Reservations

Your working list: what lands there, how to confirm or decline, how to give someone a table, how to add a walk-in, and how to find one booking in a long list.

This screen works the same way on every plan. The statuses, the counters, the search and the export do not change with what your venue sells.

What arrives here

Open Reservations in the left menu.

Every request a guest sends from your public site lands in this list, marked New. It carries the guest's name, phone and email, the party size, what they booked into, whatever package they chose and any note they left.

Your team's own bookings land here too. Anything you add with New reservation, or directly from a table on the Floor plan, appears in the same list.

A guest's request is not a promise. Your site tells them plainly that nothing is booked until you reply. This list is where you reply.

When a new request comes in from your site, an alert email goes to the addresses set under Venue settings. If that email fails, the row shows a red Alert email failed badge, so you never lose a booking to a silent mail problem.

The top of the screen

Event buttons — the row of buttons at the top filters the list to one event. All events shows everything. When you pick one, a banner appears saying which, with Clear filter to go back.

Four counters — Total requests, New / unread, Confirmed, and Guests in total. They follow whatever filter you have on, so you can see one event's numbers at a glance. A table you have held back on the service floor is a hold, not a booking, so it is counted in none of them and appears nowhere on this screen.

Export CSV — downloads a spreadsheet file with guest, phone, email, party size, type, status, event, package amount and currency, entry tickets, the date it came in, and the note. It follows the event buttons only: you get every booking for the event you have filtered to, or all of them on All events. Anything typed in the search box is ignored, so the file can hold more rows than you can see on screen.

New reservation — add a booking yourself. See "Walk-ins and phone bookings" below.

Confirm or decline a booking

On a computer, each row has a three-dots menu at the end. On a phone, each booking is a card with a wide Change status button.

1. Open the three-dots menu on the row (or tap Change status on the card).
2. Choose Change status.
3. Pick one of New, Contacted, Confirmed, Waitlisted, Declined or Cancelled.

The colour and the badge on the row change immediately.

Confirming does one extra thing. When you set a booking to Confirmed, the guest is emailed their ticket, with a code your door staff can scan. This only happens if the guest gave you an email address. Confirming the same booking twice does not send it twice.

Declining or cancelling releases the table the booking was holding, and the guest's ticket stops working at the door.

No other status sends the guest anything. Marking someone Contacted or Waitlisted is a note for your team — if you want the guest to know, call or message them. Their phone number and email under Contact are tappable, so on a phone you can call straight from the row.

Doing many at once

Tick the box on several rows (or the box in the heading to take them all), and a bar appears at the top showing how many are selected. Click Set status, pick a status, and it is applied to every one of them. Clear drops the selection.

This is the fast way to work through a busy list: filter to the event, select the ones you are happy with, and confirm them in one go.

What each status means to the guest

Status	What it means
New	Just arrived, nobody has looked at it. This is where every request starts.
Contacted	You have reached out but have not decided. Your own note to the team — the guest is not told.
Confirmed	You are giving them the table. The guest is emailed their ticket.
Waitlisted	No table was free, so they are in the queue. Set automatically when a request comes in for an event with no free table of the type they asked for, and you can also set it by hand. They keep their place; nothing is emailed.
Declined	You are turning the request down. The table is released and any ticket stops working.
Cancelled	The booking is off, usually because the guest cancelled. Same effect as declined: table released, ticket stops working.

You can move a booking between any of these at any time, in any order.

Give a booking a table

1. Open the three-dots menu on the row.
2. Choose Table. A window opens and tells you whether a table is already set.
3. Either:
   • open Assign a table, pick one from the list, and click Set table; or
   • click Auto-assign and the nearest suitable free table is chosen; or
   • click Clear table to release the table again.

The list shows each table's name, VIP if it is a VIP table, how many it seats, and its section.

Two things worth knowing:

• One table, one booking. If two people try to take the same table at the same moment, only one gets it. If you are the one who missed it, you see "That table is taken — pick another or auto-assign". Pick another and carry on.
• Auto-assign can come back empty. If nothing is free it says "No free table available" rather than putting the guest somewhere that does not exist.

Under Table you see the table's name, or Unassigned in grey when there is none.

You can also work the other way round, from the service floor: tap a free table on the map and either Assign an existing unassigned booking to it, or fill in a name and use Book this table to create the booking straight onto it.

Walk-ins and phone bookings

1. Click New reservation.
2. Under Event, choose Which event — the one this booking is for.
3. Under Guest, type the Guest name. Add Phone and Email if you have them. Only the name is required.
4. Under Details, set the Party size with the − and + buttons, up to 20.
5. Choose the Reservation type: Table or VIP.
6. For Table, choose either Auto-assign a free table or Choose a table and then pick one.
7. Add a Note for the team if useful — the occasion, accessibility, who to ask for.
8. Click Create reservation.

A short message tells you which table it landed on, or that no table was assigned.

Two differences from a guest's own request: staff bookings do not have to pick a package even when the event offers them, and no alert email is sent for one, because you are already looking at it.

Notes on a booking

Open the three-dots menu and choose Add note (or Edit note when there is one). Type into Note for the team and click Save note. The note shows in quotes under the guest's name in the list, so your floor team can read it without opening anything.

Find a booking on a busy service

Work in this order — it is the fastest route:

1. Filter to the event. Click its button at the top. Everything below, including the four counters, narrows to it.
2. Search. Type into the search box above the list. It matches on guest name, phone, email, table and event, so a surname or the last digits of a phone number is enough. On a phone, the search box sits at the top of the cards.
3. Sort. Click a heading — Guest, Party, Table or Status — to sort by it. Clicking Status groups the ones still marked New together.

The whole list is on one page, so once you have filtered and searched, everything matching is in front of you.

Arriving from the Events screen with View reservations drops you straight into step 1, already filtered.

The other things on a row

• Party — the number of guests.
• Reservation type — Table or VIP, if the guest chose one.
• Benefits — badges for what the booking carries: a green Paid badge with the amount when the guest paid online, the package amount, and the number of free entry tickets.
• Alert email failed — the booking is saved and fine, but the alert email to your venue did not go out. Nothing is lost; check the addresses under Venue settings.

Delete a booking

The three-dots menu ends with Delete. It asks you to confirm, then removes the booking permanently, frees its table and cancels any entry tickets it carried, so they no longer open the door. There is no undo.

A booking the guest paid for online (including one already refunded) cannot be deleted: Delete refuses and tells you to cancel it instead. Use Change status → Cancelled, which keeps the record of the payment.

Prefer Cancelled or Declined for anything real: they release the table just the same, and you keep the record of what happened.

If something looks wrong

• A guest says they never got their ticket. Check they are set to Confirmed, and check that Contact shows an email address. No email address means nothing to send to.
• I confirmed someone but they have no table. Confirming and seating are separate. Open the three-dots menu, choose Table, and set one.
• "That table is taken." Someone else got it first. Pick another table, or use Auto-assign.
• New requests have stopped arriving for one event. Check it on the Events screen: if its tag is Full, requests for it are refused on purpose, and if it is not published, guests cannot reach it at all.
• A booking came in already marked Waitlisted. No table of the type they asked for was free at that moment. If one frees up, assign it and set them to Confirmed.
• A red Alert email failed badge. The booking is safe. Check the notification addresses under Venue settings.
• The counters do not match what I am seeing. They follow the event filter. Click All events or Clear filter to see the whole picture again.
• Someone else changed a booking while I was looking at it. The list refreshes on its own when another device makes a change, so what you see is the current state.