10/02/2014
JR
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All Rights Reserved
RESTAURANT MANAGER is a registered trademark of Action Systems, Inc.
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Email: support@actionsystems.com
Website: www.rmpos.com
The Reservation Module is an optional program. ASI’s Reservation Module provides a restaurant the capability of managing guest reservations and/or waiting lists for walk-in customers. The Reservation Module id made up of to sub modules: Reservations and Wait List. The Reservations sub module can be disabled and user can use just the Wait List sub module if preferred. The Reservation Module offers an optional guest notification feature where the restaurant can contact a guest's cell phone via text to let them know their table is ready.
Important: Due to the different text messaging notification options for each cell phone manufacturer (i.e. set to vibrate), it is critical for the Host/Hostess to tell the customer to pay attention to their cell for the incoming notification. It is also important, given the limitations of text messaging described here, to tell the customer that the text message may be associated with an out of state telephone number.
The following are the requirements to use the Reservation Module.
POS Station License (if running dedicated station)
Reservation Module
Customer Notification (Optional) - used to notify guest on cell phone via text messaging.
Note: there is a monthly charge for the Customer Notification option.
If using text messaging, the number displayed on the customers phone will not be the restaurants. The number displayed belongs to the company that hosts the notification application, may appear to be an out of state number, and will vary depending on the customer's cell phone provider. This is due, in part, to the Telephone Consumer Protection Act which in summary states there must be a way for consumer to opt of a text messaging program. If you call the number that shows in the message you will get a recording telling you how you can opt out. If Restaurant Manager notification system (hosted by CDYNE) showed the restaurant number that OPT function out would not be available. Therefore, the number shown on a customers phone number when receiving a text belongs to CDYNE (they control the opt out function).
Important: Due to the different text messaging notification options for each cell phone manufacturer (i.e. set to vibrate), it is critical for the Host/Hostess to tell the customer to pay attention to their cell for the incoming notification and adjust the cell phones to a setting where they are certain they will receive the test (i.e. make sure silent mode is not used). It is also important, given the paragraph above, to tell the customer that the text message may be associated with an out of state telephone number.
The Restaurant Manager Reservation Module can be configured run on a dedicated station or across all stations. The Reservation module can be configured to match the business's operating hours and be tailored to take reservations on the hour, half hour, 15 minute, 10, minute, or 5 minute time slots. You can also customize the reservation screen to limit the guest capacity by time slot. Guest capacity can be overridden at the POS to add or subtract from the limit.
The Reservation Module has two basic screens: the Reservation screen and Wait List Screen. Same day or future reservations are made (or changed) in the reservation screen. Future reservations are converted to the Wait List the day of the reservation. Walk-Ins are added directly in the Wait List screen. Most daily functions such as transferring a reservation to a table or tab will be performed in the Wait List.
Reservations are made within the Reservation screen. The Reservation screen is accessed by pressing the "Reservations" button. By default, the current day's reservations will be displayed. Future reservations can be made by using the button below "Today". This button name will always display the next day's date. Pressing this button will evoke a calender. Press "OK" if you want to add a reservation for the next day or using the calendars navigation buttons to go to a future date. Reservation are added to the screen by first selecting a time slot on the left side of the screen and then pressing the "Reserve New" button on the right side of the screen. Pressing the "Reserve New" button will evoke the Customer Data screen where reservation details are entered. Using the ellipsis buttons next to the "Date" or "Time" fields with the Customer Data screen if the customer wishes to change the date or time of the reservation. A pop up screen will appear on the time button letting the reservation taker know if the same or preferred time slot is still available.
Reservation time slots are configurable by time and guest capacity using the Hostess Module Setup Form in the Restaurant Manager BackOffice Module. The "Avail" column of the Reservation grid on the left of the Reservation screen will inform reservation takers the available reservations allowed for the time slot. This number will depreciated as customers are added to the time slot.Guest capacity per time slot can be overridden on the Reservation screen touching the time slot and then the "Adjust Capacity" button. Time slot capacities can be added to subtracted from using the pop up keypad. The number entered will add or subtract from the existing capacity number limit.
Stated earlier, future reservations will be transferred to the Wait List screen automatically the day of the reservations. Walk-ins are added to this screen, An asterisk in the Time column denotes the entry is a reservation. Walk-ins are added to the Wait List using the "Add to Wait List" button. Pressing the "Add to Wait List" button will evoke the Customer Data screen where reservation details are entered.
The reservation grid on the Wait List screen is interactive. Pressing a cell on the reservation row on the grid that corresponds a column will evoke an appropriate prompt. Example, pressing the Customer cell for a reservation will evoke a keyboard where you can change/correct the customer name. The "Here" option on the Wait List screen can be used to let all users know when a reservation is on site.The Action cell is used to transfer reservations to tables/tabs, delete a reservation, or register a walk-out. Pressing a column header will sort the grid alpha numerically from least to greatest. pressing the column header a second time will sort the grid again from greatest to least. Information displayed on the Wait List grid can also by limited by using one of the "Show'' buttons on the right of the screen.
The Wait List Screen also provides information employees can use to estimate the time occupied tables will become available. The Table Status/Est Column on the screen shows the availability of each table. All available table will be shown on the top of the list in table numeric order and the estimate time will be displayed as "now" Occupied tables will have estimated times shown to the right of the table. Estimated times are configured in the Table Layout form under Table Durations. Occupied tables on the list are sorted on based on first seated being listed first. Occupied tables needing to be cleared will be marked as "Soon", tables exceeding the duration time will be marked as "delayed" on the list.
Reservation rows on the grid have three basic colors depending on their status. White indicates the reservation is within the given time slot. Green rows indicate the time on the grid has passed the current time on the on the POS. A red row indicates the reservation is fifteen minutes beyond time on the grid. The different colors on the grid will help the user prioritize seating.
Reservation takers are also aided with the optional Wait Estimate function. The Wait Estimate function can be used to quote walk-ins an estimated time to be seated. This function is configurable to calculate customer count or reservations count against a predetermined time. Note: times are calculated against reservations marked as "Yes" in the "Here?" column. Employees can adjust wait time estimates using the "Set Wait Day" function. This function adds time to the predetermined time set for the Wait Estimate function. Restaurants may wish to use this function if the kitchen is running behind, tables are moving slower than usual, or there is not enough staff on hand to take tables ( even though there may be available tables).
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