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Reservation.Tools

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

How To

Tutorials to help you get started and upskilled for the advanced features

Reservation.Tools - How to

Getting Started

In this video you will learn the basics of managing reservations using the app

How to manage reservations

This video will guide you how to set-up and manage your venue and the process of handling reservations

How to work with the administration

There are 3 app types that you can use. The web app, which is cross-platform and can be used on any device, the native Android App, and the native iOS app.You can also use the platform from any browser.&nbsp;1. The cross-platform Web App.Installation instructions are in the video of this tutorial. In general, you open the app at <a href="https://app.reservation.tools">https://app.reservation.tools</a> and use either the “Install web app” button or “Add to Homepage”. On iOS or MacOS you need to do it from the Safari browser.On Android or Windows from the Chrome browser. 2. Android Native App - Available here: <a href=" https://play.google.com/store/apps/details?id=booking.reservation.tools" target="_blank" rel="noopener noreferrer">Google Play</a> &nbsp;3. iOS Native App - Available here: App Store

How to install and use the app

Google Reserve (Reserve with Google) allows customers to book a table directly from your Google Business Profile and Google Maps listing. This tutorial explains how to activate and configure the integration.&nbsp;I. Set up venue contacts1. Go to Administration → Venues → Edit your venue.2. In the Contacts section, add the following details — they must match your Google Business Profile exactly:<ul><li>Address — copy it as it appears on Google Maps</li><li>Phone number</li><li>Email (if you have a business email)</li><li>Website</li></ul>3. Save the venue.&nbsp;II. Activate the Google Reserve integration1. From the Venues page, click the Integrations button on your venue — or navigate to the Integrations tab from the venue edit page.2. Find Google Reserve and click Add.&nbsp;III. Configure integration settingsOnce added, the integration settings page offers the following options:<ul><li>Venue name (at the top) — this must match the name in your Google Business Profile exactly.</li><li>Check availability — when enabled, the system checks for available slots in real time before confirming a reservation.</li><li>Auto-confirm — automatically confirms reservations when availability check is enabled. Without availability check, reservations arrive as requests.</li><li>Party size filter — enables party size selection during booking.</li><li>Max party size — maximum number of guests per reservation (default: 10).</li><li>Min advance time — minimum minutes before a slot can be booked (default: 90 minutes).</li><li>Max advance days — how far in advance reservations can be made (default: 60 days).</li><li>Terms &amp; conditions — you can add terms in multiple languages that will be displayed during booking.</li></ul>&nbsp;IV. Verify the connectionAfter saving, allow up to 3 business days for Google to match your venue. If the "Reserve a table" button does not appear on your Google listing, or if you are switching providers and the Reservation.Tools logo does not show at the bottom after clicking, contact us so we can manually verify the matching process.&nbsp;ℹ️ Note — Schedule changes and Google syncWhen you change working hours, closures, or other availability settings, the updated slots are sent to Google every morning. This means changes take effect the next day. If live availability check is enabled, closed slots will still be visible but will not allow booking until they are removed the following morning.

How to set up Google Reserve integration

The Reservation.Tools form is the booking widget your guests use to reserve a table. Embed it on your website, link it from Instagram, or use it as a standalone booking page. This tutorial walks through activation, every setting you can tune, promotions and deposits, and how to grab your public form link.&nbsp;I. Activate the Reservation Form integration1. Open the admin panel and go to Venues &rarr; pick your venue &rarr; click Integrations.2. Find Reservation Form and click Add. The integration is now live.3. You are redirected to the settings page. Keep it open &mdash; the next section covers every field.&nbsp;II. Configure the form settingsEach option below controls what your guests see on the form. Change what you need, leave the rest on defaults.<ul><li>Public name of the venue &mdash; the name shown at the top of the form. Use the name your guests know.</li><li>Language &mdash; the default language the form opens in. Guests can switch if you enable other locales.</li><li>Show comment field &mdash; lets guests leave a note (allergies, birthdays, wheelchair access). Keep it on unless you want to cut the form short.</li><li>Invisible captcha &mdash; blocks bot spam without annoying real guests. Leave it on.</li><li>Marketing messages &mdash; adds an opt-in checkbox so you can email or SMS guests later. Only turn on if you actually plan to follow up.</li><li>Show confirmation page &mdash; displays a thank-you screen after booking. Turn on if you want to show directions, house rules, or a promo message.</li><li>Custom confirmation message &mdash; the text on that thank-you screen. Accepts HTML, so you can add a map link, a voucher code, or a tracking pixel.</li></ul>Reservation rules (how the form treats bookings):<ul><li>Check availability &mdash; blocks overbooking by checking your floor plan in real time. Leave on.</li><li>Auto-confirm &mdash; accepts bookings instantly when a slot is free. Turn off if you want every reservation to land as a request first.</li><li>Party size filter &mdash; lets guests pick how many people. Off means every booking is for 2.</li><li>Max party size &mdash; the largest group the form accepts (default 40). Set it to your biggest table &mdash; larger groups should call.</li><li>Min advance time &mdash; how many minutes before a slot can be booked (default 90). Stops guests from booking a table for 5 minutes from now.</li><li>Max advance days &mdash; how far ahead guests can book (max 60). Shorter window = fewer no-shows, longer window = more covers for special dates.</li></ul>Advanced:<ul><li>Custom CSS / JavaScript &mdash; for matching the form to your website brand. Most venues never touch this.</li><li>Reservation terms &mdash; your terms and conditions per language. Guests tick a box before submitting.</li><li>Preferences &mdash; extra yes/no questions shown to the guest (dietary, occasion, seating). Add only what you actually track in service.</li></ul>Hit Save when done.&nbsp;III. Set up promotions, discounts and depositsPromotions, discounts, deposits and no-show fees are not configured on the form itself &mdash; they live in the operator app as Slot Rules and attach to specific working hours. The form picks them up automatically.1. Open the operator app and go to Settings &rarr; Online Reservations &rarr; Rules.2. Click Add rule and pick a type:<ul><li>Discount &mdash; a percentage off (1&ndash;99%). Use it for happy hour, early bird, or slow weekdays. Guests see the discount on the time slot.</li><li>Promotion &mdash; a marketing message without a price change. Use it to highlight live music nights, new menu launches, or seasonal menus. Shows as a note on the slot.</li><li>Deposit &mdash; a pre-payment required to hold the table. Pick fixed or per-person amount, set a deadline in minutes, and override the amount by area if needed (terrace vs. main room). Needs Stripe connected.</li><li>No-show fee &mdash; a cancellation charge collected if the guest doesn&rsquo;t show up. Same setup as a deposit. Priority over deposit within 7 days before the reservation.</li><li>Product &mdash; bundle a tasting menu or set course with specific slots.</li></ul>3. For each rule, set optional start / end dates for seasonal runs, pick areas it applies to, and save.4. Go to Settings &rarr; Online Reservations &rarr; Working Time. For each time slot, pick which rules apply from the dropdown. A Friday dinner slot can carry both a deposit rule and a promotion.5. Save. The form updates on the next booking attempt &mdash; guests see the discount, promo note, or deposit requirement when they pick that time.&nbsp;IV. Get your form link for Instagram and social mediaYour form has two public URLs, each with its own purpose. Both are a click away from the admin.1. In the admin panel, open Venues &rarr; your venue &rarr; Integrations &rarr; Reservation Form.2. At the top of the settings page you will see a Form widget box with two buttons:<ul><li>Form widget setup page &mdash; opens the demo / builder page where you can try the form, tweak colors, time interval, max party size, and generate custom embed code. URL looks like: <code>https://apps.reservation.tools/form/?businessId=XXXXXX&amp;locale=en</code>. Share this with your web developer when they need to embed the form on your site. You can also send it to guests as a working demo &mdash; it is a real booking page.</li><li>Live preview &mdash; opens the standalone form itself, stripped down, ready to book. URL looks like: <code>https://apps.reservation.tools/form/iframe/index.html?businessId=XXXXXX&amp;locale=en</code>. This is the one to share on Instagram, Google Business Profile, QR codes, email signatures &mdash; anywhere guests just need to book, not browse.</li></ul>3. Click either button, copy the URL from the address bar.4. Paste where guests will click: Instagram bio (via Linktree or the single link slot), Google Business Profile &ldquo;Reservations&rdquo; field, your website menu, email signatures. For a branded short link, use any URL shortener (Bitly, your own domain) and point it at the URL.Rule of thumb: setup page URL = demo &amp; customization, good for showing off the form to a colleague or developer. Live preview URL = production link, good for Instagram and direct guest booking.&nbsp;Tips<ul><li>If you run lunch and dinner shifts, make separate time slots in Working Time so you can attach different rules to each.</li><li>Start with Auto-confirm off for the first week &mdash; it lets you catch odd bookings before they lock the table.</li><li>Short Min advance time (15&ndash;30 min) captures walk-ins searching on their phone. Longer (2&ndash;4 hours) gives the kitchen breathing room.</li><li>Turn on Marketing messages only if you have a CRM workflow ready. An unused opt-in list is wasted trust.</li></ul>

How to set up the reservation form for your website

Working hours (Worktime) control when your venue accepts online reservations. The schedule you configure here is the source of truth for every online booking channel: the reservation form on your website, the form link you share on Instagram, and Reserve with Google. Guests can only book inside the intervals you open. Walk-ins and reservations created from the admin are not affected.&nbsp;I. Where to find itIn the app, open Settings &rarr; Working time. The screen is split into three tabs:<ul><li>Exceptions &mdash; one-off closures or special hours for specific dates (holidays, private events).</li><li>Working time &mdash; the recurring weekly schedule. Defaults to the current view when you open the screen.</li><li>Rules &mdash; the library of discounts, promotions, deposits and no-show fees you can attach to time slots. Configuration of rules is covered in the reservation form tutorial.</li></ul>&nbsp;<figure class="image"><img src="https://static.reservation.tools/website-api/app_worktime_tabs_56980df05c.png" alt="Working time: Exceptions / Working time / Rules tabs"></figure>&nbsp;II. Configure the weekly scheduleIn the Working time tab you see all seven days of the week stacked top to bottom.Per day:<ul><li>Open / Closed toggle &mdash; flip it on to accept online reservations that day, off to block the whole day. A closed day shows no time slots at all.</li><li>Time slots &mdash; each slot is a start time and an end time (e.g. 12:00 &ndash; 15:00). A slot is a single continuous window.</li><li>Multiple slots &mdash; click the plus button to add a second slot. Use this if you run separate lunch and dinner shifts with a break in between. The form will offer only the open windows.</li><li>Delete a slot &mdash; the trash icon next to the slot. The last slot cannot be deleted (to remove bookings for the day, toggle Closed instead).</li><li>Rules &mdash; the multi-select dropdown next to each slot attaches one or more rules (discount, promotion, deposit, no-show fee, product). The rules themselves are created in the Rules tab.</li><li>Copy to all days &mdash; once a day is configured, this button replicates its slots across the rest of the week. Saves time when your weekday hours are identical.</li></ul>Validation: slots on the same day cannot overlap. If you set 12:00&ndash;15:00 and 14:00&ndash;22:00, the form shows the error No overlapping time slots and the Save button is disabled until fixed.Time granularity: start and end times snap to the reservation interval configured for the venue (typically 15 or 30 minutes).Click Save when done. The button stays greyed out until you change something.&nbsp;<figure class="image"><img src="https://static.reservation.tools/website-api/app_worktime_week_9cf7dec43f.png" alt="Weekly schedule with open/closed toggle per day"></figure><figure class="image"><img src="https://static.reservation.tools/website-api/app_worktime_slot_rules_dc321a7039.png" alt="Time slot with Rules multi-select attached"></figure>&nbsp;III. Set up exceptions (holidays, special hours)Exceptions override the weekly schedule for a specific date range. Use them for:<ul><li>Public holidays when you are closed &mdash; e.g. 25 December all day.</li><li>Short-notice closures &mdash; staff training, private buy-outs, renovation.</li><li>Extended hours &mdash; a late-night New Year&rsquo;s Eve service that runs past your normal close time.</li><li>Area-specific closures &mdash; the terrace closed for bad weather while the indoor room stays open.</li></ul>1. Open the Exceptions tab. Click the + button at the top right.2. In the Exceptions / Create popup set:<ul><li>Status &mdash; pick Closed to block reservations for that window, or Open to allow reservations outside the regular schedule. Default is Closed.</li><li>Start / end date and time &mdash; the range uses your venue&rsquo;s timezone. Times snap to the reservation interval.</li><li>Choose area &mdash; optional. Leave empty to apply the exception to the whole venue. Pick specific areas (e.g. Terrace) to close only those zones.</li></ul>3. Click Create. The exception appears in the list with a coloured status badge and the date range. Edit or delete it from the icons on the card.Behaviour: during a Closed exception, the form and Google Reserve do not offer any slots for the covered time. During an Open exception you extend availability beyond the weekly schedule. Exceptions are one-off &mdash; there is no recurring-exception feature. For a holiday that repeats every year, create a new exception each year.&nbsp;<figure class="image"><img src="https://static.reservation.tools/website-api/app_worktime_exceptions_list_95ff9c3352.png" alt="Exceptions tab with an existing entry"></figure><figure class="image"><img src="https://static.reservation.tools/website-api/app_worktime_exception_popup_7d74d07fe9.png" alt="Create exception popup with status, date range, area"></figure>&nbsp;IV. Rules (discounts, promotions, deposits)The Rules tab is the library where you define the discounts, promotions, deposits, no-show fees, and bundled products that appear on top of time slots. Once a rule exists, you attach it to slots in the Working time tab (see section II).Full configuration &mdash; rule types, percentages, amounts, deadlines, per-area pricing &mdash; is covered in the How to set up the reservation form for your website tutorial.&nbsp;V. How guests see your scheduleReservation form (website or shared link): guests open the form, pick a date, and only the open slots for that day are shown. Slots with a discount rule show the percentage. Slots with a promotion show the marketing note. Slots with a deposit or no-show fee show the required pre-payment before confirmation.<figure class="image"><img src="https://static.reservation.tools/website-api/form_demo_initial_en_763a02faf9.png" alt="Reservation form demo — landing view"></figure><figure class="image"><img src="https://static.reservation.tools/website-api/form_demo_slots_en_df9ca7a081.png" alt="Reservation form demo — available time slots"></figure>Reserve with Google: the Google &ldquo;Book a table&rdquo; button on your Google Business Profile uses the same schedule. Keep in mind Google reflects changes on the next working day &mdash; between the save and the Google refresh, the old schedule may still be visible, but Google will not accept a booking that is no longer valid.<figure class="image"><img src="https://static.reservation.tools/website-api/Screenshot_2024_05_21_at_17_25_41_0976b1d204.png" alt="Reserve with Google listing"></figure>&nbsp;Tips<ul><li>Configure the most common weekday first, then hit Copy to all days and adjust the edge cases (shorter Sunday hours, closed Monday).</li><li>Split lunch and dinner into two slots whenever you need different rules on each &mdash; a lunch discount and a dinner deposit, for example.</li><li>Enter public holidays for the year in one batch in Exceptions &mdash; saves you from getting caught on a holiday morning.</li><li>For bad-weather days when only the indoor room is safe to open, use an area-scoped Closed exception on the terrace rather than closing the whole venue.</li></ul>

Working hours

Advanced

This functionality allows your Reservation.Tools account to receive information from a business Android phone that is ringing at the time of ringing. It then displays this information on whatever device you want, having previously associated it with an existing customer. This will allow you to create a booking with a name and phone number already entered.&nbsp;The application requires rights to record the phone number of anyone who rings, as well as rights to run in the background. These rights are not allowed in Google Play, so you need to install it from here. This app differs from our app on Google Play only in this functionality. This functionality is only available for Android phones. &nbsp;Instructions:&nbsp;I. Activating the integration 1. In the application, from the menu on the right, select Administration.2. In the Administration, from the menu on the left, go to Venues. 3. Click on the Integrations button for your venu. 4. If the “Who’s Calling” Integration is not activated, select the Activate button.&nbsp;II. On the official Android phone. 1. Download the app from this link on the official Android.<a href="https://static.reservation.tools/rt.apk">https://static.reservation.tools/rt.apk</a> If it won't open it initially, you need to find it through the phone's File Manager and from there.&nbsp;2. On opening, it will ask for permission to install application outside of Google Play. You need to give permission to install from another source in case of file manager or from Chrome where it is opened from.&nbsp;3. After opening the app, log in with any user.&nbsp;4. From the app's main menu: top-right, select Quick Actions.From there you should see a tick: “Listen to incoming calls.” Grant the rights it wants to understand the phone number it's calling, and to run in the background.&nbsp;From now on you can even close the app, it's already running in the background and listening for calls.&nbsp;If you want to stop listening, remove the check mark from the same menu. II. Show Who's Calling Popup On any device, you can enable a "Who's Calling" popup to be displayed for easy booking addition.&nbsp;1. Again from the app's main menu, Quick Actions section, check: Show Who's Calling Popup2. Make a test call to see if it will show up.

Who's Calling Integration

All reservations you receive in your Gmail from various booking websites will be synced to the Reservation.Tools app using this integration in real time. 1. Create a free Gmail account if you don't have one already. 2. You should direct the emails for receiving reservations from various booking websites to this email. 3. From Administration → Venues → “Integrations” button → Gmail → Select the Add button<img class="image_resized" style="width:67.38%;" src="https://static.reservation.tools/website-api/image_58501f35a9.png"> 2. Select the Gmail account. All Google accounts will be listed here. You need to select one that has Gmail created for it, or go to Gmail and create one for it beforehand.&nbsp; <img class="image_resized" style="width:61.41%;" src="https://static.reservation.tools/website-api/Screenshot_2023_10_04_at_9_52_37_a14a918d48.png"> &nbsp;3. At the moment the integration is new and comes unverified by Google. Select the Advanced button and Go to reservation.tools (unsafe).<img class="image_resized" style="width:93.13%;" src="https://static.reservation.tools/website-api/Screenshot_2023_10_04_at_9_58_39_efb854ca8f.png"> 4. Select "Allow" for permissions required for the integration. If asked, you need to check all requested permissions.<img class="image_resized" style="width:60.82%;" src="https://static.reservation.tools/website-api/image_ac5cbd0aeb.png"> Done. The integration is now working. Future administration: 1. You can see additional sources of reservations in addition to the reservation itself, as well as in the statistics.&nbsp; <img class="image_resized" style="width:46.58%;" src="https://static.reservation.tools/website-api/image_74c38f459f.png"> 2. From Venues/Integrations, you can also stop the integration. 3. In the application itself, to the right of each reservation, you will see an icon or inscription of the source of the reservation in cases where it does not come from the phone.

Integration "Reservations from Gmail"

1. Create an account in MyPOS<ul><li>You need to do it on their website, as this is not supported in the MyPOS app.</li><li>Register using our partner link: <a target="_blank" rel="noopener noreferrer" href="https://merchant.mypos.com/bg/enroll?ref=1007646#/">https://merchant.mypos.com/bg/enroll?ref=1007646#/</a> </li><li>Follow the steps to enter your email and phone number, after which you will receive confirmations on your email and phone number.</li><li>Once you are in the administration, we will be able to do the integration, and in parallel, you will receive emails from MyPos with questions related to your business, which you must answer to go live with the integration.</li></ul>2. Create a Store and copy the integration configuration to MyPOS<ul><li>Once you log in to MyPOS, go to the Stores menu:</li></ul><figure class="image image_resized image-style-align-center" style="width:35.41%;"><img src="https://rt-website-api.s3.eu-west-2.amazonaws.com/image_5b98f5bbca.png"></figure><ul><li>Select Create Store</li></ul><figure class="image image_resized image-style-align-center" style="width:36.11%;"><img src="https://rt-website-api.s3.eu-west-2.amazonaws.com/image_0c3952ffd6.png"></figure>&nbsp;<ul><li>Choose MyPOS Checkout API <img src="https://rt-website-api.s3.eu-west-2.amazonaws.com/image_ecc397ed68.png"></li></ul>&nbsp;<ul><li>In the next step, enter all the fields. It is important to enter the Website address: <a target="_blank" rel="noopener noreferrer" href="https://app.reservation.tools">https://app.reservation.tools</a></li><li>Pay attention to the currency you will be trading in - EUR, BGN, or others. You must add such an account to your account and select it for the store. In the Reservation.Tools administration, the restaurants section, and editing your restaurant, you must select the same currency. </li><li>In the Business Contact Details, you must fill in your own details.</li></ul><figure class="image"><img src="https://static.reservation.tools/website-api/Screenshot_2025_03_19_at_13_46_36_838acf69cc.png"></figure>&nbsp;<ul><li>After confirmation, select the option to generate a configuration package.&nbsp; <img class="image_resized" style="width:90.17%;" src="https://rt-website-api.s3.eu-west-2.amazonaws.com/image_8d9f3c383b.png"> &nbsp;</li><li>In the next step, copy the configuration code: <img src="https://rt-website-api.s3.eu-west-2.amazonaws.com/image_d557240013.png"> &nbsp;</li><li>Select Finish Integration</li></ul>&nbsp;3. In Reservation.Tools <a target="_blank" rel="noopener noreferrer" href="https://app.reservation.tools">https://app.reservation.tools</a> , log in to the application, and from the main menu, go to Administration.<ul><li>From there, select Menu Restaurants.</li><li>Select the Integrations button for your establishment.</li><li>Select Add to MyPOS Integration, which will ask you to copy the configuration code from the previous point.</li><li>Select Save.</li></ul>&nbsp;4. From integrations, you can also add Cash Payment and Bank Payment. Bank payment requires you to enter bank account information, which we will display to users if they choose this option. Cash payment is manually noted by the app when paid on-site.&nbsp;The integration is complete. 5. In-app payments- In the form for adding reservations, you will see a Payments drop-down menu. &nbsp;<img src="https://static.reservation.tools/website-api/image_cb80652295.png"> - You can add a payment to each reservation. <img src="https://static.reservation.tools/website-api/image_a905b3d6c6.png"> Type the amount and click the + button. - Payments can be marked as paid by bank or cash, and online payments are automatically marked as paid. <img src="https://static.reservation.tools/website-api/image_3abd7e850c.png"> You will also see payment information in the reservation list: <img src="https://static.reservation.tools/website-api/image_f7290b604a.png"> - After adding a reservation with payment, a link to their online profile will automatically be copied to your device's clipboard for easy sharing. Another option is to re-enter the reservation and there is a button to copy the same link.<figure class="image image_resized image-style-align-center" style="width:50%;"><img src="https://static.reservation.tools/website-api/image_f7442357bc.png"></figure>6. Send the link to the client, it will look like this: <img src="https://static.reservation.tools/website-api/image_6f98099c2c.png">- The customer must choose from the payment options. - If you choose a bank: <img src="https://static.reservation.tools/website-api/image_ec196af6cf.png"> - If there are multiple payment methods, the customer will have a button to change payment. - When paying by card, you will see: <img src="https://static.reservation.tools/website-api/image_aa3af46ef3.png"> 7. Payments in the administration - In the administrative panel, there is a separate Payments menu where you can make inquiries, as well as in the section of each reservation where you can see the payments for it. - Samples for accounting needs are made at the MyPOS provider.

MyPOS online payments integration

<h2>What is a Cancellation Fee?</h2>The Cancellation Fee (also known as No-Show Fee) is a pre-authorization feature that allows you to hold an amount on your customer's card when they make a reservation. If the customer cancels too late or doesn't show up, the held amount is automatically charged.<h2>Step 1: Connect Your Stripe Account</h2>Before setting up cancellation fees, your venue must have a connected Stripe account. This is done from the Administration panel:<ol><li>Open the Administration panel</li><li>Go to Venues and select your venue</li><li>Click the "Integrations" tab</li><li>Find Stripe and click "Configure"</li><li>Follow the Stripe onboarding process to link your bank account</li><li>Once connected, the Stripe integration will appear as active</li></ol>Without a connected Stripe account, cancellation fee features will not be available.<h2>Step 2: Enable Pre-Authorization and Set the Grace Period</h2>Once Stripe is connected, enable pre-authorization from the same place in the Administration panel:<ol><li>In the Administration panel, go to Venues → your venue → Integrations → Stripe → Configure</li><li>Enable the "Enable Pre-Authorization" checkbox</li><li>Set the "Cancellation Time" — this is the grace period in hours, which defines the window for free cancellation. For example, if set to 24 hours and the reservation is at 20:00, the customer can cancel free of charge until 20:00 the day before. If the customer cancels after that — the held amount will be charged</li></ol><h2>Step 3: Create a Cancellation Fee Rule</h2>Cancellation fees are configured as rules from the application:<ol><li>Open the application and go to Menu → Working time</li><li>Click the "Rules" tab</li><li>Click "Add Rule" and select type "No-Show Fee Required"</li><li>Configure the rule:<ul><li>Name — e.g., "Weekend Cancellation Fee" or "Standard No-Show Fee"</li><li>Amount — the fee amount (e.g., 20.00)</li><li>Mode — choose between:<ul><li>Fixed — a single amount regardless of party size</li><li>Per Person — the amount is multiplied by the number of guests</li></ul></li><li>Deadline — how long the customer has to accept and pay the fee, in minutes (e.g., 1440 = 24 hours). If the customer does not pay within this deadline, the reservation is automatically rejected</li><li>Area Pricing (optional) — set different fee amounts for different dining areas</li></ul></li><li>Click "Save"</li></ol><h2>Step 4: Assign the Rule to Work Time Slots</h2>After creating the rule, assign it to specific time slots from the application:<ol><li>Go to Menu → Working time</li><li>Each time slot has a dropdown menu listing all available rules</li><li>Click the dropdown on the desired time slot and select the cancellation fee rule you created</li><li>You can assign multiple rules to the same slot</li><li>Save your changes</li></ol>Note: The No-Show Fee applies only to reservations within 7 days from now. If a Deposit rule also exists for the same slot, the No-Show Fee takes priority during that 7-day window.<h2>Step 5: How the Cancellation Fee Is Applied to Reservations</h2><h3>Automatic creation</h3>When a reservation is created as New (Pending) and falls within a time slot with an active cancellation fee rule, the system automatically creates the cancellation fee. For this to work, the reservation must:<ul><li>Have status New / Pending (not directly approved)</li><li>Have a client assigned (not anonymous)</li><li>Be within the 7-day pre-authorization window</li></ul>The customer automatically receives an email notification with a payment link and the deadline to accept.<h3>Manual addition</h3>In some cases you may need to add the cancellation fee manually via the "Add Cancellation Fee" button in the payments section when editing a reservation. This is needed when:<ul><li>The reservation was created before the 7-day window and has now entered it</li><li>The reservation was created directly as Approved/Confirmed, bypassing the automatic creation</li></ul><h2>What Happens Automatically?</h2><h3>If the customer does not accept the fee</h3>When the deadline expires and the customer has not completed the payment, the system automatically rejects the reservation. The customer receives a notification that their reservation has been rejected. No manual action is needed from the venue.<h3>Free cancellation period</h3>The "Cancellation Time" setting from Step 2 defines a grace period during which the customer can cancel without being charged. For example, with a 24-hour grace period, if the reservation is at 20:00 on Saturday, the customer can cancel free of charge until 20:00 on Friday. After that, cancellation will result in the fee being charged.<h3>Cancellation and charge scenarios</h3><ul><li>Customer shows up → the hold is released, no charge</li><li>Customer cancels within the grace period → the hold is released, no charge</li><li>Customer cancels after the grace period → the held amount is charged</li><li>Customer does not show up (no-show) → the held amount is charged automatically</li><li>Customer does not pay by the deadline → the reservation is automatically rejected</li><li>Reservation is rejected by the venue → the hold is released, no charge</li></ul>

How to Use Cancellation Fee (No-Show Fee)

<h2>What is Waiter Management?</h2>Waiter Management lets you create waiter accounts, group tables into sections, manage shifts, and assign waiters to tables — all with live updates across every connected device. It works together with <a href="https://ordering.tools" target="_blank">ordering.tools</a>, where waiters and sections are created, and Reservation.Tools, where shifts and table assignments are managed on the visual floor plan.<h2>Step 1: Sync Your Account with ordering.tools</h2>Before using the waiter feature, you need to sync your Reservation.Tools account with ordering.tools:<ol><li>Open <a href="https://ordering.tools" target="_blank">ordering.tools</a> in your browser</li><li>Log in using your Reservation.Tools credentials (same email and password)</li><li>This one-time login syncs your account and venue data between the two systems</li></ol>You only need to do this once. After that, the two systems stay in sync automatically.<h2>Step 2: Create Waiters in ordering.tools</h2>Waiter accounts are created in the ordering.tools administration:<ol><li>In <a href="https://ordering.tools" target="_blank">ordering.tools</a>, go to Settings → Waiters</li><li>Click "Add Waiter"</li><li>Fill in the waiter details:<ul><li>Username — the display name (e.g., "Ivan")</li><li>Email — for the waiter's login</li><li>Password — for the waiter's login</li></ul></li><li>Optionally grant access to multiple venues if the waiter works across locations</li><li>Save the waiter</li></ol>Repeat for each waiter you want to add. These waiter accounts will automatically appear in Reservation.Tools once the feature is enabled.<h2>Step 3: Create Sections in ordering.tools</h2>Sections are reusable, color-coded zones that group tables together (e.g., "Patio", "Bar", "Main Room"):<ol><li>In <a href="https://ordering.tools" target="_blank">ordering.tools</a>, go to Waiter Admin → Sections</li><li>Click "Add Section"</li><li>Set a name and color for the section</li><li>Assign tables to the section</li><li>Save</li></ol>Note: Each table can belong to only one section at a time. Sections make it easy to assign an entire zone to a waiter in one click instead of selecting tables individually.<h2>Step 4: Enable Waiters in Reservation.Tools</h2>To use waiters in Reservation.Tools, the feature must be enabled for your venue:<ol><li>Open the Administration panel</li><li>Go to Venues and click edit on your venue</li><li>Open the "Reservation Settings" tab</li><li>Enable the "Waiters" feature flag</li><li>Save</li></ol>Once enabled, the "Waiters" option will appear in the application menu.<h2>Step 5: Start a Shift</h2>Shifts define the active service period. Only one shift can be active per venue at a time:<ol><li>In the application, go to Menu → Waiters</li><li>Click "Start new shift"</li><li>If a shift is already open, you will be asked to confirm — starting a new shift automatically closes the previous one</li><li>The shift starts immediately with the current time</li></ol><h2>Step 6: Assign Waiters to Tables</h2>Once a shift is active, you can assign waiters to tables directly on the floor plan:<ol><li>From Menu → Waiters, click "Assign tables"</li><li>The floor plan enters assignment mode with two options:<ul><li>Tables mode — assign individual tables by clicking them</li><li>Sections mode — assign entire sections in one click</li></ul></li><li>Select a waiter chip (each waiter has a unique color)</li><li>Click on tables or sections on the floor plan to assign them to the selected waiter</li><li>Repeat for other waiters</li><li>Click "Assign" to confirm all changes</li></ol>All assignments update in real time across every connected device. You can reassign tables mid-service at any time by entering assignment mode again.<h2>How It Works with Reservations</h2>When a reservation is seated at a table that has an assigned waiter, the system automatically stamps the waiter on the reservation. This means:<ul><li>The waiter's name appears on the reservation in the table popup and reservation form</li><li>The assignment persists even after the shift ends — it stays on the reservation record</li><li>This helps track which waiter served which guests</li></ul><h2>Summary</h2>The complete setup in order:<ol><li>ordering.tools — log in once to sync your account</li><li>ordering.tools — create waiter accounts and sections</li><li>RT Administration — enable the Waiters feature flag on your venue</li><li>RT App — start a shift and assign tables from Menu → Waiters</li></ol>Everything syncs automatically between the two systems in real time.

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