Manage your bookings more efficiently with the OctoTable map!
To access the map, click on the icon at the top right corner of the main menu.
Or go to Calendar > Map from the left-handside menu
If you have already created a map with OctoTable, the map elements will be placed in the same position as the old one.
To create a new dining room, go to Configuration > Dining Rooms/Areas and click on the green button +Add.
You can customise the map background by selecting one of the available templates, adding an image or choosing a background colour from the list, and saving in the bottom left-hand corner.
MAP ELEMENTS
Date
When you select a date, the services and rooms associated with that date are displayed. Use the arrows beside the date to change it or click on it to choose a specific date from the calendar.
New reservation
The second button lets you add a new reservation manually
Once you have selected this button, a new window will open up where you can enter the booking details 👇
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 Arrivals 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 accepts reservation requests for a service, you will be notified in real-time thanks to the red number on the clock icon that indicates the number of reservations received.👇
Click on the clock icon to find out each reservation details and the service associated to it; to manage a reservation, click on 'Manage Reservation' and then select one of the following options👇
Green button: you can confirm a reservation automatically without the customer being asked to reconfirm.
Blue button: with the blue button you accept the reservation, and immediately after, the system sends an automatic message to the customer to confirm the reservation. The customer has a certain time to do that depending on the time limit you set in Configuration > General Settings > Waiting List
Red button: if you wish to refuse a reservation request, click this button instead.
In the ‘’waiting list‘’ section, you also find the booking requests for upcoming days and handle them the same way.
Click HERE to find out how the waiting list works.
Lock/unlock the map
The last button lets you to navigate freely within the map. Click this button again to lock the map view.
The next time you access the map, it will be displayed in this exact position.
Service
View the services associated with a specific date. By clicking on the service, you can view all the services associated with a specific date.
Dining room
Select the room you wish to view; click on the room to see all the rooms associated with that specific service.
When you access the map, you do so in view mode.
Edit map - To modify the map or any of its elements, click on the "EDIT Map" button in the top right-hand corner.
HOW TO MODIFY THE MAP
Once you have clicked on "Edit map", the system will change the plan display; a series of icons will appear to let you carry out specific actions.
Add a table
Use this button to create a new table.
Click on the icon to open the table creation screen.
Select the typology.
Give the table a name
Specify the minimum and maximum number of people who can reserve this particular table. If you specify a minimum of 2 people, a person alone won’t be table to reserve the table.
Save the table in the centre bottom by clicking + Add table.
Drag the table to the desired position in the room.
Add a Wall
The second button allows you to edit walls. Click on the icon and start building. Using the left button on the mouse or touchpad, select the starting point of the wall.
After having it outlined, click on the left button again to mark the end of the wall construction.
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.
Choose from plant, furniture, fireplace, door, staircase, spiral stairs, or window.
For each decoration, you can choose a colour.
Background
Decide which background to apply to the map
Color = Choose one of the available colours 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 copy it. Specify the number of copies of this element you need.
The copy will retain the same characteristics as the original element: if it is a table, it will have the same shape and capacity for people, while decorations will be of the same colour. If the name assigned to the table is a number, the duplicate table will have a sequential number to the original table. In the example, the copied table 1 becomes table 2 and table 3.
Modify
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. However, to delete a table, you will be redirected to 'Configuration > Dining Rooms/Areas'.
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.
RESERVATION LIST ICONS
Click the coloured bar on the left to see the current booking status (delayed, waiting list, booked, arrived and completed).
The booking time and the customer's name.
Any notes of your staff (in blue) and special customer requests (in red). To read special requests or annotations, click directly on the specific icon.
The number of booked guests
The table assigned
Signaling customer's arrival
Modifying the reservation.
Click on the three dots to remove the table assigned or access the reservation details for any modifications.
The number of occupied tables and guests in each register.
MANAGING RESERVATIONS
On the left-hand side of your screen there are four sections : “waiting list”, "incoming", "arrived" and “checked-out” helping you manage the reservations.
The 'waiting List' section lets you see the booking requests you have received in real time.
To report the arrival of a customer, simply click on the corresponding icon of the customer's details 👇
and confirm your selection; once you’ve done this, the reservation will move to the ‘‘arrived’ section, and the assigned table will turn red on the map👇
To signal a departure instead, click on the icon with the arrow pointing to the right 👇
or simply select the corresponding table on the map👇
After selecting the table from the map, a new window appears, letting you perform one of the following actions:
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.
For the full article on table check-out click 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 table👇
4. If you have checked out a customer by mistake, you can access the ‘checked out’ log and restore the reservation to the ‘checked in’ log 👇
HOW TO MOVE A RESERVATION TO ANOTHER TABLE
If you want to move a customer from one table to another, simply select the assigned table to which you wish to transfer the reservation 👇
⚠️ The system will let you assign a new table only if it is available, or if there aren’t any upcoming reservations.
TABLE COLOURS
The colours associated with a table indicate the status of the table in terms of reservations.