Create a Booking Manually

When a guest calls or walks in and wants to book, you create the booking in admin.

+ Ny bokning (New booking) is a menu

The button in the top right opens a menu, not the form directly:

Table booking and Walk-in are always there. The resource options only appear if you have set up resources.

You can also click directly on an empty slot in the timeline – date, time, and table are then pre-filled when the wizard opens.

Step by step (Table booking):

1. Go to Bokning
2. Click + Ny bokning and choose Bordsbokning
3. Step 1 – Datum & Gäster: Select date and number of guests. You can book more guests than Max gäster (Max guests) in the booking settings – that limit only applies to online bookings
4. Step 2 – Tid & Bord:
   • Select shift
   • Choose an available time (the system shows available times)
   • Select a table manually or let the system assign automatically
   • If the party should sit longer or shorter than usual, click Ändra sluttid (Change end time, see below)
   • If none of the times fit, click Välj tid och bord själv (Choose time and tables yourself, see below)
5. Step 3 – Gästinfo:
   • Enter name (required)
   • Phone number (optional but recommended – enables SMS and CRM linking)
   • Email (optional)
   • Special requests (e.g. "High chair", "Window table")
   • Open Allergener for reported allergies. The field appears when Fråga om allergier is enabled
   • Intern anteckning (syns ej för gästen) for a note hidden from the guest
   • Tags (e.g. VIP, Birthday, Press)
   • Source (Manual, Phone, Walk-in, or Online)
6. Step 4 – Bekräfta:
   • Review all details
   • Choose whether to send confirmation SMS
   • Click Skapa bokning

Custom end time

The end time is calculated from the seating duration (a party-size rule, the shift's duration or the default). An event or a large party often needs its own duration, for example 19:00–23:00:

1. Choose a time in step 2
2. Click Ändra sluttid (Change end time) on the line showing the time and duration
3. Choose the Sluttid (End time) in the list. Each row shows how long the seating will be, e.g. 23:00 · 4 h. (+1) means after midnight

Available times, table suggestions and occupied tables are then calculated with the new duration. If you change the time afterwards, the end time moves with it, so the duration stays the same. Följ regeln (Follow the rule) restores the restaurant's seating duration. The same choice is in the POS booking wizard and under Välj tid och bord själv.

Large parties – Välj tid och bord själv

The system only suggests times when one table or table combination fits the whole party. If the party is larger than that, the list is empty. Then you choose the time and tables yourself:

1. Click Välj tid och bord själv in step 2
2. Choose a Tid (time)
3. Tap the tables the party should have. Tables already booked at that time are marked Upptaget (Occupied)
4. The line below the tables shows the number of tables, seats and guests. If there are not enough seats it says För få platser för sällskapet (Too few seats for the party). You can still book
5. Click Nästa (Next) and fill in guest details as usual

Choosing an occupied table is overbooking. In admin it requires Redigera bokning permission. In the POS a manager approves with their PIN if you lack the permission. If you change the time after choosing tables, one of them may become occupied. A warning then appears, and you can only continue once you remove the table or press Boka ändå (Book anyway).

If the system has available times that day, the Lediga tider (Available times) link takes you back to its suggestions. The tables you chose are cleared.

Walk-in

Walk-in opens the same wizard, with three differences:

• The source is set to Walk-in instead of Manual
• The booking is created straight away with status Sittande – no extra step to place the guest afterwards
• Confirmation SMS is off by default. The guest is standing in front of you; a text saying the table is booked is just noise

Everything else works the same. You can still enter a phone number to link the visit to the guest register, and tick SMS manually if you do want to send a confirmation.

Customer matching: Enter a phone number to search the restaurant’s guest register, or click Välj befintlig gäst to search by name, phone or email. Check the match before saving. The guest card may show visits, no-shows, VIP status and average spend.

You need Skapa bokning permission to save a new booking. The Boka ändå trots fullt (Book anyway despite full) box in Tid & Bord opens Välj tid och bord själv with occupied tables available straight away. In admin the box appears for users with Redigera bokning permission. In the POS it always appears, and if you lack the permission a manager approves with their PIN. Check staffing and placement before overbooking.