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Managing reservations in the Back Office

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.

Reservations Agenda views

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.

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

reservations timeline

List view

  • In the Agenda, select Day (top left) and List (top right).
  • Returning guests are highlighted with a circled number indicating how many reservations are linked to their account.
  • 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. reservations agenda.
  • Click on the Filter icon on the top right to change the day limits for that day. For more information, see Setting up reservations.

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

Adjusting 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 details.

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

reservation history

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