Managing reservations in the Back Office
Viewing reservations in the Agenda
There are multiple ways you can view your reservations Agenda:
- Per day
- in the form of a timeline
- in the form of a list
- Per month
Day view
- Go to Reservations > Agenda.
- Select to view reservations per Day in the top left or by clicking the date selector.
- Use the date selector to find the date you are interested in.
- View the reservations in a Timeline or List view.
- Search for a reservation in the timeline or list view to quickly find a reservation.
Timeline view
- In the Agenda, select Day (top left) and Timeline (top right).
- You will see the number of guests and the customer name and whether the customer has been checked-in.
- Rearrange seating plans with the drag and drop feature.
- Click on the guest’s name to see the details of their reservation.
- Add a color to an individual reservation (e.g. highlight celebrations or allergies)
- Click to edit a reservation
- Select a color
- Add a color to a service to identify the type of reservations at a glance
- Reservations > Availability > Select the Service
- Choose the color
- Save changes
List view
- In the Agenda, select Day (top left) and List (top right).
- You will see a list of any reservations for that date including the reservation time, group size, table, customer name, the notes from the guests and whether the customer has been check in.
- Returning guests are highlighted with a circled number indicating how many reservations are linked to their account.
- New reservations will show how long ago the reservation was created, up to 1 hour.
- Click on the Filter icon on the top right to change the day limits for that day. For more information, see Setting up reservations.
Waitlist
- In the Agenda, select Day (top left) and Waitlist (top right).
- The reservation time, group size and customer name will be shown on the waitlist.
- Click on the line to view the waitlist details.
- Click Move from waitlist to reservation to take the customer off the waitlist.
Month view
- Go to Reservations > Agenda.
- Select to view reservations per Month in the top left or by clicking the date selector.
- The calendar will show an overview of the number of guests on each day.
- Click on the date in the calendar to go that day.
- Click on the Filter icon in the calendar to change the day limits for that day. For more information, see Setting up reservations.
- To close multiple days at the same time, click on Choose closed day
- Select the days you would like to close
- Click Close X days below the calendar
Creating new reservations
- Go to Reservations > Agenda.
- Click Add new.
- Select the Group Size / Date / Time / Service
- Turn on the prepayment toggle if required
- Select how long the customer has to confirm.
- The reservation will be created, making the selected tables unreservable for other guests.
- If the prepayment has not been completed in time, the reservation is automatically cancelled. Table will be free for reservation again.
- Add in the customer details and click Save.
- Note: you have complete control here and can override the system in all aspects including seating people in ways that would otherwise be an overbooking.
Edit existing reservations
- Go to Reservations > Agenda
- Find the reservation you want to adjust and click the customer name.
- You can change the reservation date and time, adjust the table they have been assigned to, adjust the group size, cancel their reservation and refund their prepayment.
- Note: you have complete control here and can override the system in all aspects including seating people in ways that would otherwise be an overbooking.
Reservations history
See the history of a reservation to keep track of the changes. The history includes who has changed the reservation and what emails have been sent to customers.
- Go to Reservations > Agenda
- Select the reservation
- Scroll down to history to view the changes
Checking in reservations
To check-in a reservation:
- Go to Reservations > Agenda
- In the Timeline view, select the reservation, and tap Check-in.
- In the List view, ** ** click Check-in in the overview or select the reservation and click Check-in.
- When you do this, a sale will appear in the App at the table the customer was assigned, (if using table seating) including the amount of their prepayment (if used).
- Reservation tables (and therefore capacity) are updated if you move a sale from one table to another.
Undo check-in
To undo a reservation check-in:
- Go to Reservations > Agenda
- In the Timeline view, select the reservation, and tap Undo check-in.
- In the List view, select the reservation and click Undo check-in.
Messaging customers & internal notes
You can message customers that made a reservation or write internal notes that will be visible on the sale and prep station tickets.
- Go to the Tebi Back Office > Reservations.
- Open a reservation.
- Tap Add note / message.
- Write your note or message.
- Click Send to customer to send it to the guest directly.
- Click Private note for internal messages to the team.
Customers can also message you:
- They do this by selecting Send a Message in the email they received after making a reservation.
- You will receive an email to let you know they have contacted you.
- Click the link in the email you received or go to the reservation (in the Back Office > Reservations > Agenda or Timeline) to see their messages and reply directly via the message function in the Back Office.
Customer insights
Go to Reservations > Agenda or Weekly, click a reservation and the insights show:
- Previous and upcoming reservations
- For previous reservations, the amount spent