Booking Management System

Complete overview of booking management features in Orion's Plan.

Overview

The booking management system is the core of Orion's Plan, providing comprehensive tools for restaurants to manage reservations from creation to completion.

Key Features

1. Multiple Booking Methods

• Manual Bookings: Staff can create bookings directly
• Online Bookings: Guests book through public profile
• Floor Plan Bookings: Create from visual table layout
• Walk-Ins: Quick entry for immediate seating

2. Booking Information Management

• Guest details (name, email, phone)
• Date, time, and party size
• Table assignment (manual or automatic)
• Special requests and notes
• Dietary requirements
• Menu selection
• Deposit and payment tracking

3. Booking Status Tracking

• Booked: Confirmed reservation
• No Answer: Awaiting guest confirmation
• Running Late: Guest notified delay
• Arrived: Guest at restaurant
• Partly Arrived: Some guests arrived
• Seated: Party at their table
• Completed: Service finished
• Cancelled: Booking cancelled
• No Show: Guest didn't arrive

4. Automatic Table Assignment

• Analyzes party size, checks table availability
• Considers table combinations
• Assigns optimal table
• Can be overridden manually

5. Guest Communication

• Automatic confirmation emails
• SMS notifications (optional)
• Booking reminders
• Deposit payment links
• Pre-order links
• Update and cancellation notifications

6. Deposit Management

• Configurable deposit amounts
• Refundable or non-refundable options
• Secure Stripe payment processing
• Automatic tracking and refund processing

7. Pre-Order Integration

• Assign menus to bookings
• Guests select meals in advance
• Dietary requirements captured
• Kitchen preparation reports
• Deadline management

8. Booking Modifications

Staff can modify: Date/time, party size, table assignment, guest information, menu selection, deposit amount, special requests, status.

9. Cancellation Management

• Guest or staff cancellation
• Cancellation reasons tracking
• Automatic refund processing
• Policy enforcement
• Guest notification

10. Search and Filtering

Find bookings by: Guest name, email/phone, booking reference, date range, status, table number, party size, menu type.

Booking Workflows

Standard Booking Workflow

1. Creation: Staff or guest creates booking, system validates, assigns table, sends confirmation
2. Confirmation: Guest receives email/SMS, deposit link, pre-order link
3. Pre-Service: Guest completes pre-order, staff reviews details, kitchen receives prep list
4. Arrival: Guest arrives, staff marks "Arrived", seats guest
5. Service: Meal service proceeds, pre-orders delivered to kitchen
6. Completion: Guest finishes, payment processed, status "Completed", table available

Online Booking Workflow

1. Guest Discovery: Finds restaurant profile, views menus/photos, checks availability
2. Booking Selection: Selects date/time, party size, system shows available slots
3. Details Entry: Fills form, provides contact info, adds special requests
4. Payment (if required): Deposit via Stripe
5. Confirmation: Instant email with reference number
6. Pre-Service: Guest can modify, complete pre-order, communicate with restaurant

Walk-In Workflow

1. Guest arrives without booking
2. Staff clicks "Walk-In" button
3. Enters name and party size
4. Status set to "Arrived", table assigned, guest seated immediately

Integration Points

Floor Plan

• Visual table assignment, real-time occupancy, drag-and-drop booking, color-coded status

Guest Database

• Automatic profile creation, booking history, preferences, VIP marking

Menu System

• Menu assignment, pre-order collection, kitchen reports, dietary tracking

Payment System

• Deposit collection, payment links, refund processing, transaction history

Communication

• Email notifications, SMS alerts, in-app chat, booking updates, reminders

Reports

• Booking statistics, revenue analysis, occupancy rates, no-show tracking, peak times

Best Practices

Creating Bookings

• Collect complete guest information
• Verify email addresses
• Note special occasions and dietary requirements

Managing Bookings

• Review daily bookings each morning
• Confirm large parties
• Check pre-orders
• Monitor no-shows
• Update statuses promptly

Deposits

• Set clear policies
• Communicate refund terms
• Send payment links promptly
• Process refunds quickly

Capacity Management

• Don't overbook
• Allow buffer times
• Plan for walk-ins
• Balance across areas