Manage a Booking

This is how you manage a booking in admin under Bordsbokning → Bordsbokning. The POS has its own booking panel, see In the POS at the end and Booking View in the POS.

Open and close a booking:

• Click the booking in the list, on the floor map or in the timeline. In the timeline one click on the block opens the booking directly, and a right-click does the same
• The booking opens in a full-height panel on the right. On a phone it fills the screen
• In the Bord (Tables) and Översikt med bordskarta (overview with floor map) views, the map is drawn to the left of the panel. The map gets smaller so you can see the booking's table, and the page is not dimmed
• In Tidslinje (Timeline) and Lista (List), the panel lies over the page. The rest of the page is dimmed but can still be clicked
• Click another booking and the panel switches to it
• The open booking has a dark frame in the timeline, and its table has the same dark frame on the map, so you can see where it is
• Close with the cross in the top right or with Esc. In the timeline, a click in an empty slot closes the panel. The next click in an empty slot opens Ny bokning (New booking)
• If you changed something without saving, the app asks Spara ändringarna? (Save the changes?). Choose Fortsätt ändra (Keep editing) or Stäng utan att spara (Close without saving)

How the panel is laid out:

The Bokning tab: Date, time, party size and table each have a row with the value and the button Ändra (Change):

• Datum (Date) – The calendar opens right in the row. Click the day and it closes again. The date can be changed on table bookings, to today or later
• Tid (Time) – Choose Starttid (start time) and Sluttid (end time). Times when the table is taken are marked upptaget (taken) in the list. Each end time shows the duration, and (+1) means after midnight. If you move the start time, the end time moves with it, so the duration stays the same
• Gäster (Guests) – Tap minus or plus
• Bord (Table) – Opens Byt bord (Change table), see below

A changed value is shown in bold until you save. Below the rows are the guest's allergies, Önskemål (requests, with Ändra), Anteckning för personalen (staff note, only you see it, saved automatically) and Egen status (custom status), if you use custom statuses such as "Delvis här" (partly here). An event booking shows the event and a resource booking the activity instead of a table.

Save or undo: There is no separate edit mode. As soon as you change something, the buttons at the bottom turn into for example Ändrat: tid och bord (Changed: time and table), Ångra and Spara.

• Spara saves all changes at once
• Ångra puts everything back as it was

Fields you have not touched always show the booking's latest details. If a colleague changes something at the same time, you never overwrite it. The note and the two switches under Bord save directly and do not need Spara.

The table check – is the table free? When you change date, time, end time, party size or table, the row under Bord answers right away, before you save:

• Green line – the table is free, for example Bord 5 är ledigt fre 6 nov. 12:30–13:45 · 2 platser (Table 5 is free Fri 6 Nov 12:30–13:45 · 2 seats). Nothing more is shown
• Yellow box – something is wrong. First it shows what you chose, for example Valt: Bord 7 · 1 plats · 2 gäster. (Chosen: Table 7 · 1 seat · 2 guests.), then what is wrong: that the table is taken and by whom, or that it has too few seats. Below that you choose:
  • Förslag (Suggestion) – a free table that fits, with a button such as Byt till bord 5 (Switch to table 5)
  • Välj annat bord (Choose another table) – opens Byt bord
  • Boka ändå (Book anyway) – keep the choice and overbook on purpose
• After Boka ändå only Överbokas med flit när du sparar: … (Overbooked on purpose when you save) and Ångra remain. When you save, the booking is marked Överbokad med flit (overbooked on purpose)

Boka ändå only applies to the choice you approved. If you then change table, date, time, end time or party size, the table check asks again. If the booking is already overbooked and the new table does not fit either, it says Överbokningen tas bort när du sparar. Tryck Boka ändå om den ska vara kvar. (The overbooking is removed when you save. Press Boka ändå to keep it.) A new date and a taken table cannot be saved together, so choose a free table. If saving is stopped, the reason is shown in the table check.

Change table:

1. Tap Ändra on the Bord row, or Välj annat bord in the table check
2. The panel shows all tables. A taken table shows who is sitting there
3. Tap the table you want. You can choose several tables for a larger party. The table check at the bottom says right away whether the choice works. If you tap a taken table, the app asks every time whether you want to overbook
4. Tap Använd bord 5 (Use table 5) to take the choice back to the booking, or Avbryt (Cancel, or Esc) to leave the tables as they were
5. Tap Spara at the bottom

Choose the table on the map: On a larger screen, Byt bord has Välj på kartan (Choose on the map) for bookings on one table. If you are in Tidslinje or Lista, the page switches to Översikt.

1. The map shows a banner: Välj nytt bord för (Choose a new table for) the guest, with time and party size
2. Tables are coloured for the booking's own time and party:
   • Green – free and fits the party
   • Dashed – free but too small
   • Grey – taken, with the other booking's time
   • Outlined – the table the booking has now
3. Tap the table and confirm, for example Flytta till bord 28. Tiden 18:30 behålls. (Move to table 28. The time 18:30 is kept.)
4. The panel returns with the new table. Avbryt or Esc leaves without a change

If the table is in another room, switch room in the tabs above the map. A taken or too small table can be chosen, but the app then asks whether to overbook. A table you move to is locked, so automation does not move the booking again, as long as the setting Lås bordet när personalen flyttar en bokning (Lock the table when staff move a booking) is on. It is on from the start, see AI Auto Optimization.

Låst bord and Överbokad med flit: Under Bord there are two switches. They apply as soon as you flip them, without Spara.

• Låst bord (Locked table) – the booking is never moved automatically by the table optimizer
• Överbokad med flit (Overbooked on purpose) – shows when the booking is overbooked, or when the saved booking clashes with another or has too few seats. While you change date, time, party size or table, the table check's Boka ändå applies instead

Next step: The buttons at the bottom change with the booking:

The guest's phone number is in the Gäst tab; call from your own phone.

Seated the wrong booking? Ångra placering makes the booking confirmed again, removes the arrival time and frees the table. If a tab is already linked to the booking the choice is not shown, since the tab belongs to the guests who are seated.

Marked Gått too early? Tap Ångra Gått. The guest is seated at the table again, with the same arrival time as before. The feedback SMS to the guest is not sent twice. If the next party already has the table, the app says so: Bordet är upptaget av en annan bokning just nu. Flytta någon av dem först. (The table is taken by another booking right now. Move one of them first.)

Reactivate a booking: A booking cancelled because the guest never left their card in time (the payment time ran out) cannot be reactivated, since the guest never finished booking. If the guest already has another booking the same day, the app asks first, for example Gästen har redan en bokning kl. 19.00 samma dag, bord 4. Återaktivera ändå? (The guest already has a booking at 19.00 the same day, table 4. Reactivate anyway?)

Not coming: Under Kommer inte you find Gästen kom inte (no-show) and Avboka (Cancel). On an option they are under ⋯. Both ask for confirmation first. No-show marks the visit; charging a fee is a separate decision. Cancelling a paid ticket displays a specific refund choice – review the amount before confirming.

Text the guest: Under Skicka at the top of the panel you find:

• Bekräftelse igen (Confirmation again) – the same SMS as when the booking was made
• Påminnelse nu (Reminder now) – for an upcoming booking. The automatic reminder is then not sent
• Skriv SMS (Write SMS) – a message of your own. Below the box you see how many characters and SMS it comes to. The guest cannot reply to it

Skicka sends SMS, not email. If the booking has no phone number it says Bokningen saknar telefonnummer. Lägg till det under Gäst. (The booking has no phone number. Add it under Gäst.) Everything sent shows in the Logg tab.

More options (⋯):

• Ny bokning för gästen (New booking for the guest) – the booking wizard opens with the guest's name, phone, email and party size filled in. Requires permission to create bookings
• Föreslå en annan tid (Propose another time) – the guest gets a proposal and chooses, see Propose a New Time
• Håll bordet som option (Hold the table as an option), or Ändra optionens frist (Change the option deadline) if it already is one, see Hold a Table as an Option
• Byt tillfälle (Change occasion) – for event bookings
• Gästen kom inte (no-show) and Avboka, when the button next to the next step is already used for something else

The tabs:

• Bokning – date, time, party size, table, allergies, requests, note and custom status, see above
• Gäst – Kontaktuppgifter (contact details: name, phone and email, which you change and save with Spara), which guest in the guest register the booking is linked to, the guest's AI summary (Waiter Intel, from two visits), visits, cancellations, no-shows, average rating, average spend, recent visits and Visa hela gästprofilen (Show full guest profile)
• Logg – everything that has happened to the booking: changes, table changes, SMS and status changes, and who did it. Show one kind only with Allt (All), Ändringar (Changes), Bord (Table), SMS or Status. Each SMS shows Levererat (Delivered), Kom inte fram (Not delivered) or Väntar på kvitto (Awaiting receipt), and an SMS of your own is shown with its text
• Meddelanden – the thread with the guest. The tab shows when guest messaging is enabled, or when the booking already has messages. A number shows unread messages
• Detaljer – tags, payment method, answers to your questions, accepted terms, when the guest arrived and left, linked tab in the POS, where the booking was made, booking number and receipts

Other ways to change:

• Dragging in the timeline – The start of the drag decides what changes. Drag up or down to change table, and the time stays put even if your hand slides sideways. The block then shows the time with a lock. Drag sideways to change the time in 15-minute steps, and the booking stays on its table. The block shows the new time, for example 17:00 → 17:15, and a dashed line marks the old start time. To change both table and time, hold Shift while dragging
• Dragging on the floor map – A selected booking can also be dragged to another table
• Confirm the move – The dialog always says whether the time changes, for example Bord 21 · tiden ändras 17:00 → 17:30 (Table 21 · time changes). If both table and time change, choose Flytta men behåll 17:00 (Move but keep 17:00) to change only the table
• Booking on several tables – Dragging only moves the time. Drop the booking on one of its own tables and all its tables follow. Dropping it on another table is stopped, so the booking never loses a table. If another booking sits at that table, the two can swap places instead, if both fit. Otherwise change its tables under Byt bord in the panel

When the table is taken – Byt plats or Överboka: If you drop a booking on a table that is taken or too small, a question appears, every time you drag. It says who is already there, for example Bord 10 har redan Anna Andersson kl. 18.00–20.00, 2 personer. (Table 10 already has Anna Andersson at 18.00–20.00, 2 people), or how many the table takes. You choose:

• Byt plats (Swap places) – the two bookings swap tables, and the times stay put. The choice appears when you drop a booking on another booking and both parties fit. If they do not, the question says why, for example that the other party does not fit at your table. Only bookings where the guests have not arrived can swap places
• Överboka (Overbook) – the booking goes to the table anyway, on purpose (see below)
• Avbryt (Cancel) – nothing changes

Overbooked on purpose: With Överboka the guests sit at a too small or taken table on purpose. In admin you overbook with the question when you drag, with Boka ändå in the table check or with the switch Överbokad med flit. An overbooked booking:

• gets a small icon (a person with a plus) in the timeline and the Överbokad badge in the booking
• is locked, so the table optimizer does not move it
• is not counted in the notices Bokningar på för få stolar (bookings at too few seats) and Dubbelbokade bord (double-booked tables)

If party size, table or time changes, the marking is removed automatically, and the notice warns again if the party still does not fit. To remove it yourself, turn off the switch Överbokad med flit. Removing the marking does not unlock the booking. Overbooking requires Redigera bokning.

You need Redigera bokning permission to change a booking, change tables, text the guest and set options.

Late arrival: The line under the name shows min sen (min late) right after the booking time and min försenad (min delayed) from 30 minutes, as long as the booking is Väntande or Bekräftad. The list and floor map instead use your Vyinställningar → Sen ankomst preference.

In the POS: The POS booking panel has the same content as admin's: the Bokning tab with the rows and Ändra (Change), the table check, Byt bord (Change table), the switches, Skicka (Send), Logg (Log) and Ångra Gått (Undo left). The panel sits in the same place in the POS as before, with larger buttons. What differs from admin:

• The large button is Placera vid bord (Seat at table, opens the tab) for confirmed and pending bookings and for an option. A pending booking also shows Bekräfta bokningen (Confirm the booking)
• You choose the time with time buttons under Tid (Time)
• If you lack the Redigera bokning permission, the POS asks for a manager's PIN the first time you press Ändra or Skicka in the booking. It does not ask again while the booking is open. Boka ändå (Book anyway) and the switches ask every time
• A walk-in without name and phone can be filled in under Gäst (Guest) without a manager's PIN
• Cancelled, no-show and finished table bookings can be changed in the POS, unlike in admin
• No-show appears only once the booking time has passed
• In the timeline you change table and time in two drags

Read more in Booking View in the POS.