With OctoTable you can activate two types of waiting list:
reservation request on waiting list: this means that bookings received are not automatically confirmed, but placed on a waiting list. It is you, the restaurant, which is going to confirm each booking.
waiting list: for sold out: you can choose to activate the waiting list for when the dining room is fully booked. As soon as you have a table free again, you will inform the customer who may confirm or cancel the reservation.
Let's see those options in details!
1. Waiting list for reservation requests
If you do not wish to receive confirmed bookings, you can choose the type of confirmation on each service (go to Configuration > Services/Opening Times).
The customer, after making the booking request ,will read on the booking page that the restaurant will confirm the reservation via email or sms using the contact details provided.
Once the request reaches OctoTable, it will appear on your dashboard in the clock icon: click on it and you will find the wait listed reservations you have received:
Alternatively, you may manage the waiting list directly from the dashboard or on the OctoTable APP by clicking on the purple ‘Manage’ button:
At this point you may check and confirm when you know you have availability.
You have three options for the waiting list:
Refuse reservation (red button) : clicking this button automatically rejects customer's reservation.
Confirm reservation (green button) : the green button automatically confirms the reservation without the customer havng to re-confirm it.
Request booking confirmation (blue button) : clicking this button sends an automatic message to your customer to confirm the booking through the link provided, within the time limit you have set in the Configuration > General settings > Waiting list section.
If you own the unlimited Email/SMS Template package, you can send an email and/or SMS each time you receive a booking request; click here to see the right settings for those templates and others. Click here for more information about automatic templates.
2. Waiting list for sold out:
The waiting list for sold out option can be chosen when your whole dining room is full but you still want to receive requests for the next shift.
Go to Configuration > Dining Room/Areas section and click on the green pencil next to the dining room you wish to enable the Waiting List option for.
Under Availability sold out, select WAITING LIST and click SAVE in the bottom of the page.
Do the same for all the dining rooms where you want to activate the waiting list when the availability is over.
You can find all your reservation in the reservation list section (Reservations > Waiting List) or by clicking on the clock icon in the top right-hand corner.
When you have a free table again, you can Accept the customer's booking by clicking on the blue button: the customer will then have a limited time to confirm or decline your invitation.
Decide how much time you wish to give customers for confirming their reservation, by going to Configuration > General Settings > Waiting List and set a time limit.
When the reservation has expired, you may set up another automatic email/sms transmission and then manually delete the expired reservation.
This communication flow is possible thanks to the automatic messages available under the section Configuration > Automatic Email/Sms.
Last, remember that manual bookings can also be put on waiting list. Click on the New Booking button in the top right-hand corner, and after entering the customer data mark it as Waiting List.
Once you click Save, the booking will follow the same procedure as we showed you before.
Do you want to know how to create communications to send customers? Click HERE👈🏼