How to manage restaurant bookings with the PRO booking system

Last updated

21 March 2025

Overview

The PRO booking system allows you to manage restaurant reservations efficiently from the CMS. You can view, modify, and update booking statuses, track real-time availability, manually add reservations, and download reports.

This guide walks you through managing bookings with the PRO booking system, using the Reservations section of the CMS.

Before getting started

Before managing bookings, make sure you:

• Have already configured the restaurant in the CMS under Content > Facilities > Restaurants.
• Have enabled the PRO booking system for the restaurant.
• Have set up the bookable units (e.g., tables or seating areas), defined spaces and created at least one space combination.
• Have assigned an availability timetable to the service.
• Have access to the CMS: PRO > Reservations.

Step-by-step guide

Step 1: View reservations

1. Go to PRO in the CMS.
2. Select the service from the drop-down menu in the top-left corner.
3. Choose a date on the calendar to display confirmed reservations for that day.

Step 2: Choose a view mode

You can switch between three viewing modes:

• Floor plan mode (map icon)
  • Displays a visual layout of the restaurant’s tables or units.
  • Allows you to check each reservation and modify its status in real time.
  • Lets you filter by interval and space.
  • The floor plan commands allow you to adapt the visualization by reducing or enlarging the image, centering the units, displaying them in full screen, or freezing units on the floor plan to avoid losing sight of them.

• Calendar mode (calendar icon)
  • Displays all reservations in a calendar view.
  • Allows you to check each reservation and modify its status in real time.
  • Helps you visualize the occupancy per interval for each unit.
  • The arrows let you scroll through the different units to view their bookings across the day.

• List mode (list icon)
  • Displays all reservations and occupancy details in a structured list.
  • Lets you filter by interval and space.

Step 3: Check and edit reservations

To find a reservation, you can:

• Select the date.
• Type the customer's name in the search bar (floor plan mode).
• Browse the list view, select a reservation on the calendar or select a unit on the floor plan.

To edit a reservation:

1. Click on the reservation.
2. Modify any necessary details (date, number of people, space, time, unit or duration).
3. Save the changes.

To update a booking status, select one of the following:

• Confirmed: The reservation is accepted.
• Occupied: The guest has arrived and taken their seat.
• No-show: The guest did not show up.
• Canceled: The reservation has been canceled.

Important:

• A reservation can only be marked as No-show after the reservation time has passed.
• Once the reservation time has arrived, the reservation can no longer be canceled — it should be marked as No-show.

To add internal staff notes, use the Notes field (only visible to staff).

Step 4: Refresh to view the latest reservations

1. Click the Reload icon (circular arrows) in the upper-right corner of the screen.
2. Refresh regularly to ensure you’re seeing the most up-to-date list of reservations.

Step 5: Add a reservation manually

If a guest arrives without a prior booking, you can manually add a reservation:

• Floor plan mode: Click +Reservation from the left menu or select an available unit and then Add reservation.
• List mode: Click Add reservation on the right side of each available time.
• Calendar mode: Click on an available time and unit and then Add reservation.

A form will appear where you can enter:

• Guest details (guest or visitor).
• Date and time of the reservation.
• Number of people.
• Assigned unit.

Step 6: Temporarily lock units

To prevent reservations for a specific table or unit during a set time:

1. In the floor plan view, click on an available unit. In the calendar mode, click the desired time and unit.
2. Select Lock unit.
3. Choose the locking duration:
   • Full day or multiple days (24 hours).
   • Specific time range (start and end time).
4. Add internal notes for staff.
5. Click Save changes.

To unlock a unit, click on it and select Unlock unit.

Step 7: Manage reservations in real time

The floor plan and calendar updates unit statuses using color codes:

• White: Available.
• Yellow: Confirmed.
• Green: Occupied.
• Red: Late.
• Gray: Locked.

Automatic status updates:

• If a guest does not arrive within 5 minutes of the booking time, the unit turns red (late).
• If the guest arrives, update the status to occupied (green).
• If the booking is canceled or marked as no-show, the unit becomes available (white).

Step 8: Check availability

To see available times for a given date:

1. Click Check availability (calendar with magnifying glass icon) in the top menu, where you select the service.

1. Enter the date and number of guests.
2. Enable the Check availability in app switch if you want this information to be visible to guests. If not enabled, this information is only visible to staff.
3. View available times for all restaurants using the PRO booking system.

Step 9: Download a report

1. Click Export data (down arrow icon on the upper right-side menu).
2. Select the services you want to export data for.
3. Select a date range.
4. Select a format: XLSX or PDF.
5. Choose between All reservations or Confirmed only.
6. Click Download file.

Next steps

After you’ve started managing bookings, you may want to:

• Refine your setup – Adjust timetables, quotas, and space combinations based on operational needs.
• Train your staff – Make sure your team is confident using all three view modes (floor plan, calendar, list) and understands how to update booking statuses in real time.
• Review performance with Insights – Use the Insights feature to view key metrics such as the number of bookings, revenue, and users. This can help you monitor how the service is performing and support data-driven decisions.

Need further assistance?

If you have additional questions or require further assistance:

• Contact us via live chat
• Send a ticket to our Support team
• Visit STAY Academy, our training platform.