Event Bookings – Guest Flow and Slot Handling
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Guests choose an event and an occurrence on your booking page. Availability, tables and payment mode determine the following steps.
1. Find the event
Share the event list through Bordsbokning → Bokningssida → Dela, or link directly to one event. An example list is https://app.vendion.com/book/your-restaurant?view=events. Guests see the name, image if available, description, per-person price and upcoming occurrences. A free event (price 0 kr) shows no price. The event must be active and have future visible occurrences.
2. Choose an occurrence
The guest opens the event and selects a date. The occurrence shows time and availability. Sold-out occurrences cannot be booked. The booking window (Bokningen öppnar and Bokningen stänger on the event) may mean a visible occurrence has not yet opened or has already closed for booking.
Events where the guest books a table: the event settings have Gästen bokar (The guest books) with the choices Plats på eventet (A place at the event, the default) and Bord den dagen (A table that day). With A table that day the event is information: when the guest picks a date, the normal table booking opens on that day, and the event's price, card requirement and places are not shown. Suits, for example, a quiz night where guests book a table anyway.
3. Choose party size and arrival
Guests use plus/minus, from 1 up to the event limit per booking and remaining places. A seated event may also have an Ankomstfönster, allowing a choice of available arrival time before the event. Seated parties must also fit available permitted tables.
4. Enter details
Guests provide a name, valid phone number, optional email and special requests, and accept the information about personal data. Custom event questions appear if configured; required questions must be answered. The event form does not have the same allergen selector as ordinary table bookings. Use special requests or a custom question and confirm dietary needs with the guest.
5. Book and complete any payment
The event’s Betalning setting determines the next step:
| Setting | Guest step |
|---|---|
| Ingen betalning — boka utan förskott | Booking without online advance payment |
| Förbetald biljett — gästen betalar vid bokning | Pay for tickets by card before confirmation |
| Kortgaranti — kort registreras som säkerhet | Register a card; any no-show fee is charged separately later |
Prepaid tickets support standing events with a positive price and VAT rate. A price in the description or price field alone does not enable prepayment. The guest must finish the payment/guarantee step within the displayed time limit; starting a booking is not a completed payment.
6. Confirmation and SMS
The guest sees the outcome after completing the flow. SMS depends on your settings, booking mode and delivery. Shared templates do not automatically expand event name and price as separate variables. Read the SMS guide and review the confirmation text before sharing the link.
How capacity is handled
Vendion checks available places and the per-booking limit when booking. Seated events also check tables. A party of two cannot book if only one place remains, even if more were shown earlier. A temporary payment hold may release places if payment is not completed. Check outcomes when adjusting capacity or making manual changes.
The personal management link
The confirmation link opens that guest’s booking without login. Guests can view details and, if settings and deadlines allow, change party size or cancel. Event time belongs to the occurrence.
- Tillåt gäst att ändra bokning controls party-size changes. Unpaid bookings can permit increases and decreases subject to capacity
- For paid tickets, ask guests to contact the restaurant for size changes. Changing the count does not automatically collect extra payment or give a partial refund. Handle the existing booking under its cancellation terms and rebook if needed
- Tillåt gäst att avboka, the deadline and event payment terms govern cancellation. Permitted cancellation of prepaid tickets uses the refund flow
- Check final status and receipt. Follow up failed refund attempts before telling guests the money has been refunded
Sold out and waitlist
Events have no automatic waitlist. Share the next occurrence or put the restaurant’s own contact details in the description for cancellation enquiries. Use your contact details, not Vendion support.
Staff checks
Open Bordsbokning → Bordsbokning, filter Event and select the booking. Check party size, contact details, event/occurrence, requests, status and payment information. Changes to paid bookings must account for what the guest actually paid.
If no occurrence appears, check Aktiv, future dates, cancellation flags and booking windows. If SMS is missing, check the phone and booking history; the POS detail panel has Skicka bekräftelse-SMS. Price is set per event, without automatic early-bird pricing.
Read SMS reminders for events and resources to configure messages.
This feature is part of Vendion Booking.
Curious how it looks in practice? Read more about the product or book a short demo.
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