Reservations Operation

 

Touch > Reservations (#450) and Diary Reservation (#455) POS Keys

 

Description

 

These features are used to manage the Reservations of Tables. Primarily designed for restaurants, it can also be used in cafe or any other venues that offer the Reservation of Tables. Reservations can now be viewed in either one of the following two modes from the SwiftPOS Touch terminal:

 

  1. Floor Plan Mode
  2. Diary Mode

 

To Be Considered

 

  1. Reservations require a Table to be assigned, as opposed to Waiting List Items that do not require a Table to be assigned. Waiting list Items are also known as Walk In Waiting.
  2. Note : Reservations that have been finalised and are older than 28 days will be automatically cleared when the SwiftPOS Touch terminal is started.

 

Overview

 

There are many different ways that a Reservation can be taken and orders taken, the following is an example of one of those ways.

 

  1. Start SwiftPOS Touch and SwiftPOS Reservations.
  2. Add a Reservation.


    • Select date that Reservation is required.
    • Select start time for Reservation.
    • Select available Table from the layout.
    • Click Add.
    • Either select a current member or create one and assign to this Reservation.
    • Click Save Reservation.
    • Click OK to the displayed Reservation information.


  1. When customer arrives, select the Reservation from the Waiting List tab and Assign to Table.
  2. When customer comes up to place order, either use the SwiftPOS Touch terminal directly to open the Bistro Table or use the Reservation Status key to select Next Order. Once and order is placed the Reservation status will be set as Ordering.
  3. Once all orders are place answer yes to the question ???Is this the last order???. The Reservations status will now be marked as Ordered showing it has been sent to the kitchen printer. The Reservation remains on the Reservation list alerting other staff that the Table is occupied.
  4. When the customer leaves the Reservation can be marked as ???clean mode???. This is done selecting the Table and clicking status button. Select Clean status. The Reservation status will now be marked as Clean No more orders can be taken on the Table but the Reservation remains alerting other staff that the Table is still not ready for customers.
  5. Once the Table is ready for a new customer, mark the Reservation as Completed or close the Table from touch. From the Reservation screen select the Reservation and click the status button. Select Completed status. This will mark the Reservation as completed and the Table will be considered Empty.

 

Floor Plan Mode Operation

 

Touch > Reservations (#450) POS Key

 

Description

 

This feature is used to manage the Reservations of Tables using the Floor Plan Mode.

 

To Be Considered

 

  1. If required, restricting access to these POS Key can be managed by Clerk Security.

 

Pre-Requisites

 

  1. Ensure the Function Reservations and Diary Reservation POS Keys are added to the appropriate Layout using the Keyboard Designer.

 

Operation

 

  1. At the SwiftPOS Touch terminal, select the Reservations POS Key.
  2. This will display the Reservations screen, then:

 

  1. To Add a Reservation

 

A Reservation can be created for either of the following situations:

  1. Add a Reservation and assign a Table - Usually used to book a Table when a reservation is taken over the phone, or when customers walk in and can be assigned a Table immediately. These Reservations once created will appear in the Reservations tab. To create a Reservation do as follows:

    1. Select an available Table on the Floor Plan Layout.
    2. Select the Add button to open the New/Edit Reservations screen.
    3. The Table number selected will appear in the Tables field.
    4. Enter the necessary details and select an Arrival/Departure Date & Time.
    5. Select Save Reservation.

  2. Add a Reservation without assigning a Table - Usually used when customers walk in and cannot be assigned a Table immediately. Normally referred to as Walk In Waiting. These Reservations once created will appear in the Waiting List tab. To add to the Waiting List do as follows:

    1. Ensure not Table is currently selected on the Floor Plan.
    2. Select the Add button to open the New/Edit Reservations screen.
    3. A zero will appear in the Tables field.
    4. Enter the necessary details and select an Arrival/Departure Date & Time.
    5. Select Save Reservation.

 

  1. To Search for a Reservation

 

  1. Select the Search button (top Left hand corner of the screen). This will display the Reservations search screen.
  2. Enter either the ID, Name or Number and/or select a date to narrow the search for a specific Reservation.
  3. Select the Search Reservations button to invoke the search.
  4. Select one of the Reservations returned in the Results section of the Reservations search screen.
  5. The selected Reservation will be identifiable in the Floor Plan by the Table colour displayed. The colour displayed is determined here.


OR


  1. Using the Date/Time Options (top left hand corner of screen), select the Date/Time range of the Reservation being searched.
  2. The Floor Plan will now display all the Tables for the Date/Time range selected and the tables that have a Reservation will be indicated by the name of the Customer appearing on the Table.
  3. Also, the Reservations and Waiting List tabs (To the right of the Floor Plan) will also display all Reservations and Waiting List items.


  1. To Edit a Reservation


    1. Select either the Table on the Floor Plan, or select the Reservation listed in either the Reservations or Waiting List tabs.
    2. Select the Edit button to open the New/Edit Reservations screen.
    3. Make the required changes and save the Reservations.

 

  1. To Assign Table(s) to a Reservation/Waiting List Item


    1. To assign a Table to a Waiting List Item:


      1. Select the Waiting List item in the Waiting List tab and drag it to and empty Table.
      2. A confirmation popup screen will be displayed confirming the assignment. Select OK.
      3. The Waiting List Item will now be considered as a Reservation and will now appear in the Reservations tab.
      4. Now, if required, more Tables can be assigned to the same Reservation.

 

    1. To assign more Tables to a Reservation:


      1. Select either the Table on the Floor Plan or select the Reservation listed in the Reservation tab. Then select the Assign button.
      2. Select the number of Tables required and reselect the Assign button to save the assignment. All the Tables selected will now appear in the Customer's Name associated with the Reservation.

 

    1. To change the table assigned to a Reservation:


      1. Select either the Table on the Floor Plan or select the Reservation listed in the Reservation tab. Then select the Assign button.
      2. Select the new Table(s) to be assigned to the Reservation.
      3. Select the old Table(s) the Reservation was previously assigned to.
      4. Reselect the Assign button to save the assignment. The old Table(s) should now appear empty and all the new Tables should appear assigned.

 

  1. To Clear the Assignment of Tables to a Reservation


    1. Select either the Table on the Floor Plan or select the Reservation listed in the Reservation tab. Then select the Assign button.
    2. Select the old Table(s) the Reservation was previously assigned to.
    3. Reselect the Assign button to save the assignment. The old Table(s) should now appear empty and Reservation will now appear in the Waiting List tab.

 

  1. To Delete a Reservation/Waiting List Item


    1. Select the Reservation/Waiting List Item listed in either the Reservations or Waiting List tabs. Then select the Delete button.
    2. A confirmation popup screen will be displayed confirming the deletion. Select Yes.
    3. Any Tables assigned to the deleted Reservation will now appear as empty.

 

Diary Mode Operation

 

Touch > Diary Reservation (#455) POS Key

 

Description

 

This feature is used to manage the Reservations of Tables using the Diary mode.

 

To Be Considered

 

  1. If required, restricting access to this POS Key can be managed by Clerk Security.

 

Pre-Requisites

 

  1. Ensure the Function Diary Reservation POS Key is added to the appropriate Layout using the Keyboard Designer.

 

Operation

 

  1. At the SwiftPOS Touch terminal, select the Diary Reservation POS Key.
  2. This will display the Diary Reservations screen, then:

 

  1. To Add a Reservation

 

A Reservation can be created for either of the following situations:


  1. Add a Reservation and assign a Table - Usually used to book a Table when a reservation is taken over the phone, or when customers walk in and can be assigned a Table immediately. These Reservations once created will appear in the grid. To create a Reservation do as follows:

    1. Select a Table and a Time. This can be done by selecting the start Time (a cell in the grid) for the Reservation being added, opposite a Table (a row in the grid).
    2. Select the Add Reservation button. This will display the New/Edit Reservations screen.
    3. Enter the necessary details and select an Arrival/Departure Date & Time.
    4. Select Save Reservation.

 

  1. Add a Waiting List Item - Usually used when customers walk in and cannot be assigned a Table immediately. Normally referred to as Walk In Waiting. These Reservations once created will appear in the Waiting List. To add to the Waiting List Item do as follows:

    1. Select the Add Waiting List button.
    2. This will display the New/Edit Reservations screen.
    3. Enter the necessary details and select an Arrival/Departure Date & Time.
    4. Select Save Reservation.

 

  1. To Search for a Reservation

 

  1. Select the Floor Layout appropriate to the Time Slot of the Reservation being searched.
  2. Select either the Left/Right arrows either side of the Reservation Date/Times or alternatively select either the Today/Tomorrow/Thursday/Friday/etc buttons to quickly navigate to a specific day.
  3. Select the Left/Right and Up/Down arrows on the sides of the grid to navigate through the grid, or use the scroll bars to the right and bottom of the grid.


OR


  1. Select the Search button. This will display the Reservations search screen.
  2. Enter either the ID, Name or Number and/or select a date to narrow the search for a specific Reservation.
  3. Select the Search Reservations button to invoke the search.
  4. Select one of the Reservations returned in the Results section of the Reservations search screen.
  5. This will open the New/Edit Reservations screen with the details of the selected Reservation displayed.

 

  1. To Edit a Reservation

 

  1. Navigate through the grid and find the Reservation to be edited.
  2. Select the edit icon displayed on the Reservation. This will open the New/Edit Reservations screen to change/edit the Reservation.
  3. Make the required changes and save the Reservations.
  4. A confirmation popup will be displayed to confirm the change. Select OK.


OR

  1. Search for a Reservation. Once found, select.
  2. This will open the New/Edit Reservations screen to change/edit the Reservation.
  3. Make the required changes and save the Reservations.
  4. A confirmation popup will be displayed to confirm the change. Select OK.


  1. To Assign a Table to a Waiting List Item


    1. Select Waiting List (top RHS) to unhide the Waiting List.
    2. Locate the Waiting List item.
    3. Select and drag it to a cell (Start Time/Table) in the grid.
    4. The Waiting List counter will be decremented by one.

  1. To Clear the Assignment of Tables to a Reservation


    1. Select the edit icon displayed on the Reservation. This will open the New/Edit Reservations screen.
    2. Select the Clear Assignment button and save the Reservations.
    3. Make the required changes and save the Reservations.
    4. A confirmation popup will be displayed to confirm the change. Select OK.
    5. The Reservation will be removed from the grid and added to the Waiting List.

  1. To Delete a Reservation


    1. Select a Reservation in the grid.
    2. Select the Delete Reservation button. A confirmation prompt will be displayed.
    3. Select Yes. The Reservation will be removed from the grid.

 

Reservations - Standalone/Touch Mode

 

Description

 

SwiftPOS Reservations can be run in either of the following ways:

 

  1. Invoked as a Standalone Application


When run from a PC with no SwiftPOS Touch terminal. To start Reservations in standalone mode follow these instructions:


  1. Create a desktop shortcut, namely "C:\SwiftPOSTouch\SwiftPOS.Reservations.exe"

OR


  1. Open Windows Explorer and go to C:\SwiftPOSTouch.
  2. Right click SwiftPOS.Reservations.exe then select Send to Desktop (Shortcut).
  3. Double click the new desktop shortcut to start Reservations.
  4. When the loader (below) appears select the monitor to display Reservations on then press Open Reservations.

 

Note : It is possible to invoke Reservations using different Table Tracking Databases.  To achieve this do as follows:

  1. User /S:{Filename} with or without the .XML extension in the name and run Reservations standalone.  E.g.  Run SwiftPOS.Reservations.exe.


  1.  Invoked from Touch


When run from a SwiftPOS Touch terminal. To start Reservations in touch mode follow these instructions:

  1. Start the Keyboard Designer in SwiftPOS Back Office.
  2. Add the Reservations (#450) and Diary Reservation (#455) POS Keys.
  3. Send a full update to the SwiftPOS Touch terminals and select either the Reservations or Diary Reservation POS Keys.

 

Related Topics

 

  1. POS Configuration Index - Table Configuration
  2. POS Operation
  3. POS Operation Index - Table Features
  4. Touch Toolbar and Tools
  5. Touch Settings

 

Published 28 Mar 2024