Notifications to Staff

Efficient communication is one of the most important aspects of smooth operations in any restaurant or hospitality business.  

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.

How staff notifications work 

The Reservation.Tools app automatically sends alerts to staff members whenever key reservation events occur. These include:
 

• New reservations from external sources (website, google, third-party websites, and booking marketplaces, etc.)
   
• Reservation changes (time, party size, guest notes)
   
• Cancellations
   
• Payments received
   
• Reservations created, edited, or deleted by colleagues
  
   

You can manage all notification settings from the Administration > Venues > Edit > Notifications tab (desktop view). Each type of alert includes a brief explanation, allowing you to understand its purpose and intended recipient.

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. 

Types of staff notifications

Notification settings

All notifications can be managed from the Administration > Venues > Edit > Notifications tab. Here you can:

• Activate or deactivate each notification type.
   
• Choose delivery channels (Email, Chat, SMS, WebPush).
   
• Set reminders – for example, define how many minutes before the reservation the reminder should be sent.
   
• Mute post-visit notifications – configure how many days to wait before sending follow-up messages to the same client again.
   
• Set priority rules – Email, Chat, and SMS are sent only if the client has valid contact information. SMS is used if Chat fails.

Dynamic placeholders

To make messages personalized, Reservation.Tools uses text variables that are replaced with real data from the booking. Examples include:

• {ClientName} – customer’s name
   
• {ReservationDate}, {ReservationTime}, {ReservationDateTime} – reservation details
   
• {ReservationPeople} – number of guests
   
• {ReservationTable} – assigned table(s)
   
• {ReservationComment} – customer notes
   
• {ReservationURL} – public booking link
   
• {VenueName}, {VenuePhoneNumber}, {VenueEmail} – venue details
   
• {PaymentAmount} – payment or deposit amount
   
• {UserName} – staff member handling the reservation
   

These placeholders ensure that every notification is clear, professional, and personalized.

Notification channels

• Email: Reliable for detailed updates and suited for managers or back-office staff.
   
• 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.
   
• WebPush: Instant browser notifications, practical for staff working on laptops or desktops.
   

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.

Practical examples of staff notifications in action

1. Last-minute bookings

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.
 (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.)

2. Reservation adjustments

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.

3. Real-time cancellations

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.

Benefits of using staff notifications
 

• Stronger coordination
  
  Everyone receives the same information at the same time.
   
• Improved guest experience
  
  Better preparation means smoother service.
   
• Fewer booking errors
  
  Automated updates prevent double-bookings and missed details.
   
• Customizable preferences
  
  Decide who receives which updates based on roles.
   
• Less stress during peak hours
  
  Staff focus on guests, not tracking information.
  
   

Tips for optimizing staff notifications 
 

• Use SMS for on-shift staff who need updates immediately.
   
• Set different preferences for front-of-house, management, and kitchen teams.
   
• Combine notifications with reservation tags (VIP guests, allergies, special occasions) to ensure staff are always prepared.
   
• Keep notification text clear and concise to avoid confusion.
  
   

Did you know?

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.

Final Thoughts

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.