In this section you can understand how to display reservations on the Planning and Map ๐ ๐บ๏ธ
Out of Service
We've improved the out-of-service feed, making it available on the APP too. Read the article to find out how it works and how to activate it. โ How to activate a new decommissioning Go to Calendar > Planning Click on the orange Out of Service icon ๐งพ Summary screen: A screen containing a summary of the currently active out-of-service opens. โ ๏ธ Only out-of-service points created with the new screen will be visible in this summary. Those created in the previous version will not appear. In the summary, left to right, you find : Period - Start and end dates Services - Services closed Rooms - The rooms involved Tables - Number of tables closed Created by - The user who created the service On the right of the screen there are two icons : ๐๏ธ An Eye to view the details ๐๏ธ The Trash can, to quickly delete an out-of-service How to add another Off Duty Click on +Add button Select the start and end periods 2. Select the services you wish to close Now you can: 1. Close all service schedules by clicking on the green switch next to the service name : 2. Or close individual time slots You can then decide whether to: a. Close all the tables of a room using the button in the top right, next to the room name b. Or use โSelect allโ next to the room name You can also select the tables to be closed individually. You will then get a summary of the closure: Click on Confirm out of service to confirm the process. Now it's possible to create an Out of Service directly from the APP. Go to article HERE Thank you for visiting the OctoTable community ๐๐ฉโ๐ณ 00Quick Out of Service in APP
๐ฑ How it works in the APP You can now create an Out of Service directly from the APP using this icon: This is a quick Out of Service button that blocks all time slots of all rooms linked to the service for the selected date. By tapping on the service you want to close and then confirming the Out of Service, the system will disable availability for that service and selected date. You will see two types of icons: A red X indicates a total service closure, as shown in the example. An orange no-entry symbol indicates a partial closure (rooms, time slots, or tables). Tapping on the red or orange icon will take you to the summary page. You can also access the summary page from the app settings; from there, you can add a new Out of Service for multiple dates. Thanks for visiting the OctoTable Community ๐๐งโ๐ณ 00Modifying the Map!
In this article weโll show you how to modify the Octotable map in details. To modify the map, click on the icon at the top right side of the main menu. Alternatively, go to Calendar > Map from the left hand side menu To access the edit mode, click on the penultimate button at the top right side โEdit Mapโ. The system will change the map view, and a series of icons will appear on the left side of the screen. These icons allow you to perform specific actions. Add tables Click on the icon to open the table creation screen. Select the table typology Give the table a name Specify the minimum and maximum number of people who can book this particular table. A single person won't be able to book this particular table, If you enter 2 people as minimum capacity. Save the table in the centre below by clicking on + Add Table. Drag the table wherever you want it in the room Add Walls The second button allows you to edit the walls. Click on the icon to start building it. Use the left button on the mouse or touchpad, first select the start point of the wall, then click the left button again to mark the end of the wall. To save the walls and table layout, click on the save button on the top right, and finally, select โDefaultโ. The points defining the beginning and end of walls, allow you to adjust their angle and length. To delete a wall, click on the point delineating its beginning/end and then click the bin icon to delete it. Decorations - This button allows adding decorations to the map. Choose between: plant, cabinet, fireplace, door, fountain, sink, television, staircase, spiral staircase or window. For each decoration you can choose a colour. Background Choose the background for the map: Colour = Choose one of the available colours for the background Image = Add an image as background Background template= Select a pre-defined background template 5. Map in motion When accessing the map edit mode, you won't be able to move around the map, without first clicking this button. Clicking the button activates the motion mode, which allows you to navigate the map while editing it. 6. Duplicate This button helps you duplicate a map element. Click on a map element to select it, then press duplicate. Decide how many units you want to duplicate for each item. Once you have clicked yes, the duplicated table will have the same characteristics as the original one: i.e. it will have the same shape and number of people. If the name assigned to the table is a number, the duplicated table will have a sequential number. In the example above, the duplicated table 1 becomes table 2. 7. Modify As with the "duplicate" button, select the table you wish to modify and click on the 'edit' button to modify a map element. 8. Delete If you select a decoration or a wall and then click on this button, you can delete the element in question. To delete a table, you will be re-directed to the "Configuration > Dining rooms/Areas" section. 9. Zoom The last two buttons let you adjust the zoom level of the room in the view mode. HOW TO SAVE THE MAP LAYOUT The last button in the top right-hand corner of the screen, lets you save the room layout. You can save it two ways: Default - by saving it as default, you save the table layout for a specific room. Daily - in this case, the table layout is saved for a specific service and a specific date you select. The penultimate button in the top right-hand corner, lets you return to the default layout for a specific day or service. Thank you for visiting the OctoTable Community! ๐ 00OctoTable Map
The article explains how to use the Map to best manage your restaurantโs reservations. It shows how to access the map, customize the background, and add or modify elements such as tables, walls, and decorations. It explains how to view and manage reservations, including those on the waiting list, walk-ins, and guests who have already arrived or left. Finally, it illustrates the functions to save the room layout and monitor the status of tables through dedicated colors and icons. โ ๏ธ If you want to include the Map feature in your subscription, you will need to purchase a Digimenu, Premium, or EVO plan in Subscription > Version โ ๏ธ To access the Map, click the icon at the top right of the main menu. Or go to Calendar > Map from the left-handside menu Read the complete article to learn how to create a new seating area ๐ ๐ท Map Elements Date Depending on the selected date, the services and rooms associated with that specific date will be displayed. Use the arrows next to the date to change it, or click the date to select another one from the calendar. New reservation The + button allows you to manually add a new reservation. Once you have selected this button, a new window will open up where you can enter the reservation details ๐ If your restaurant accepts reservation requests, you can create a manual reservation and put it on a waiting list. In point 4 we explain how to manage this type of reservation. In the same window, you can also quickly create a walk-in reservation, without having to ask for the customer's contact details. Once you have saved the booking, you will find it in the Arrived section, clearly marked as a walk-in. Display/Hide reservation list The second tab lets you see or hide the reservation list. Waiting list reservations If your restaurant allows customers to send reservation requests for a service, you will be informed in real time thanks to the clock icon, which will display in red the number of reservation requests received ๐ To view the reservation requests, click the clock icon, and youโll see a detailed list of reservations with the associated service. To manage a reservation, click manage reservation and then proceed with one of the following options ๐ Confirm reservation: confirms the reservation automatically without requiring the guest to reconfirm Accept reservation: accepts the reservation and immediately sends the guest an automatic message informing them that they must confirm within the time limit set in Configuration > General Settings > Waiting List Reject reservation: declines the request. The waiting section will also show reservation requests received for future days, which can be managed in the same way. Read the complete article to find out how the waiting list works ๐ Lock/unlock the map The padlock button lets you navigate freely within the map. Click it again to lock the map view. The view will be saved and restored in the same position the next time. Service Click to view and select all services associated with the chosen date. Seating area Click to view and select all rooms associated with the specific service. When you access the Map, it opens in view mode. Edit map If you want to edit the map or its elements, click Edit Map, the last button at the top right. ๐ท How to edit the Map After clicking Edit Map, the system will switch to edit mode and a set of icons will appear on the left side of the screen. These icons allow you to perform specific actions. Add a table Clicking the icon will open the table creation screen. Select the typology of the resource Assign the table a name Set the minimum and maximum number of guests allowed at that table โ ๏ธ If you set the minimum at 2, a solo guest will not be able to book the table. Save the table at the bottom center by clicking + Add Table. Then drag the table wherever you want within the room. Add a Wall The second button allows you to create walls. Click the icon and start drawing. Use the left mouse button or touchpad to set the starting point of the wall, then click again to set the endpoint. To save the walls and the tables arrangement, click on the save button, the last button at the top right, and select Default. The points that define the start and the end of a wall, let you adjust its angle and length. To delete a wall, click on the point that marks its start/end, and then click the trash icon to remove the wall. Decorations This button lets you add decorations to the map, choosing from the available options. For each decoration, you can choose a color. Background Choose which background to apply to the map Color: choose one of the available colors for the background Image: add an image for the background Background template: select a predefined background template Copy Select a map element and click this button to duplicate it. Specify how many copies to create. The copy will keep the same characteristics as the original element. If the table name is a number, the duplicated table will get a progressive number. In the example, Table 1 generates Table 2 and Table 3. Edit As with the duplication button, select the table you wish to modify, and then click the edit button to modify a map element. Delete Select a decoration or wall and click this button to delete it. To delete a table, you will be redirected to Configuration > Seating areas/tables. Zoom The last two buttons let you adjust the zoom level of the room in the view mode. ๐ท How to save the map layout The last button in the top right-hand corner of the screen, lets you save the room layout. You can save it two ways: Default: saves the table arrangement as the default for that room. Daily: saves the arrangement only for the selected date and service. The penultimate button in the top right-hand corner, lets you restore the default layout for a specific day or service. ๐ท Reservation list icons By hovering the cursor over the colored bar to the left of the name, you can see the current reservation status (delayed, pending, booked, arrived, finished) The reservation time and guestโs surname Any staff notes (blue) or guest requests (red) โ click the icons to read them Number of guests booked Assigned table Arrival check-in button Edit reservation button Options menu (remove assigned table or open reservation details) You can also see the total number of occupied tables and guests for each service. ๐ท Managing reservations On the left side of the screen, youโll find four sections: Waiting, Incoming, Arrived, Departed. The waiting list section lets you see the booking requests you have received in real time. To mark a guest as arrived, click the arrival icon next to their details ๐ The reservation will move from โIncomingโ to โArrived,โ and the assigned table will turn red on the map. To mark a guest as departed, go to โArrivedโ and click the right-arrow icon ๐ or simply select the corresponding table on the map๐ From the window, you can: remove the table assigned to assign a different one access the reservation details to make any changes check-out a customer. Once the customer has been checked out, the reservation moves automatically to the checked out section. If the customer stays less than the average duration of the meal, the system makes that table available again. ๐ Read the full article about check-out and table release HERE. 3. If you have received more than one reservation for the same table, a red number appears next to that table. To view the details of each reservation, click on the corresponding table๐ 4. If you have checked out a customer by mistake, you can access the โchecked outโ log and restore the reservation to the โchecked inโ log ๐ ๐ท How to move a reservation to another table To move a guest, select their assigned table and choose the new table. โ ๏ธ The system will let you assign a new table only if it is available, or if there arenโt any upcoming reservations. ๐ท Table colors The colors assigned to a table indicate its current reservation status. Thank you for visiting the OctoTable Community!๐ 00Find out how to use Octotable Planning!
Octotable Planning allows you to have a complete overview on your restaurant. To access your Planning go to Calendar > Planning to look at the shifts, the slots available, rooms, tables and reservations received. Let's see all of them in detail: in order to look at a particular date just click on the calendar ๐. and select the date, or move the bar below click on the shift and the room you want to check on the left you see the tables of that room and the seats capacity Clicking on the tab of the planning you will be able to: insert a new reservation (click here for the article) close the availability choosing the out of service option (click here to learn more) Let's see now how the reservation is shown on your planning and what can you do: you see the label of the reservation that covers the slot of the average duration you selected on Configuration > General settings โ Do not forget if the average duration change according to the shift you have to edit it in Service/Opening hours > green crayonโ๏ธ next to the Service you want to edit (click here to know more about Services) if there are two reservations overlapped will be shown in a darker colour to reassign a reservation just keep clicking on the reservation and drag the cursor on the new table double click on the reservation and look at reservation's details The colors of the reservations may vary depending on the type of reservation: Purple > is the standard color for confirmed reservations and those on the waiting list. Red > is the color for reservations not yet assigned to any table (probably because you have deactivated automatic assignment in that room). Orange > is the color for reservations assigned to multiple tables (either for grouped tables or manual assignments across multiple tables). Gray > is the color for overbooked reservations: reservations that exceed the maximum seating capacity of a table (for example when a reservation for 6 people is made on a table with a maximum seating capacity of 4). Thanks for visiting Octotable Community! ๐จ๐ปโ๐ณ See you soon! ๐ 00
