Reservations - Floor Plan and Diary Modes

 

Back Office > Touch Settings > Reservations/Reservation Diary Mode

 

Description

 

This menu item provides complete management of Table Reservations using either of two modes.
 

  1. Floor Plan Mode - Based on Floor Plans and provides a layout based view of reservations.
  2. Diary Mode - This mode is based on a Diary style layout which provides a time based view of reservations.

 

Reservations can also be managed from SwiftPOS Touch terminals. For operations information click here.

 

To Be Considered

 

  1. For information regarding invoking SwiftPOS Reservations ...

 

Floor Plan Mode

 

 

This screen is accessed from here and is used to provide a layout based view of reservations by making use of a Floor Plan style layout.

 

Note : If the following popup is displayed after selecting a Location, then first confirm that both Floor Plans and Floor Plan Times have been set for the selected Location.

 

 

 

Vertical Toolbar (LHS)

 

  • Search - Select to open the Search screen to search for a Reservation.
  • Reports - Select to open the Reports screen to report on Reservations.
  • Location - Select to open the Locations screen to select the appropriate Location Floor Plan.
  • Settings - Select to open the Settings screen to edit the Reservation Settings.
  • Edit FP - Select to enter edit mode and edit the currently displayed Floor Plan. For more information ...
  • Exit - Select to exit.

 

Date/Time Options

 

  • Date - Select using either the Left/right arrow or the drop down calendar the date for which the Reservations can be viewed/made.
  • Time - Select the Start (Top) and End (Bottom) times for which the Reservations can be viewed/made.
  • Current Time - Select to reset the Date/Time back to the current and display the Floor Plan Layout relevant to the current date/time.

 

Reservation Toolbar

 

For information regarding the adding/editing of a Reservations see the ...

 

  • Add - Select to open the New/Edit reservation screen to add a Reservation/Walk In. The Date/Time displayed on the this screen will be used as the default, but can be changed in the New/Edit reservation screen that is presented. If you have a empty Table highlighted on the Floor Plan, it will be added to the Reservation.
  • Edit - Select to edit the selected Reservation. This option is only available when a Reservation or Waiting List item (RHS of the screen) is selected.
  • Delete - Select to delete the selected Reservation. This option is only available when a Reservation or Waiting List item (RHS of the screen) is selected.
  • Assign - Select to assign Seat to the selected Reservation to a Table or change the current Table assignment. This option is only available when a Reservation or Waiting List item (RHS of the screen) is selected. To assign do as follows:


    • Select the Reservation or Waiting List item (RHS of the screen).
    • Select the Assign button.
    • Select the Table on the Floor Plan at which the customer has been seated.
    • Select the Assign button again to save the assignment.
    • The Table on the Floor Plan should now read as "Seated".


  • Status - Select to open the Status screen below and change the status of the selected Reservation. This button is only enabled when a Reservation item (RHS of the screen) is selected.

 

Table Information

 

Displays Table statistics information relating to Tables in the Floor Plan currently displayed. The following statistics are displayed :

 

 

  • Covers - Displays the covers available. That is, in this screenshot example, there are only tables available that have 2,3 or 4 covers.
  • Total - Displays the total number of Tables available per cover. In this example, there are 2 tables available that cater to 4 covers.
  • Remaining - Displays the total number of Tables per cover that are available to be assigned to a Reservation.
  • Unassigned - Displays the total number of Tables per cover that potentially could be assigned to Waiting List Items.
  • Reserved - Displays the total number of Tables per cover that are assigned to Reservations.
  • Overbooked - Displays the total number of Tables per cover that are overbooked.

 

Note : This information will only be displayed if the Display Table Statistics on Main Page setting is selected.

 

Reservation and Waiting List Information

 

Displays all the Reservations and Waiting Lists items for the Date selected. Waiting List items are Reservations that have no Tables assigned. When either a Reservation or Waiting List item is selected the Date/Time and the Floor Plan Layout displayed is adjusted to the time slot of the item selected and for Reservations the Table on the Floor Plan Layout is highlighted.

 

When the Reservation Tab is selected a drop down list of display options appears at the bottom of the tab. Selection of one of the following can be made to change what is displayed in the Reservations tab:

 

  • Show Normal - Default display
  • Show Not Complete - Show Reservations that have NOT been completed.
  • Show All - Select to show all Reservations regardless of their Time/Status.

 

Selected Reservation/Waiting List Details

 

Displays all of the information relating to the selected Reservation/Waiting List item.

 

Reports

 

 

This screen is accessed from here. Select the Date and then select Reservation List Report button to generate a Reservation List Report for the selected day, OR select the Date, Start and End times and then select the Reservation List Report button to generate a Reservation List Report for the selected time slot.

 

Settings - General Settings

 

This screen contains all of the settings needed to configure Reservations. The screen is divided into tabs which contain General Settings, Member Settings, Colours and Floor Plans settings.

 

 

This screen is accessed from here.

 

General Settings

 

This tab contains the setting for the Database and display settings.

 

  • Table Tracking Connection String - Displays the Table Tracking Connection string. This setting cannot be changed from this tab but rather changed from here. This connection must be established for Reservations to function correctly.
  • Reset Table Tracking Database Version - This option is no longer available from this screen, but rather can be accessed here.
  • Display Mode Only - Select to restrict editing of Reservations as well as Floor Plans.
  • Sitting Length - Select from the drop down list provided the average time a Table is considered reserved (seated). The time selected here determines the time slot allocated to new Reservations.
  • Covers Per 15 minutes - Set to a value other than zero to restrict Reservations created within a 15 minute time slot to the number set here. This is to avoid a run on drinks and meals occurring all at the same time.
  • Display Table Statistics on Main Page - Select to display information relating to Reservations of Tables in the Floor Plan. Providing details such as Tables Remaining (Empty), Unassigned, Reserved and Overbooked. Note : This option is disabled when using Diary Mode.

 

Settings - Member Settings

 

 

This screen is accessed from here.

 

Member Settings

 

  • Member Database Type - The member database connection type refers to the type of connection used to communicate with the SwiftPOS Back Office database containing member records. When running in SwiftPOS Back Office mode it is recommended that the integrated connection type be used.
  • Set Connection - The set connection option displays the SQL Connection Dialog for setting the connection string to either Task Manager or SwiftPOS databases.
  • Member Settings - Uses NetPOS.Net settings.


    • SwiftPOS Back Office Reservations - Uses the NetPOS.Net settings as set in the Keyboard Designer.
    • Touch Reservations - Uses the NetPOS.Net settings as set in Terminal Settings > Customers.

 

Settings - Colours

 

 

This screen is accessed from here.

 

Colours

 

  • Button Colour - Set to display Tables and Reservations listed in the Reservations tab in a specific colour depending on their status.
  • Current - indicates the colour the Table will be displayed in when selected or searched for.
  • Font Colour - This setting refers to the text colour displayed in Reservations for each Reservation status.
  • Table Text Size - The Table text size setting refers to the size of the font used to display the Table number on Tables.
  • Other Text Size - The other text size setting refers to the size of the font used to display all other text on Tables.

 

Settings - Floor Plans

 

 

This screen is accessed from here.

 

Floor Plans

 

 

Floor Plan Layout Display Times

 

 

This screen is accessed from here.

 

Grid

 

Displays the Times/Days that the different Floor Plan Layouts are displayed in the Reservations screen. Once set then display of the Floor Plan Layouts will automatically changed given the time of the day.

 

  • Start/Finish Time - Select to set.
  • Days - Select to set.

 

Footer

 

  • Add - Select to open the Floor Plan Display Tables screen to select a Floor Plan Layout and add to the grid.
  • Delete - Select to delete the selected row.
  • OK - Select to save any changes and exit.
  • Cancel - Select to exit without saving.

 

Status

 

 

Editing Floor Plan Layouts

 

 

Edit mode is invoked from here.

 

Using the toolbar buttons available edit the Floor Plan, save it. The changed Floor Plan will be saved for the time slot selected.

 

  • Save Layout Changes - This option will save all changes made to the current layout as a copied layout which will remain in use until the end time of the original layout.
  • Exit Design Mode - This option will exit out of editing the layout without saving any changes.
  • Print Layout - This option will print the layout to the default windows printer.
  • Change Covers - The change covers options allows any Table on the layout to have it's covers changed.
  • Add Square Table - The add square Table option will add a new square shaped Table to the layout.
  • Add Round Table - The add round Table option will add a new round shaped Table to the layout.
  • Remove Table - This option will remove any selected Table from the layout.

 

Reservations - Bistro Mode Only

 

Description

 

This document provides extra information about SwiftPOS Reservations in Bistro only mode.

 

Table Tracking Settings Required

 

The following Table Tracking settings need to be selected for Bistro Mode Only Reservations. Without these settings this feature will not function correctly:

 

  1. Use Reservations
  2. Bistro Reservations Only

 

The following Bistro settings need to be unselected.

 

  1. Auto Close All Bistro Tables

 

 

 

  • Clean Status ? A new status will displayed when a Bistro Table is put into clean mode. A Bistro Table can be put into clean mode by changing the status via the Reservation status button or via SwiftPOS Touch using a Table POS Key with the correct settings. Please refer to the help file for setting up a Touch keyboard. The clean status will be displayed on the Floor Plan and also in the list view.
  • Reservation Status Button ? A new selection is available called ?Clean?. As mentioned above this will place a Bistro Table into clean mode. This will not remove the Table from the Database, but will mark the Table and Reservation so that no more orders can be added. When the Table has been tidied up and is ready for another customer the Reservation should be marked as completed. This can be done by using the Completed status from the Reservation status button or via touch by using a close Table function key. For information regarding setting up SwiftPOS Touch Keyboards ...

 

Diary Mode

 

 

This screen is accessed from here or here and is used to manage the Reservations of Tables a Diary style layout.

 

Floor Layouts

 

The Floor Layouts available to the current Location will be displayed here. The Floor Layout that is highlighted, is the layout that has been scheduled for the current time. Floor Plan Layout Times can be set via the Settings button. For information regarding Floor Plan Layout Display Times ... Floor Plan Layouts can also be selected to display the Time Slots associated with the Layout selected.

 

Reservation Date/Times

 

When initially displayed the screen will default to today and will display Time Slots either side of the current time. To make/view a Reservation for any other period use the Left/Right arrows either side of Today's Date to view the days ahead or in the past. Alternatively, select Today/Tomorrow/Thursday/Friday/etc buttons to quickly navigate to a specific day. To navigate to specific Time Slots within a day, select either the Floor Layouts scheduled for the Time Slot being searched or select the Left/Right arrows either side of the grid to move the Time Slots left or right.

 

  • Add Reservation - Select to open the New/Edit Reservations screen to create a Reservation. Note : A Table and Time Slot will need to be selected prior to selecting this button, otherwise a warning prompt will be displayed. This can be done by selecting multiple cells (in a single row in the grid) for the for the time slot required opposite an available Table. See highlighted Time Slots selected in the screen shot above.
  • Add Waiting List - Select to open the New/Edit Reservations screen to create a Reservation without having to assign it to a Table.
  • Search - Select to open the Reservations search screen to search for a specific Reservation.
  • Close - Select to exit
  • Delete Reservation - Select to delete the currently selected Reservation

 

Waiting List (Top RHS)

 

Select the drop down arrow to show the Waiting List.

 

Grid

 

Displays the Tables/Table Covers listed vertically and the Time Slots/Reservation Covers listed horizontally. Reservation Covers can be shown/hidden from view by configuring the setting here. Use the Up/Down arrows above/below the grid to navigate through the Tables, and the Left/Right arrows either side of the grid to navigate through the Time Slots. A Reservation appearing in the grid will display as follows:

 

 

  • Covers - Displays the total covers (including both adults and children).
  • Time - Displays the start/end time of the Reservation.
  • Customer - Displays the Customer/Member's name the Reservation was made under.
  • Phone - Displays the Customer/Member's contact number.
  • Edit Reservation - Select to open the New/Edit Reservations screen to change/edit the Reservation.
  • Table Info - Select to display the Table Information screen.
  • Table Status - Select either to view Table information and/or change the Status of a Table.

 

Footer

 

  • Settings

Select to open the Reservations Settings screen. The Master password will have to be entered to access settings.

 

  • Details

Displays the details of the Reservation currently selected.

 

  • Legend

Use as a reference to quickly ascertain the status of a Reservation by it's background colour.

 

Options Menu

 

 

This screen is accessed from here and is used to access and configure the Reservations Settings and Additional Settings

 

  • Settings - Select to open the Reservations Settings screen. The Master password will have to be entered to access settings.
  • Additional Settings - Select/Unselect to show/hide what is displayed for Reservations in the grid, as seen here. Also, to show/hide (select/unselect the Show Covers on Time) the total number of Reservation Covers being displayed in the Time Slots bar above the grid.

 

Note : To exit and hide this menu, simply select outside of the menu, that is somewhere on the Diary Mode Reservations screen.

 

New/Edit Reservations

 

 

This screen is accessed from here, here, here and here, and enables the entry/editing of details associated with a Reservation/Waiting List item.

 

Header

 

  • Save Reservation - Select to save any changes and exit.
  • Close (No Save) - Select to exit without saving.
  • New Customer - Select to create a new Customer/Member. Note : This button is only visible when in Floor Plan Mode Reservations.
  • Search Customer - Select to open the Customer Search screen to search for and select a Customer/Member.
  • Manual Assign - Select to assign the Reservation to a Table. Note : This button is only visible when in Floor Plan Mode Reservations.
  • Clear Assignment - Select to ensure the Reservation previously assigned to a Table is unassigned.

 

Customer Details

 

  • Displays/Enter the Customer/Member's Details such as Phone, Email, Name and Address information. Note : When this screen is first displayed the Name field will contain one of either of the following:
    • Walk In - This will appear if a Reservation is being added.
    • Walk In Waiting - This will appear if a Waiting list Item is being added.

 

Covers/Tables

 

  • Adult/Child - Displays/Set the number of Adults/Children the Reservation is for.
  • Seat Now - Select to ensure the status is set to seated. This option is only visible when in Diary Mode Reservations.
  • Table/s - Displays the Table(s) assigned to the Reservation. Zero indicates no tables are assigned (Walk In Waiting).

 

Reservation Date/Time

 

  • Date/Times - Displays/Set the Date and Arriving/Departures times applicable to the Reservation/Waiting List item.
  • Edit Reservation Notes - Displays/Enter any notes relevant to the Reservation/Waiting List item.
  • Add Deposit - Select to open the Finalise Sale screen to take a deposit for the Reservation.

 

 

Status

 

 

Reservations Search

 

 

This screen is accessed from here and here, and enables the searching of Reservations based on either the Reservation ID, Customer/Member's Name or Phone Number, and the Reservation date/time. Once found select to exit this screen and show the Reservation in the Diary Mode Reservations screen.

 

Note : If no search filters are entered, then when the Search Reservations button or Enter is selected, all Reservations will be listed for the date selected.

 

  • ID - Enter the ID of the Reservation.
  • Name - Enter the full/partial Name of the Customer/Member under which the Reservation was made.
  • Number - Enter the full/partial Phone Number of the Customer/Member who made the Reservation.
  • All Dates - Select to ensure the search will include all dates and not just for the date currently selected in the calendar (displayed on the right hand side).
  • Clear Filters - Select to clear all text entered into the filter fields.
  • Search Reservations - Select to invoke the search and return a list of resulting Reservations.
  • Return - Select to exit.
  • Results - Displays the Reservations returned by the search.

 

Waiting List Menu

 

 

This screen is accessed from here and used to access/view Waiting List Items. Select and drag to the grid to assign to a Table/Time.

 

Note : To exit and hide this menu, simply select outside of the menu, that is somewhere on the Diary Mode Reservations screen.

 

Finalise Sale

 

 

This screen is accessed from here.

 

This screen is used to finalise the payment of a deposit for a Reservation.

 

 

Related Topics

 

  1. POS - Reservations Operation
  2. POS - Third Party Interfaces
  3. POS Configurations
  4. POS Operation
  5. POS Operations
  6. Touch Toolbar and Tools
  7. Touch Settings

 

Published 28 Mar 2024