reminders. It comes at a cost depending on the customer's phone operator. &nbsp;</li><li>Email → Better for longer content, promotions, and upselling opportunities. It's free.</li></ul> &nbsp;<h2>Best practices for effective customer notifications</h2>&nbsp;<ol><li>Keep messages clear and concise – guests should instantly understand the purpose. &nbsp;</li><li>Personalize content – using names, reservation details, or tailored offers increases engagement. &nbsp;</li><li>Send reminders at the right time – typically 24 hours and a few hours before the reservation. &nbsp;</li><li>Leverage thank-you messages – ask for a Google review, feedback, or loyalty sign-up when the experience is still fresh. &nbsp;</li><li>Ensure consistency – use the same tone of voice across all notifications to strengthen brand identity. &nbsp;</li></ol><h2>Final thoughts&nbsp;</h2>&nbsp;Customer notifications are more than simple reminders. They build confidence, reduce missed reservations, and create opportunities to engage with guests beyond the initial booking. By combining confirmations, reminders, updates, and thank-you messages, venues ensure that every step of the guest experience is supported with clear communication.&nbsp;When done consistently and across the right channels, notifications reduce no-shows while also strengthen relationships, turning first-time visitors into loyal customers.&nbsp;

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Customer Notifications

Notifications and reminders for clients delays and reservation expiration

Reduce the number of no-shows and enhance customer loyalty towards your brand and services.&nbsp;The RT app allows to create and personalize SMS and email reminders for your clients regarding their reservations. You have full control to customise the content of the message to include details about the reservation status, such as cancellation, confirmation, completion, expiration, rejection, or reminder.&nbsp;Additionally, you could specify how far in advance you want to send the reminder before the reservation time. Using the client's name, you can tailor the message to make it more personal.

Reservation Notifications for Clients – SMS & Email

Not all guests are the same, and your staff often knows this instinctively.&nbsp;Some visit frequently and spend generously, while others book once and never return. Some clients are loyal, polite, and easy to serve, while others may frequently cancel or disrupt service. Having a structured way to capture these impressions helps your team make better decisions and provide more consistent service. That is exactly what the&nbsp;Customer Rating feature in Reservation.Tools delivers. &nbsp;<h2>A Simple Five-Star System</h2> The customer rating option allows you to evaluate guests using a simple&nbsp;five-star rating system. Each rating is stored within the CRM database, alongside key details such as: &nbsp;<ul><li>Reservation history (dates, group size, frequency).</li><li>Spending habits.</li><li>Preferences and special requests. &nbsp;</li></ul>The rating is visible in two key places: &nbsp;<ol><li>Clients section (Administration module): Staff can review ratings, history, and preferences at a glance. &nbsp;</li><li>Reservation form: The rating appears automatically next to the client’s name, making it easy to reference when creating or editing a booking. &nbsp;</li></ol>This gives your team instant insight into the type of guest they’re serving. &nbsp;<h2>Why Ratings Matter</h2>&nbsp;<ul><li>Identify reliable customers Reward loyal guests with priority seating or special promotions. &nbsp;</li><li>Spot high-risk behavior Frequent no-shows or late cancellations can be flagged for deposits or stricter policies. &nbsp;</li><li>Support staff awareness New team members can learn from past experiences logged in the system instead of relying solely on word-of-mouth. &nbsp;</li></ul><h2>Better Service Through Context &nbsp;</h2>Ratings are not about labeling guests, but about giving staff the context they need to serve better. A five-star guest with dietary preferences might deserve extra attention, while a lower-rated guest may require a firmer cancellation policy. Either way, decisions are made with confidence and consistency. &nbsp;<h2>Real-World Examples</h2>&nbsp;<ul><li>Five-star guest A loyal diner who visits twice a month, always orders premium wine, and tips generously. Staff can prepare a personalized greeting and prioritize them for peak-time bookings. &nbsp;</li><li>Three-star guest Occasional visitor with average spend. They might receive mid-level promotions to encourage repeat visits. &nbsp;</li><li>One-star guest A diner with multiple no-shows or poor behavior. Staff may require a deposit before confirming new reservations. &nbsp;</li></ul>By categorizing customers this way, you create a&nbsp;balanced strategy rewarding loyalty while minimizing risk. &nbsp;<h2>How to Rate Customers Fairly &nbsp;</h2>Consistency is key when assigning ratings. Suggested criteria include: &nbsp;<ul><li>Visit frequency → How often do they return? &nbsp;</li><li>Spending level → Do they order premium items or stick to basics? &nbsp;</li><li>Reliability → Do they arrive on time and honor bookings? &nbsp;</li><li>Engagement →&nbsp;Do they respond positively to staff and promotions? &nbsp;</li></ul>Establishing these guidelines ensures fairness and helps staff align on what qualifies as a five-star vs. a one-star guest.<h2> Using Ratings for Proactive Service</h2>&nbsp;Ratings aren’t just for record-keeping; they’re a tool to improve future interactions. For example:&nbsp;<ul><li>Flagging VIPs so staff can prepare their favorite table or dish. &nbsp;</li><li>Identifying at-risk regulars whose rating has dropped, prompting a personalized follow-up. &nbsp;</li><li>Automatically segmenting customers into marketing lists based on rating. &nbsp;</li></ul>This transforms customer ratings into a&nbsp;proactive service and retention strategy, not just an internal note. &nbsp;<h1>Final Thoughts</h1>&nbsp;The Customer Rating feature empowers your team to move beyond one-size-fits-all service. By combining objective booking data with subjective staff experience, your venue gains a clearer picture of every guest. The result: better service for your best clients, reduced risks from problematic behavior, and a smoother workflow for your team.&nbsp; &nbsp;With Reservation.Tools, customer ratings, guest history, and preferences come together in one powerful system. Stop guessing, start knowing, and give every guest the service they deserve.&nbsp;

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Customer Rating

The customer rating option allows you to rate your clients using a five-star rating system, which is stored in the database along with other client’s information such as reservation history and preferences. 

A modern reservation system is more than just a booking calendar; it’s also a powerful CRM (Customer Relationship Management) tool that helps restaurants build stronger relationships with their guests. By keeping track of customer details and preferences, you can transform casual diners into loyal regulars while delivering consistently personalized service. &nbsp;<h2>Build a Complete Guest Profile</h2> With Reservation.Tools, every booking automatically enriches your&nbsp;customer database, storing key information such as: &nbsp;<ul><li>Name, phone number, and email address. &nbsp;</li><li>Visit history (including dates, times, and party size). &nbsp;</li><li>Special requests or notes from previous reservations. &nbsp;</li></ul>This eliminates the need for manual record-keeping while ensuring your team always has up-to-date guest information at their fingertips. Example: When a guest books again, staff can instantly see their past reservations and ensure a smooth recognition and continuity.&nbsp;<h2>Track Preferences and Personal Details</h2> For repeat visitors, the CRM goes beyond contact details. It helps you remember what makes them feel special: &nbsp;<ul><li>Preferred seating (e.g., terrace, window, or VIP area). &nbsp;</li><li>Favorite dishes or wines. &nbsp;</li><li>Allergies or dietary restrictions. &nbsp;</li><li>Special occasions like anniversaries or birthdays. &nbsp;</li></ul>By recalling these details automatically, your team can&nbsp;anticipate guest needs and make every visit feel personalized. Scenario: A guest who always orders the house pinot is greeted with:&nbsp;“Shall we prepare your favorite wine for tonight?” small touches that create big loyalty.&nbsp;<h2>How to Rate &amp; Score Your Customers Fairly</h2> Not all guests bring the same value to your business. A fair scoring system in your CRM helps you prioritize service, promotions, and loyalty efforts. The CRM also allows you to&nbsp;rate and categorize guests based on:<ul><li>Frequency of visits. &nbsp;</li><li>Average spend per visit. &nbsp;</li><li>Feedback and satisfaction. &nbsp;</li><li>No-show or late cancellation history. &nbsp;</li><li>Engagement with promotions.</li></ul> With this insight, you can segment customers into groups such as VIPs, high-spending diners, or occasional visitors and tailor your communication accordingly. This ensures your resources are focused where they have the greatest impact.&nbsp;&nbsp;<h2>First-Time Guests vs. Regulars: How to Treat Them Differently</h2> Not all guests should be treated the same way. First-time diners require&nbsp;warm welcomes and reassurance, while regulars deserve&nbsp;recognition and rewards. A CRM makes this differentiation effortless. &nbsp;<ul><li>First-time guests: Offer a thank-you message, ask for feedback, and invite them to return with a small incentive (e.g., “10% off your next visit”). &nbsp;</li><li>Regulars: Personalize greetings, remember preferences, and offer loyalty perks such as priority bookings or exclusive tasting menus. &nbsp;</li></ul>This tailored approach builds trust with new customers and strengthens loyalty with returning ones. It’s a simple but powerful strategy: treat each guest in a way that reflects their relationship with your restaurant. &nbsp;<h2>The Business Value of Guest Data</h2> Guest data is one of the most valuable assets a restaurant can own. By collecting and analyzing information about your diners, you gain a clear view of who your customers are, how often they visit, and what drives their loyalty. &nbsp;Why it matters: &nbsp;<ul><li>Data helps you&nbsp;anticipate demand, ensuring staff and inventory are optimized. &nbsp;</li><li>It enables&nbsp;personalized service, which translates into higher guest satisfaction. &nbsp;</li><li>It uncovers&nbsp;revenue opportunities, such as upselling or targeting high-value segments. &nbsp;</li></ul>For example, knowing that a significant portion of your guests visit on Friday evenings allows you to staff accordingly and run promotions for quieter weekdays. Data-driven decisions turn everyday bookings into long-term growth. &nbsp;<h2>Using CRM to Spot At-Risk Customers</h2> One of the most overlooked advantages of a CRM is identifying&nbsp;guests who may be slipping away. For example: &nbsp;<ul><li>A regular who visited weekly but hasn’t booked in a month. &nbsp;</li><li>A loyal customer who used to order premium wines but recently downgraded spending. &nbsp;</li></ul>By spotting these patterns early, you can act proactively: &nbsp;<ul><li>Send a personalized “We miss you” offer. &nbsp;</li><li>Invite them to a special event. &nbsp;</li><li>Offer a loyalty perk to reignite interest. &nbsp;</li></ul>Re-engagement campaigns like these often cost less than acquiring new customers and can recover significant lost revenue. &nbsp;<h2>How CRM Reduces No-Shows</h2> No-shows cost restaurants thousands each year. A CRM can significantly reduce them by combining&nbsp;data with automation. &nbsp;<ul><li>Guests with a history of missed bookings can be flagged and required to confirm with a deposit. &nbsp;</li><li>Automated SMS or email reminders ensure guests don’t forget. &nbsp;</li><li>CRM data highlights peak times when no-shows are more common, helping you enforce stricter rules during those periods. &nbsp;</li></ul>Example: If your CRM shows that Friday night no-shows are 20% higher than midweek, you might require deposits on Fridays while keeping weekdays more flexible. Data gives you the control to balance guest experience with business security. &nbsp;<h1>CRM Analytics &amp; Reporting</h1> Data is only useful if it’s actionable. A strong CRM includes reporting tools that give restaurant managers clear insights into guest behavior and business performance. &nbsp;Metrics to monitor: &nbsp;<ul><li>Repeat visit rate. &nbsp;</li><li>Average spend per guest segment. &nbsp;</li><li>Reservation lead time (how far in advance people book). &nbsp;</li><li>No-show and cancellation rates. &nbsp;</li></ul>These reports empower managers to make smarter decisions: &nbsp;<ul><li>Adjust marketing campaigns based on guest trends. &nbsp;</li><li>Optimize staffing according to reservation patterns. &nbsp;</li><li>Identify which promotions actually increase loyalty. &nbsp;</li></ul>With analytics, you move from&nbsp;guesswork to strategy, making every decision data-driven and future-proof. &nbsp;<h2>Final Thoughts &nbsp;</h2>A powerful&nbsp;Customer Database &amp; CRM system turns reservation data into actionable insights. By storing guest history, preferences, and ratings in one place, Reservation.Tools helps restaurants: ✅ Deliver personalized service ✅ Build long-term guest loyalty ✅ Maximize profitability &nbsp;

Customer Database & CRM (Customer Relationship Management)

CRM and Guest profiles

Running a successful restaurant is about great food and service, but also about making&nbsp;smart business decisions based on real data. Guesswork can only take you so far. To maximize revenue, reduce waste, and improve efficiency, you need clear insights into how your venue is performing day by day.That’s why Reservation.Tools includes a powerful&nbsp;statistics and reporting feature that transforms raw reservation data into actionable intelligence. &nbsp;<h2>A Dashboard That Puts You in Control</h2> The&nbsp;Insights Dashboard provides a comprehensive overview of your operations, with easy-to-read reports covering:<ul><li>Reservation volumes by day, week, month, year, or custom period. &nbsp;</li><li>Peak and off-peak periods to optimize staffing and inventory. &nbsp;</li><li>Reservation status breakdowns - confirmed, canceled, or pending. &nbsp;</li></ul>Example: If Fridays between 7–9 PM are consistently overbooked, you can schedule extra staff and adjust seating layouts. If Tuesdays are slow, you can launch targeted promotions to fill empty tables.With this information, managers can act quickly and strategically instead of reacting after problems arise. &nbsp;<h2>Analyze Reservation Channels</h2> Not all booking channels perform equally. The system shows the&nbsp;percentage of reservations by source, whether they come from: &nbsp;<ul><li>Phone calls &nbsp;</li><li>Your website &nbsp;</li><li>Google (Reserve with Google) &nbsp;</li><li>Third-party marketplaces &nbsp;</li></ul>This helps you identify which channels drive the most profit and which eat into margins with unnecessary fees.Scenario: If 60% of bookings come from a marketplace but direct website bookings generate higher spend per guest, you can shift resources toward boosting direct reservations, keeping more revenue in your pocket.&nbsp;<h2>Understand Customer Preferences</h2> The reporting system goes beyond numbers; it reveals&nbsp;guest behavior and preferences: &nbsp;<ul><li>Popular seating areas (terrace, bar, VIP zones). &nbsp;</li><li>Frequently requested dishes or menu items. &nbsp;</li><li>Special requests and notes logged by staff. &nbsp;</li><li>Profiles of&nbsp;most frequent and&nbsp;highest-spending customers. &nbsp;</li></ul>This level of insight allows you to&nbsp;personalize service and adjust offerings to match demand. &nbsp;Example: If 40% of guests request outdoor seating in summer, you can adjust your floor plan and staff assignments accordingly. &nbsp;<h2>Peak Hour &amp; Day Analysis</h2> Every restaurant has&nbsp;golden hours, times when demand is highest. Reports that break down bookings by day and hour show you exactly when guests prefer to dine. &nbsp;<ul><li>Friday and Saturday evenings may be busiest, while Monday afternoons are often slower. &nbsp;</li><li>Lunch demand may peak at 1 PM, while dinner peaks at 7:30 PM. &nbsp;</li></ul>Knowing these patterns helps you allocate staff and design offers to fill quieter slots. &nbsp;Scenario: If reports show your Tuesday nights are underperforming, you might introduce a midweek tasting menu to drive reservations.&nbsp;<h2>Reservation Trends Over Time</h2> Looking at reservations week by week is useful, but long-term reporting reveals&nbsp;seasonal patterns that can shape your entire strategy. By analyzing bookings across months or years, you can identify trends such as: &nbsp;<ul><li>A surge in reservations during the holiday season. &nbsp;</li><li>Summer slowdowns for city-center restaurants. &nbsp;</li><li>Weekend demand spikes vs. weekday lulls. &nbsp;</li></ul>Example: If your reports show that January is consistently slow, you can launch New Year promotions or themed events to stimulate demand. If December is always packed, you can introduce higher-margin seasonal menus to maximize revenue.Long-term insights turn short-term fluctuations into&nbsp;predictable business intelligence. &nbsp;<h2>Staff Scheduling Insights</h2> Labor is one of the biggest costs in hospitality. Reservation reports help managers&nbsp;align staffing with demand, avoiding both overstaffing and staff shortages. &nbsp;<ul><li>During peak hours, ensure more servers, chefs, and bar staff are on shift. &nbsp;</li><li>During quiet hours, reduce staff to save on labor costs. &nbsp;</li></ul>Example: If your dashboard shows Friday evenings consistently hit 90% occupancy, you can plan for maximum coverage. If weekday lunches average only 30%, you can schedule a smaller team without sacrificing service.The result:&nbsp;better efficiency, lower costs, and improved guest satisfaction. &nbsp;<h2>Smarter Marketing Through Data</h2> Reservation.Tools doesn’t collects data and helps you&nbsp;use it to grow: &nbsp;<ul><li>Identify your&nbsp;best customers and reward them with loyalty perks. &nbsp;</li><li>Spot&nbsp;at-risk customers who haven’t visited in a while and send re-engagement offers. &nbsp;</li><li>Compare marketing campaigns by measuring how different channels convert into confirmed bookings. &nbsp;</li></ul>Data-driven marketing ensures that every dollar you spend is targeted toward real opportunities. &nbsp;<h2>Demographic &amp; Behavior Insights</h2> Beyond numbers, modern reservation reports can reveal&nbsp;who your customers are and how they behave: &nbsp;<ul><li>Age groups most likely to book online. &nbsp;</li><li>Guests traveling from specific neighborhoods. &nbsp;</li><li>Booking habits (early planners vs. last-minute diners). &nbsp;</li></ul>These insights allow you to&nbsp;tailor marketing and promotions.Scenario: If younger diners often book late-night tables, you could create social media campaigns aimed at that demographic, while targeting older diners with early-bird specials. &nbsp;<h2>Why Reports Matter for Profitability</h2> Restaurants using reporting tools see clear operational benefits: &nbsp;<ul><li>Reduced labor costs by matching staffing to actual demand. &nbsp;</li><li>Lower waste by aligning inventory with booking forecasts. &nbsp;</li><li>Higher customer satisfaction through better planning and personalization. &nbsp;</li></ul>Without this level of reporting, managers risk overstaffing, under-preparing, or missing opportunities for upselling. &nbsp;<h2>Table Turnover Analysis</h2> Table turnover is the&nbsp;efficiency metric that shows how many times a table is used during a service. Reports help you track average dining duration and optimize seating. &nbsp;<ul><li>If guests stay too long during peak hours, you may need to adjust booking intervals. &nbsp;</li><li>If tables turn too quickly, it could indicate missed upselling opportunities. Example: Reports reveal that Friday dinner tables turn only 1.5 times per night, while the goal is 2.0. By shortening default booking slots from 2.5 to 2 hours, you free more tables and increase revenue. &nbsp;</li></ul><h2>Average Spend by Time Slot</h2> Not all reservations are equal in value. Reports showing&nbsp;average check sizes by time slot uncover hidden opportunities: &nbsp;<ul><li>Early dinners may have lower spend but faster turnover. &nbsp;</li><li>Late-night tables might order more drinks, raising spend. Example: If your reports show Sunday brunch guests spend 40% more per person than weekday lunch guests, you can prioritize upselling premium items during brunch hours. &nbsp;</li></ul>This ensures your&nbsp;pricing and promotions align with profitability, not just volume.<h2> Final Thoughts &nbsp;</h2>Reservation.Tools’ statistics and reports provide the visibility managers need to anticipate demand, optimize staffing, reduce waste, and personalize the guest experience.&nbsp;With Reservation.Tools, all of these insights are at your fingertips in one intuitive dashboard. From occupancy reports to guest behavior analytics, you gain the clarity needed to make smarter, faster, and more confident decisions.&nbsp;Start making&nbsp;smarter, data-driven decisions with Reservation.Tools. From occupancy reports to customer insights, our platform gives you everything you need to run your restaurant with precision.Data will show you where your restaurant has been, and it will point the way forward.???? Explore Reservation.Tools and take control of your data today &nbsp;