Table Reservation in POS with Spaces

Table Reservation in POS with Spaces




Introduction

This functionality allows you to reserve POS tables for the Food and Beverage business unit.

Requirements

It is necessary to have configured the module before use. See the configuration guide here
This functionality requires the following modules:
  1. POS for Food and Beverage business unit with Area Selector parameter enabled.
  2. Spaces (Spaces Management) with Restaurant Operation type.
If you have questions about your licenses, please submit a ticket at help.novohit.com to our administrative department.
Make the configurations before using this module. See the configuration guide here

Table Reservations in Spaces

To open the module,
Go to: Spaces → Reservation of Spaces 
If you have several types of operations, select the one that corresponds to Restaurant Table Reservations.




Click on the New Reservation button.



In the Search Availability parameters, define date, time and number of people.
Optional: If you have enabled the A/R Customer/Associate (customer catalog) option, you can select the customer in the search to get rate results by customer segment.
Search results will be determined by actual availability. Enter the most appropriate date and time for the search you are performing.
The departure time is important to indicate the end of the reservation and free up the reservation availability.
Useful tip
When you are registering a reservation in a call center, you can search a wider range to see all the availability and suggest some alternatives to the customer, you can adjust the schedule once the reservation is registered.
Press the Search button.



The results will be the spaces (equivalent to POS tables) available by area.
You must click on the plus sign button to select an area.


Click on the block to check availability of all slots.



In the new window, select the table(s) to reserve.
Each space (table) must be added individually.
When you have taken the necessary tables, click on Accept.



You will return to the previous screen where it indicates how many tables are being taken for the reservation.
Click on the Continue button.

In the next step indicate the Sales Source, the options will appear according to the parameterization of your business unit.
Click on the Save button.



In the next screen you will be able to add the Customer or Account Receivable Customer data and add notes if necessary.
You can also change statistical data such as Event Type and Event Description. You can also cancel the reservation. More details about the operation of the Spaces module in Spaces Reservation.​



At the bottom you will be able to add or change spaces (tables), schedule and notes for each space. More details about the operation of the Spaces module in Space Reservation.



For table reservation use, it is not recommended to add PRODUCTS, EQUIPMENT or SERVICES, as this will be done in the account.
Affection of Availability 
BUDGET if it affects availability.
If your business unit affects availability with the status BUDGET, the reservation is already taking actual availability and should not change status.
If you only use the Spaces module for restaurant table reservations and do not have a business unit for events, it is likely that the BUDGET status already takes availability. If you have questions about your configuration, please submit a ticket at help.novohit.com to our Support department.
BUDGET does not affect availability
If your business unit does not take the BUDGET status into account for availability, then you must perform the following steps.
For the reservation to have an effect on availability, the status of the reservation must be changed.
To change the status, you have two options:
  1. Change the Status to RESERVED at the top of the screen.




  1. Confirm the reservation, in the bottom bar select Guarantees and Invoicing.
Select Guarantees or select No Guarantee and then select the Confirmed checkbox.




Use the guarantees for statistical purposes and future decision making.
No need to Check-in, Check-out or synchronize account.
For Table Reservation, you do not need to Check-in, Check-out or Synchronize Account. These operations are not necessary, since you will open a table in POS (see next steps).

Use of Reserved Tables in POS Touch

Once your reservation is created, you will be able to open accounts in POS Touch. The reserved tables will appear.
Subsequently, the reservation of the tables will be reflected in the POS considering the following:
  1. That it is the date of the reservation.
  2. That it is within the time range of the Reserved Table Waiting Minutes parameter.
When opening an account, the reservations for the day that are within the arrival range according to the Waiting Minutes Reserved Table parameter will be displayed.
The Area Selector will display:
  1. Table
  2. Reservation Code
  3. Arrival - Departure Time
  4. Reservation Holder
The system will display the POS reservation holder with this priority:
  1. A/R Customer
  2. Customer
  3. Event Description
  4. Event Type
Since the event type is mandatory, if you did not enter any of the above values, it will display the Event Type.




To assign the table just select it, as a control measure, the system will ask you to confirm that the table is being assigned correctly.




Once opened, you now have an account where you can perform all the operations you normally perform within the POS.

Change of Tables or Products

When changing an account to another table, or when changing a product from one account to another, the table selector will show the tables that have an upcoming reservation, that is, that are on the date and within the range of arrival according to the Waiting Minutes Reserved Table parameter.



Reports

The reception staff of the Food and Beverage business unit (Hostess/Host/Maitre) will have control of their reserved tables through the Reserved Tables Report that can be consulted online or printed to keep track of the arrivals.
The report will show all the reserved tables of the day, regardless of the Operation Type
To view the report
Go to Food & Beverage → Point of Sales → Reports → Reserved Tables

Filters - Parameters


Field

Filter
Description

DATE FROM
Indicate the arrival date of the reservation.
Indicate the start time of reservations, leave blank for the whole day.HOURS FROM
HOURS FROM
Select the set of statuses to query:
  1. Active (BUDGETED, BOOKED, CONFIRMED).
  2. Cancelled (CANCELLED, OUT OF SERVICE).
  3. All.
BOOKING STATUS
(QUICK FILTER BY GROUP)

You can leave them blank to get the report of the day's bookings.
The report will show all reserved tables, regardless of the Operation Type.


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