In this section you will find ways to create, manage and consult bookings with OctoTable 📅 ⌚️
Where can I find the list of reservations on Octotable?
This article explains where to view and manage all your restaurant's reservations on Octotable: from the main Dashboard, the Planning view, the dedicated menu section, and directly from the map. On Octotable, you can view the list of reservations in different sections of the platform and with different methods, depending on your management needs. Let's discover all the available options together. 📋 Dashboard - Reservation List Every time you access your Octotable account, the Dashboard automatically shows you all of today's reservations. This is the main view for managing reservations quickly and effectively. Each reservation is organized in an intuitive and complete way. On the list you can find: Customer's first and last name Reservation channel: quickly understand if the reservation was manually entered as walk-in, received from the booking page, or from Google Notes or special requests Reservation time Number of guests Assigned tables Room and service Customer contact details: email and phone number Finally, you'll find the action buttons and reservation status: Green button to modify the reservation Red or blue button to check-in or check-out the customer Purple button to manage reservations on the Waiting List 📌 Please note: If the customer is late, the reservation will change to orange and a warning icon will appear. At that point, you can mark the customer as no show and the system will automatically proceed to cancel the reservation. If you want to filter the display of your bookings, use the bar at the top: In the lower right part of the screen, you'll find the total number of reservations, tables, and guests based on the selected filters. In the lower left part, you can: Export reservations to an Excel file Print the reservation list directly 📅 Planning - Calendar View For a broader view of reservations over time, you can use the Planning. There are different ways to access it: go to Calendar > Planning, or click on the Planning icon at the top. In Planning, you can also filter reservations by day, service, and room, viewing reservations directly on the calendar. 📁 Reservation List Section For immediate access to your reservation list, go to the Reservation List section from the left menu. Here, you can view the screen with all the necessary details and manage your reservations. 🗺️ Map View Reservations can also be viewed directly from the Map of your restaurant's rooms. This method allows you to have an immediate view of the physical layout of tables and associated reservations. There are different ways to access it: go to Calendar > Map, or click on the Map icon at the top. Remember to select the service and room of interest from the filters at the top. From the filters on the left, you can choose to view customers in the waiting list, those incoming, arrived, and departed from your restaurant. From the Map you can: See in real-time which tables are reserved and in which time slot Quickly assign tables to reservations View the status of each table: available, occupied, reserved, assigned to pending reservation Manage grouped tables for large reservations Perform check-in and check-out directly from the table view Manage pending reservations This view is particularly useful during service to better manage customer flow and optimize room occupancy. Read the complete article to discover how to check the modification history of your reservations 👇 Thank you for visiting the Octotable community! 😊 00How to use check-in and check-out to manage your availability
This article explains how to use Octotable's check-in and check-out features to register customer arrivals and departures, freeing up tables before the expected average meal duration and making slots available again on the booking page and Reserve with Google. 🎯 Why use check-in and check-out If a customer stays at your venue less than the expected average meal duration, you can free up their table early and allow other customers to book that specific table. The check-in and check-out functions allow you to update table availability in real-time on both the booking page and Reserve with Google. ✅ How to check-in a customer To check-in a customer when they arrive at your venue, you can access different sections of Octotable: Dashboard Reservations list Map Planning Read the complete article to learn about all the display modes for your reservations list 👇 To register a customer's arrival from the Dashboard or Reservations list, simply click on the red button on the right side of the reservation. When you register the customer as Arrived, the button will turn blue, so you'll know the check-in was completed successfully. To mark a customer's check-in from the map, click on the red icon next to the reservation name. The reservation will automatically move to the Arrived section. Finally, from Planning, you'll need to click on the reservation displayed on the calendar and click "Go to all details" in the Edit reservation window. At that point, you'll see the Reception section, where you can fill in the fields related to the customer's arrival and departure time. 🚪 How to check-out a customer To check-out a customer, you'll need to follow the same procedure used for check-in. By performing the customer check-out, you'll free up their table, which will immediately become available for online booking again. To do this, click on the blue icon visible next to the reservation. Once the check-out is complete, you'll see the text "Cancel check-out", confirming that the departure was registered correctly. From the map, you'll perform the check-out by clicking on the blue button. At that point, the reservation will move to the Departed section. Finally, from Planning, by viewing the reservation details, you can fill in the field related to the customer's departure time. 📌 Please note The table for the customer whose check-out you perform will become available again before the end of the time set in Configuration > Services hours > Edit > Booking duration. This way, the table will become available for online booking again. If you want to discover how to block availability on the online booking page, read the complete article 👇 Thank you for visiting the Octotable community! 😊 00Notes and Special Requests
This article explains how to enable and use special requests from customers and staff notes to personalize your service and improve the booking experience. ⚠️ If you want to include the Special Requests feature in your subscription, you will need to purchase a DigiMenu, Premium or EVO plan in Subscription > Upgrade ⚠️ 💬 Staff notes on bookings Notes are internal annotations that you or your staff can add to any booking to communicate important information to the team. When you create a walk-in booking from the Dashboard, you can add notes directly in the dedicated field during creation. To add a note to an online booking instead, enter Modify reservation and insert the notes you want to make available to your staff. Staff notes are displayed in the Dashboard with a blue color, clearly distinguishing them from customer special requests. 📝 Special requests from the booking page Special requests allow your customers to communicate specific needs directly during the online booking process, such as allergies, intolerances, table preferences or special occasions to celebrate. To enable special requests, go to Settings > Reservation page and activate the Special requests section. You can also change the section name, translate it into other languages, and make the field required. Special requests sent by customers are displayed in your Dashboard with a red color indication, making them immediately identifiable and allowing you to prepare the service at its best. 👉🏻 Click here to learn more about how to configure the booking page. Thank you for visiting the Octotable community! 😊 00History of reservation changes
This article explains how to access the History of reservation changes of bookings to keep track of all changes made by you or your staff, with information on date, time, user and type of modification. ✏️ How to modify a reservation To modify an existing reservation, follow these steps: Click on the green Edit button next to the booking you want to modify Make the changes you need in the Edit Booking section Click on Go to all details to modify additional elements Click on Edit booking at the bottom to save your changes. 🔍 How to view the Modification History After saving the modification, every time you access Go to all details you will be able to view the Modification History section that will appear automatically. The Modification History records every single change made to the booking, providing you with the following information: Date and time of the modification Name of the user who made the modification Type of modification made (for example: time change, number of guests change, table modification, status change) This way you can keep your restaurant's bookings under greater control, always knowing when, by whom and what type of modification was made. 📌 Please note The Modification History becomes visible only after saving at least one modification to the booking. If you have never modified a booking, the Modification History section will not be visible. 📊 How to view the Modification History of all bookings from the Dashboard From the Dashboard you will find a dedicated section that shows the Latest changes of all bookings, allowing you to monitor your staff’s activity and booking updates in real time. Read the complete article to find out where you can view and modify your bookings 👇 Thank you for visiting the Octotable community! 😊 00Free manual reservation mode
OctoTable always takes your needs into consideration, and that is why you can decide how to manage your restaurant. From your Dashboard go to Configuration > General settings where you can decide whether or not to activate the tab Free manual reservation mode (Ignore configurations for manual bookings). A) By setting it to "Yes", manual bookings can be managed without taking the configurations into account. These three examples can help you better understand: You can create a new reservation in a room not associated with the service. For example, I have two rooms: Indoor Room and Outdoor Room, and I've associated the Indoor Room with the Lunch service. By enabling the option, I can make a reservation for the Lunch service in the Outdoor Room, even though I haven’t associated that room with the service. I can insert a reservation for 6 people at a table for 4. It allows you to override the availability rules and the hours set in the booking system for your website visitors. For example, if someone calls and, as an administrator, you want to make a reservation but the room is fully booked, you can still proceed with the booking. B) Setting the option to "No" will enforce the configured rules. Returning to the previous examples: if you wanted to make a reservation in a room NOT associated with the service, the system will not show that room as available for booking. If you want to make a reservation but the room is full, the system will not allow it. Thank you for visiting the OctoTable Community! 😊 00
