In this article:

  • About
  • Set up Reservation sessions
  • Online reservations
  • Reading the Reservations Screen
  • Creating a reservation
  • Accepting/rejecting an online reservation
  • Assigning a reservation
  • Taking a deposit
  • Send an SMS to a customer
  • House reservations
  • Table view vs. List view
  • Black out reservation sessions (Blackout Dates)

About

Reservations are an Abacus add-on. Please contact your sales representative if you wish to start using Abacus reservations!

In order to use Abacus Reservations, you need to set up Reservation Sessions - or periods of time during which your customers can make a reservation online. You can also "black out" reservation sessions for certain dates that you do not want to take reservations at all, e.g. on public holidays (Blackout Dates).

Set up Reservation Sessions

First of all, you need to set up reservation windows, or sessions, for which customers can make their reservation.

  1. Go to Reservations > Reservation Sessions.

2. Click Add Session.

3. Enter the name, start time, and end time for your sessions.

Your session names will only show on the POS, not in the customer-facing online reservation system. However, the online system will only show the times that are covered by the reservation sessions.

4. If you wish to create more than one session, repeat steps 2 and 3.

5. When you have completed adding your sessions, click Sync Data.

6. Click the yellow Settings button at the top of the page and set the:

  • Reservation Types: each time you create a reservation, you will be able to select the "type" of reservation based on the options you create here, e.g. "General", "Birthday", "Corporate event", Wedding". If reserving online, your customers will also be able to select their Reservation Type.
  • Default Reservation Duration (hours): the time that each reservation will normally go for. e.g. If your default reservation goes for 2 hours, and your customer places a reservation at 5pm, 
  • Estimated Waiting Time (minutes): the minimum possible duration for a table to be seated, if a walk-in needs a table as soon as possible. e.g. You decide that the Estimated Waiting Time for a table is 45 minutes. A customer arrives and requests a table for 2, but none of your 2-seater tables are currently available. However, one of your earlier tables has already been seated for 30 minutes. You will hence be able to tell your customer that they can expect a table in 15 minutes (45 min − 30 min = 15).

NOTE: We do not recommend that you use the Estimated Waiting Time if you typically have long reservations, i.e. If your Estimated Waiting Time exceeds your Default Reservation Duration.

Click Save.

7. On the Abacus app, go to Settings > Sync. Sync Appointment and Reservation Settings.

You will now be able see to your reservation sessions on the Reservations screen in the Abacus application. Each "session" is a tab.

Finally, make sure that you enable RESTAURANT MODE in the Abacus app Settings.

Online Reservations

Additional to creating reservations manually on the POS, you can allow your customers to reserve seats themselves. Do this by embedding the reservation function into your company's website.

  1. Copy and paste the following code where you want the reservations function to appear:
<iframe src="https://reservation.abacus.co/store/xxxxxx/reservation" style="width: 558px; height:755px;”></iframe>

2. Replace XXXX with your online reservation Company ID. This will be provided to you by Abacus.
3. Publish the changes and load the page browser.
4. Your customers will be now able to make reservations for your restaurant. Try it yourself by following the below steps.

How Your Customers Will Create Reservations

This is how customers will be able to reserve online:

  1. Go to your reservations webpage
  2. Select the Reservation Type, Guest count, Date, and Time. The closest available times will be shown.


NOTE:
The number of guests that can be selected will be defined by the maximum number of seats you have set in your Table Map.

3. Click Next.
4. The customer will be prompted to enter their contact details, and any special requests.

Their email address is required so when you accept/reject their reservation request, they receive a confirmation email. Their phone number is required so you can send them a text message on the POS to update them on their reservation. (Abacus SMS credit required.)

5. The customer will also need to accept the Terms and Conditions before clicking Request Reservation.

These Terms & Conditions reiterate that they are requesting a reservation, which will need to be confirmed.

6. Provided there is connection to the internet, the POS will instantly load up the online reservation request on the Reservations screen. 

Reading the Reservations Screen

Summary

The Summary shows an overview of all the unapproved reservation requests you have received online. It will only show reservations here if you have an Abacus online reservations system in place. Tap a specific reservation to enter its Reservation Session tab. 

Reservation Session Tabs

The Reservation Session tabs show the reservations for specific periods of time that you have set in Reservation Sessions.  Note: You cannot take reservations in the backend, only on the POS. A Reservation Session is a period for which you will take reservations.

Each colour represents the reservation's status, depending on how the reservation was made.

Reservations in advance

  1. Awaiting approval - the customer has requested a reservation using your online system, but this has not yet been accepted or rejected.
  2. Awaiting assignment - you have accepted or created a reservation request, but not yet assigned the guests to their table
  3. Assigned - you have assigned the reservation to a table for when the guests arrive later
  4. Checked in - your guests have arrived and you have checked them in.
  5. Completed - your guests have finished and paid

Walk-In reservations

  1. Awaiting assignment- you have made a reservation for a walk-in customer, but not yet assigned them to a table
  2. Checked in - you have checked in the guests to their table
  3. Completed - your guests have finished and paid

Table availability

The top right corner shows how many tables are available for the selected reservation session. The black number represents what kind of table there is (how many seats it has), and the blue number represents how many tables of that type are available. For example, 8/2 means that there are 2 tables that seat 8 people, whereas 4/7 means that there are 7 tables that seat 4 people.

Creating a Reservation

  1. Tap Add New to create a new reservation.
  2. Enter the customer details, guest count, and any deposit made.
    You will need to include:
  • Customer name
  • Phone number or email address
    If an email address is provided, the customer will be created on the backend
  • Guest count
  • Reservation time and duration

3. If your customer is reserving for the future, enter the reservation time and duration. If they have not made a reservation in advance, tick Is Walk In.
4. Select Tables if you wish to assign the table they will be seated at.

5. Tap Save to generate the reservation for later or tap Check In to check in the reservation instantly. 

Approving/Rejecting an online reservation

  1. Tap an "awaiting approval" reservation request to see its details, including any special requests.
  2. Accept or reject a reservation.
  3. Your customer will receive an automated email either confirming or declining their reservation.  
    You can edit these emails in Email Templates (look for "Reservation Confirmed" and "Reservation Unavailable").

Assigning a Reservation

  1. Tap on an “awaiting assignment” listing
  2. Press Select Tables

3. Select the table(s) you wish to assign the reservation to and press Done.

4. You will be redirected back to the Reservations page. Tap Save.

If you look at the Table Map, it will now tell you when the next reservation is scheduled. For larger tables, the customer's name will also display.

Note: You can also approve and reject reservations in the Pocket Manager app (iOS).

Checking in a reservation

  1. Tap on an "awaiting assignment"/"assigned" listing
  2. Press Check In.

3. Select the table(s) you wish to assign the reservation to and press Done.

If you had previously assigned a table for that reservation, it will already be selected (orange), so just press Done.

4. The table will be activated, with the time elapsed (hours:minutes), guest count, deposit amount, and reservation name attached to the table.

Instead of showing the time elapsed, you can show the time remaining for the reservation (hours:minutes), if you enable setting E4. RESERVATION COUNTDOWN MODE.

5. Tap the table to start an order.

Taking a deposit

Online

If your customers request reservations online, you can impose a minimum deposit for guest counts over a certain number, e.g. $5 per person for reservations of 15 people and more.

  1. Go to Reservations > Reservation Sessions
  2. Click Settings
  3. Enter the Minimum Guest To Charge Deposit 
  4. Enter the Deposit per Guest or Deposit per Reservation
  5. Click Save.

When placing a reservation online, your customer will be prompted to enter their card details for any reservation that requires a deposit.

Via POS

The deposit will be applied to the order so the amount owing is a negative figure.

  1. Tap the coin icon to view the deposit amount.

2. The total figure will automatically update as the order is taken.

NOTE: The total order amount must eventually equal or exceed the deposit amount for the transaction to be completed.

Messaging a customer

Tap the smartphone icon to compose a text message (SMS) to send to your customer's mobile. 

Note: The SMS will come from "Abacus" (no-reply), so ensure that you mention your company's name in the text message for your customers.

House Reservations

The top right corner shows how many tables are available for the selected reservation session. The black number represents what kind of table there is (how many seats it has), and the blue number represents how many tables of that type are available. For example, 8/2 means that there are 2 tables that seat 8 people, whereas 4/7 means that there are 7 tables that seat 4 people.

House Reservations

 A “house reservation” reduces the number of available tables for online reservation. If you don't want your restaurant to be fully booked online, reserve tables so they are available for walk-ins, or for your staff. This means that if there are 5 tables, you can "reserve" 2, so that a maximum of 3 tables can be booked online, whereas 2 will remain available.

  1. Tap House 

2. Enter the number of tables you want to reserve for the house
3. Press Save.

Table View vs. List View

By default, reservations are shown in List View; that is, reservations are listed chronologically within reservation session tabs. Switch to Table View to manage your reservations table by table.

  1. Tap Table View
  2. Tap Grid

    Double tap a time slot to add a reservation.

    Note: Reservations made in Table View are not restricted to Reservation Sessions, i.e. you can make times at any time of the day or night. 

Black out reservation sessions (Blackout Dates)

If you have a function for on a weekend, or if you are closed for a public holiday, you can "black out" specific reservation sessions on specific days so that your customers cannot place a reservation on those days.

  1. Go to Reservations > Blackout Dates
  2. Click Add Blackout
  3. Select the Date
  4. Click under Blacked out sessions

5. Select the session that you wish to black out for that day.
Note: the times shown will be based on the Reservation Sessions that you already created.

6. Click Save.
7. Now if your customers select that date for a reservation, those times will show up as unavailable, meaning nobody shows up when you don't want them to! 😉

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