How to Manage Private Dining Enquiries

Complete guide to the enquiry system for handling private dining events, special occasions, and large party bookings.

What is the Enquiry System?

The enquiry system is designed for managing complex bookings that need more planning than standard reservations:

• Private dining events
• Corporate functions
• Birthday parties and celebrations
• Wedding receptions
• Large group bookings (15+ people)
• Any event requiring detailed planning

Accessing Enquiries

1. Navigate to Enquiries Section - Click "Enquiries" in left sidebar
2. View Enquiries Dashboard - See all enquiries, filter by status, search by guest name, sort by date

Understanding Enquiry Workflow

1. New - Guest submits enquiry
2. In Progress - You're discussing with guest
3. Waiting Manager Approval - Checklist complete, needs approval
4. Approved - Manager approved, ready to confirm
5. Converted - Became confirmed booking
6. Declined - Not proceeding

Viewing Enquiry Details

Enquiry Information Tabs

#### 1. Details Tab

• Guest Information: Name, contact details, email, phone
• Event Details: Preferred date/time, number of guests, event type, occasion
• Requirements: Special requests, dietary restrictions, budget, space preferences

#### 2. Communication Tab

Built-in chat with guest: Send/receive messages, share photos or documents, provide quotes, answer questions.

#### 3. Progress Tab

Track progress with checklist: See all tasks, check off completed items, track who did what, view completion percentage.

#### 4. History Tab

Complete audit trail: All changes, who made them, when, status updates, assignment changes.

Responding to New Enquiries

Initial Response (Within 24 Hours)

1. Open New Enquiry
2. Review Requirements - read all details, note special needs, check date availability
3. Respond via Chat
4. Check Availability - calendar, floor plan, kitchen capacity
5. Provide Initial Quote

Using the Progress Checklist

Automatic Status Updates

• 0-50% Complete: Status stays "In Progress"
• 100% Complete: Auto-changes to "Waiting Manager Approval"
• After Approval: Status changes to "Approved"

Manager Approval Process

1. Open Enquiry Marked for Approval
2. Review All Information (guest details, requirements, checklist, chat history)
3. Approve or Request Changes

Converting Enquiry to Booking

1. Open Approved Enquiry
2. Click "Convert to Booking"
3. System Pre-fills Booking (guest info, date/time, party size, special requests)
4. Review and Customize
5. Create Booking - guest receives confirmation email, enquiry status changes to "Converted"

Communication Best Practices

Response Times

• New Enquiries: Within 24 hours
• Guest Questions: Within 4-6 hours during business hours
• Urgent Matters: Immediately

Professional Communication

Do's: Be friendly and professional, ask clarifying questions, provide detailed quotes, follow up regularly.

Don'ts: Leave guests waiting too long, give vague answers, over-promise, forget to follow up.

Common Scenarios

Large Wedding Reception

1. Guest submits enquiry
2. Initial response same day
3. Assign to event coordinator
4. Progress through checklist
5. Request manager approval
6. Manager reviews and approves
7. Convert to confirmed booking

Corporate Dinner

1. Enquiry received
2. Assign to manager
3. Quick approval process
4. Convert to booking

Birthday Party

1. Guest enquires
2. Respond within hours
3. Simple checklist
4. Quick approval
5. Convert to booking

Troubleshooting

• Enquiry Not Showing: Check filter settings, verify not assigned to someone else, check date range
• Can't Send Messages: Verify guest email is valid, check internet connection, try refreshing