New Booking

Create and manage new reservations.

Overview

The New Booking page allows you to create reservations for customers. Whether taken by phone, in-person, or for administrative purposes, this is your comprehensive booking creation tool.

Accessing New Booking

Navigate to Venue Operations > New Booking

Or use quick actions:

• Click + New Booking button
• Keyboard shortcut: N
• From Timeline/Floor Plan: Click empty slot

Creating a Booking

Step 1: Booking Details

Date & Time

1. Select date (calendar picker)
2. Choose time slot
3. Select duration (or auto-calculate)
4. Pick service period (lunch/dinner)

Party Details

• Number of guests
• Adults vs children (optional)
• High chairs needed
• Special seating requests

Quick Tips

• Use date picker or type date
• Time slots show availability
• Duration auto-set based on party size
• Can override duration manually

Step 2: Customer Information

New Customer

1. Enter first name
2. Enter last name
3. Add email address
4. Add phone number
5. Profile created automatically

Existing Customer

1. Search by name/phone/email
2. Select from results
3. Details auto-populate
4. Verify information
5. Update if needed

Customer Quick Search

• Type ahead search
• Phone number lookup
• Email search
• Past customer list
• Recent bookings

Required Fields

• Name (first & last)
• Contact method (email OR phone)
• Party size
• Date & time

Optional Fields

• Second phone number
• Address
• Company name
• Special notes
• Customer tags

Step 3: Table Assignment

Automatic Assignment

• System suggests tables
• Based on party size
• Considers availability
• Best fit algorithm
• Multiple options shown

Manual Assignment

• View floor plan
• Select specific table
• Combine tables
• Override suggestions
• Lock assignment

Assignment Options

• Assigned - Specific table(s)
• Unassigned - Table TBD
• Area Request - Preferred section
• Auto-Assign - Let system decide

Step 4: Special Requests

Dietary Requirements

• Vegetarian
• Vegan
• Gluten-free
• Dairy-free
• Nut allergies
• Other allergies
• Custom requirements

Seating Preferences

• Window seat
• Quiet area
• High-top table
• Booth
• Bar seating
• Outside/patio
• Specific area

Special Occasions

• Birthday
• Anniversary
• Engagement
• Business dinner
• Date night
• Celebration
• Custom occasion

Accessibility Needs

• Wheelchair accessible
• Ground floor only
• Close to entrance
• Wide spacing
• Special assistance
• Service animal

Step 5: Additional Information

Booking Notes

• Internal notes (staff only)
• Kitchen notes (chef sees)
• Customer notes (visible to guest)
• Historical context
• VIP instructions

Tags

• VIP
• Regular customer
• First time
• Corporate
• Influencer
• Custom tags

Source Tracking

• Phone booking
• Walk-in
• Email request
• Partner referral
• Social media
• Website
• Custom source

Step 6: Payment & Deposits

Deposit Required

• Automatic calculation
• Based on party size
• Based on service
• Special event premium
• Custom amount

Payment Methods

• Credit card
• Debit card
• Online payment
• Pay on arrival
• Invoice
• Prepaid

Payment Processing

1. Enter card details
2. Authorize deposit
3. Confirmation sent
4. Receipt generated
5. Balance on arrival

Refund Policy

• Display policy
• Cancellation terms
• Refund timeline
• Processing fees
• Customer acceptance

Step 7: Confirmation

Review Booking

• Verify all details
• Check availability
• Confirm table
• Review notes
• Validate payment

Confirmation Options

• Save Draft - Complete later
• Create Booking - Finalize
• Create & Duplicate - Make similar
• Create & New - Make another

Automatic Actions

• Confirmation email sent
• SMS confirmation (if enabled)
• Calendar invite
• Manager notification
• Kitchen notification (dietary)
• Staff assignment

Availability Checking

Real-Time Availability

Availability Indicators

Available - Green checkmark

• Tables available
• Can accommodate
• Ready to book

Limited - Amber warning

• Few tables left
• Book soon
• May need to combine

Fully Booked - Red cross

• No availability
• Suggest alternative time
• Add to waitlist

**Custom restrictions

• Custom reasons
• Policy blocks
• Special closures

Alternative Suggestions

If unavailable:

Nearby Times

• 30 minutes earlier
• 30 minutes later
• Different service period
• Next available slot

Different Day

• Tomorrow
• Next week
• Similar day of week
• Flexible dates

Waitlist Option

• Add to waitlist
• Notify if available
• Priority placement
• Automatic upgrade

Quick Booking Templates

Saved Templates

Speed up repeat bookings:

Template Types

• VIP standard booking
• Corporate booking default
• Large party template
• Event booking template
• Custom templates

Using Templates

1. Select template
2. Auto-fill common fields
3. Adjust as needed
4. Create booking
5. Time saved

Creating Template

1. Configure booking details
2. Click Save as Template
3. Name template
4. Choose fields to include
5. Save for future use

Modifying Before Save

Editing Details

Change before confirming:

• Edit Any Field - Click to change
• Clear and Start Over - Reset form
• Load Different Customer - Change guest
• Change Date/Time - Pick new slot
• Reassign Table - Different table
• Update Notes - Add information

Conflict Resolution

Handle conflicts:

Overbooking Warning

• Shows capacity exceeded
• Suggests alternatives
• Override option (if permitted)
• Management approval

Double Booking

• Same customer
• Same time
• Confirmation required
• Merge option

Rest Period Violation

• Insufficient turnover time
• Table back-to-back
• Warning shown
• Can override

Special Booking Types

Large Party Bookings

8+ guests:

Additional Requirements

• Deposit often required
• Advance notice needed
• Menu pre-selection
• Dedicated server
• Manager approval
• Special arrangements

Large Party Process

1. Check group capacity
2. Combine tables
3. Collect deposit
4. Pre-order menu (optional)
5. Assign staff
6. Confirm details

Event Bookings

Special events:

Event Details

• Event type
• Expected duration
• Special setup
• AV requirements
• Decoration needs
• Custom menu

Event Booking Flow

1. Event inquiry
2. Check availability
3. Create proposal
4. Collect deposit
5. Confirm details
6. Pre-event planning

Corporate Bookings

Business dining:

Corporate Information

• Company name
• Department
• Cost center
• Invoice requirements
• PO number
• Billing contact

Corporate Features

• Direct billing
• Corporate rate
• Receipt requirements
• Expense codes
• Regular patterns

VIP Bookings

Special guests:

VIP Treatment

• Best table assignment
• Manager greeting
• Complimentary items
• Special attention
• Privacy considerations
• Personal preferences

VIP Notes

• Past preferences
• Favorite dishes
• Seating preferences
• Special requests
• Relationship notes
• Recognition requirements

Bulk Booking

Creating Multiple Bookings

Use Cases

• Tour groups
• Conference attendees
• wedding guests
• Corporate retreat
• Multiple time slots

Bulk Process

1. Click Bulk Booking
2. Upload CSV or manual entry
3. Map fields
4. Review bookings
5. Create all
6. Confirmations sent

Booking on Behalf Of

Third-Party Bookings

Making reservations for others:

Concierge Bookings

• Guest name
• Concierge contact
• Hotel information
• Special instructions
• Billing arrangement

Assistant Bookings

• Executive name
• Assistant details
• Company information
• Billing instructions
• Communication preferences

Gift Bookings

• Recipient name
• Gift giver name
• Special message
• Surprise instructions
• Confirmation routing

Validation & Errors

Required Field Validation

Must Complete

• Customer name
• Contact information
• Date and time
• Party size

Error Messages

• Clear indication
• What's missing
• How to fix
• Prevent submission

Business Rule Validation

Automatic Checks

• Capacity limits
• Operating hours
• Minimum party size
• Maximum party size
• Booking lead time
• Cancellation cutoff
• Deposit requirements
• Custom rules

Best Practices

Efficient Booking Creation

1. Verify Availability First - Check before collecting details
2. Confirm Information - Read back to customer
3. Capture Special Requests - Document everything
4. Set Expectations - Confirm policies
5. Send Confirmation - Immediate verification

Accuracy Tips

1. Phone Number Format - Verify correct
2. Email Spelling - Read back email
3. Name Spelling - Confirm spelling
4. Party Size - Double check
5. Date Confirmation - Avoid confusion

Customer Service

1. Friendly Tone - Pleasant interaction
2. Be Helpful - Offer alternatives
3. Clarify Requests - Ask questions
4. Document Notes - Record details
5. Thank Customer - Appreciate booking

Troubleshooting

Can't Create Booking

If booking won't save:

• Check required fields
• Verify availability
• Review error messages
• Check internet connection
• Try different browser
• Contact support

Availability Issues

If availability seems wrong:

• Refresh page
• Check date selected
• Verify venue selected
• Review operating hours
• Check closure dates
• Contact manager

Payment Processing Fails

If deposit won't process:

• Verify card details
• Check card type accepted
• Sufficient funds
• Try different payment method
• Manual payment option
• Contact support

Confirmation Not Sent

If customer doesn't receive confirmation:

• Check email address
• Check spam folder
• Verify phone number
• Resend confirmation
• Manual confirmation
• Check system status

Support

Need help creating bookings?

• Email: [email protected]
• WhatsApp: WhatsApp Support

Related Pages

• Walk In - Handle walk-in customers
• Bookings List - View all bookings
• CRM - Customer management
• Timeline - Visual booking view

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Phone Bookings

When taking phone bookings, always read back the date, time, and party size to confirm accuracy. Prevents confusion and no-shows.