Reservations Overview
Simple Reservations through FullCount allow users to create
Reservations from the BackOffice, Touchscreen, and Resident Portal
applications.
Reservations Setup
To activate Reservations for a community the following steps
are needed:
Set
‘Reservations Licensed’ to ‘Yes’ on the BackOffice Community Page under
‘Additional Licensing’.
Update
User Roles to include Reservations Permissions for users who need them.
BO –
‘Reservations – Full’ for full access to Reservations Tab
BO –
‘Reservations – Read Only’ for read-only access to Reservations
Tab
TS –
‘Show/Seat Reservations’ to be able to view / seat a reservation
TS –
‘Create/Cancel Reservations’ to be able to Create, Edit, or Cancel
a Reservation
TS –
‘Override Reservation Rules’ to be able to continue past TS
warnings when creating reservations
Create
Reservation Durations in the BackOffice.
Once a
Reservation Duration has been created, it can be connected to Reservation
Types in the BackOffice (provided the Reservation Type has 'Party
MembersRule' set to 'Allowed (But Not Required)' or 'Required')
Create
Reservation Types in the BackOffice.
Once a
Reservation Type has been created, Reservations can be made from the
BackOffice, Touchscreen, and Resident Portal (provided the created
Reservation Type has ‘Resident Portal Enabled’ set to ‘Yes’)
Creating a Reservation Duration in the BackOffice
Reservation Durations specify the details of the number of
Party Members that can be on a Reservation Type and the duration it is
estimated to take. The following is a list of Reservation Duration fields in
the Back Office and what they do:
General:
Name – Name of Reservation Duration
Party Sizes From– The minimum number of Party Members
allowed for this Reservation Duration
Party Sizes Through– The maximum number of Party
Members allowed for this Reservation Duration
Duration In Minutes– The duration of time a group has
for a reservation
Creating a Reservation Type in the BackOffice
Reservation Types specify the rules of when a reservation of
that type can be made, how much availability there is, how it communicates with
the resident, etc. The following is a list of the Reservation Type fields in
the Back Office and what they do:
General:
Name – Name of Reservation Type
Screen Name – Name that is displayed to users on the
Resident Portal, Touchscreen, etc
Department – Department that this Reservation Type is
associated with. When logged into a department on the Touchscreen, only
Reservation Types associated with that department will be accessible.
Effective Period – Rules to determine when a
reservation of this type can be made:
Start / End Date – Reservations of this type can only
be made for dates inside this date range. If End Date is left empty,
Reservations of this type can be made for any day after the Start Date.
Reservations can be made up to <X>
<Days/Weeks/Months> in Advance – Specifies how far in advance a
reservation can be made. Ex. If this is set to ‘3 Days,’ a user can make a
reservation for 3 days away at the latest. This rule is enforced when making a
reservation through the Resident Portal or Touchscreen, but reservations can be
made farther in advance through the BackOffice.
Reservations can be made on X – Specifies the days of
the week that reservations of this type can be created.
Excluded Dates – Specifies ‘one-off’ dates where
reservations of this type cannot be made. Useful for excluding holidays, etc,
from the normal rules.
Time Slots Configuration – Rules to determine how
frequently a Reservation Type will be available:
First Time Slot / Last Time Slot No Later Than – Time
range specifying when Reservations are available each day. Ex: Dinner
Reservations exist from 4:00 PM to 7:00 PM. Used when determining the range of
timeslots this type has.
Time Slot Frequency – Specifies length of time
between each timeslot from the First Time Slot and Last Time Slot. Ex: If a
Reservation has a First-Last Time Slot of 4:00 PM to 7:00 PM and a Duration of
40 (minutes), reservations can be made for 4:00 PM, 4:40 PM, 5:20
PM, 6:00 PM, and 6:40 PM
Setup – General Rules:
Number of Seats Allowed – Specifies number of
available seats per timeslot. This rule is enforced when creating reservations
through the Resident Portal, but overridable when creating reservations from
the BackOffice or Touchscreen. Number of Seats Allowed must be configured if
Number of Parties Allowed is not, both can be configured.
Number of Parties Allowed – Specifies number of
available parties per timeslot. This rule is enforced when creating
reservations through the Resident Portal, but overridable when creating
reservations from the BackOffice or Touchscreen. Number of Parties Allowed must
be configured if Number of Seats Allowed is not, both can be configured.
Due By – Specifies minutes before a reservation that
a reservation must be made by. Ex: If ‘Due By’ is 60 (minutes) and Resident is
trying to make a Reservation for 5:00 PM today, they can make that reservation
until 4:00 PM, but will not be allowed to make it at 4:01 PM. This rule is
enforced through the resident portal, overridable from the touchscreen, and
ignored in the BackOffice. A Reservation Type can use Due By or Cutoff Time,
but not both.
Cutoff Time – Specifies the time all reservations for
a given day must be made by. Ex: If 'Cutoff Time' is 11:00am, reservations for
the current day must be made before 11am. This does not affect reservations
made for dates beyond the current day. This rule is enforced through the
resident portal, overridable from the touchscreen, and ignored in the
BackOffice. A Reservation Type can use Due By or Cutoff Time, but not both.
Sort Order– Specifies order in which Reservation
Types are displayed when selecting a type from the resident portal, or when
selecting a time slot from the Touchscreen.
Seat Auto Action – If set to ‘Start Order’, an order
will be automatically started when a reservation is seated. When set to ‘Start
Order’ in the Back Office, additional ‘Seat Auto Action’ fields will be
displayed.
Party Members Rule – If set to ‘Not Allowed’,
Reservations Durations and Allowed Customer Types (Community Guests) will be
hidden along with Allowed Customer Types/Allowed Customer Types (Community
Members) depending on if Resident Portal Enabled is set to 'Yes'. When set to
'Allowed (But Not Required)', Reservation Durations can be connected to the
Reservation Type and Allowed Customer Types (Community Members) and Allowed
Customer Types (Community Guests) can be specificed for Customer Types of Party
Member. The same applies when set to 'Required'.
Reservations can be cancelled up to <X>
<Minutes, Hours, Days> before the reservation time. – Specifies time
window in which a reservation can be cancelled or edited. This rule is enforced
though the Resident Portal, overridable from the Touchscreen, and ignored from
the Back Office.
Allow Table Requests – Project Manager Only – Allows
user to request a certain table when creating a reservation. For now, keep this
as ‘No’ because it is a Phase II feature.
Seat Button Label – Project Manager Only – This will
change the name of the ‘Seat Reservation’ button on the Touchscreen. User may
want ‘Confirm, Check-In, Fulfill, etc’ For now, this will likely be left as
‘Seat.’
Seat Auto Actions – Configuration for the ‘Auto Start
Order From Seat’ function:
New Order Dine In / Out – When automatically creating
an order, decide if it should automatically select Dine-In or Out.
New Order Number of Customers – When automatically
creating an order, decide if it should add seats to the order equal to the
number of seats on the reservation
New Order Seat Assignment – When automatically
creating an order, decide if it should automatically assign seat 1 to the
resident the reservation is for.
New Order Prompt for Order Owner – After
automatically creating an order, decide if it should prompt the user to assign
the order to a different user.
Resident Communication – Email Functionality (These
can only be set to ‘Yes’ if community has Mandrill set up):
Send Reminder Email – Determines if Reminder emails
will be sent
Reminder Time – If ‘Send Reminder Email’ is ‘Yes’,
this determines minutes before resident’s reservation a reminder email is sent.
Ex: If reminder time is 60, resident will get a reminder email 60 minutes
before their reservation.
Send Confirmation Email – Determines if reservation
creator is prompted to send a confirmation email after creating a reservation
of this type. From the Touchscreen and BackOffice, if the resident does not
have an email associated, no prompt will appear.
Send Update Emails– Determines if reservation creator
is prompted to send a email after editing or cancelling a reservation of this
type. From the Touchscreen and BackOffice, if the resident does not have an
email associated, no prompt will appear.
Email Message – Optional message that will appear at
the bottom of all reservation emails sent to the resident.
Resident Portal – Resident Portal Setup (These fields
only appear if community has Resident Portal Licensed):
Resident Portal Enabled – Determines if a Resident
can create a Reservation of this type from the resident portal. If no, they
will still be able to see reservations of this type that have been created for
them, but they will not be able to edit them or create new ones.
Allow Special Requests – Determines if a Resident can
enter special requests when creating a reservation. Regardless of this field, a
user can still add notes to a reservation from the TS or BO.
Maximum Party Size – Determines maximum party size a
resident can have when making a reservation through resident portal. This
restriction is only applicable to Resident Portal.
Minimum Party Size – Determines minimum party size a
resident can have when making a reservation through resident portal. This
restriction is only applicable to Resident Portal.
Max Per Day– Determines maximum number of
reservations of this type that a resident can active on one day. If user hits
this max for a given day, they will not be able to create additional
reservations of that type for that day. This rule is enforced when creating reservations
from the Resident Portal, but can be ignored when creating reservations from
the TS / BO.
Max Active– Determines maximum number of reservations
of this type that resident can have active at one time. If user hits their max,
they will not be able to create additional reservations of that type. This rule
is enforced when creating reservations from the Resident Portal, but can be
ignored when creating reservations from the TS / BO.
Description – This is text that the resident will see
when selecting their reservation type through resident portal. It is intended
to provide more information to the resident instead of just the screen name.
Ex: “Dinner Reservation – Our dining room is open all weekdays, but we will be
closed the week of March 25th for renovations”.
Special Request Prompt – This is text that will
appear on the “Enter Special Requests” dialog when making a reservation from
the Resident Portal. Ex: “If you would like an appetizer brought out right
away, let us know!” “Our dining room has a beautiful patio, please let us know
if you prefer to be seated outside!” etc.
Timeframe in which users will be able to acces this
Reservation Type – This radio button selection allows a community to limit
when users have access to make a reservation for the Reservation Type. When
"Enabled for all hours" is selected, users will have access to make
reservations at all times. "When Limited Hours: " is selected users
will only be able to make a reservation of the Reservation Type starting at the
first time field time, and will no longer be able to create a reservation of
the Reservation Type after the second time field (inclusive).
Allowed Customer Types/Allowed Customer Types (Community
Members) – Allow certain Customer Types for Community Members to be able to
make/be allowed on a reservation with a certain reservation type on Resident
Portal.
Allowed Customer Types (Community Guests) – Allow
certain Customer Types for Community Guests to be allowed on a reservation with
a certain reservation type on Resident Portal.
Assigned Table Areas - The table areas that are available
for this Reservation Type. If supplied, the application use these tables to
determine reservation capacity.
Creating a Reservation from the BackOffice
Entering
Reservation Type will allow date selection by enabling allowed dates on
the calendar.
Entering
Reservation Type and selecting a date will populate the Reservation Time
dropdown.
Saving
a Reservation when Party Size is greater than the Number of Seats
available for a certain timeslot will trigger a prompt to appear “The
chosen timeslot has 4 seats available. This reservation requires 6 seats.
Do you want to save anyway?”
Saving
a Reservation when the selected resident already has their max allowed
reservations of the selected type will trigger a prompt to appear “The
chosen resident already has their maximum number of active reservations.
Do you want to save anyway?”
Saving
a Reservation when there are assigned table areas, and the application
determines there are no available tables for the reservation will trigger
a prompt to appear "Reservation capacity settings are in place and
there is no availability for the party size at the selected reservation
time. Do you want to save anyway?"
Creating a Reservation from the Touch Screen
Click
‘New Reservation’
Resident
Selection
Functions
the same as selecting a resident to put on an order.
Click
‘OK’, dialog advances to date selection
Date
Selection
Calendar
is loaded. Calendar will disable dates that are not allowed for any of
the active reservation types for the current department.
Click
date, dialog advances to ‘party size’ section
Party
Size
Enter
a Number and hit OK
Based
on the selected Date and the Party Size, a list of timeslots will be
generated
Timeslot
Selection
A
list of timeslot buttons is loaded for each Reservation Type that is
allowed on the selected date. They button text will display the time as
well as how many seats that timeslot has available. “4:20 PM (24 seats)”
Timeslots
that are past the ‘due by'/'cutoff' time or timeslots that do not have
enough open seats to accommodate the Party Size will be colored red. If a
red timeslot is selected, user will be warned appropriately, but if they
have the ‘Override Reservations Restrictions’ permission, they can still
select it.
If
the resident has hit their maximum reservations allowed for a given
reservation type (Either for the selected day or their total) the user
will be warned about that. If the user is trying to access the
Reservation Type outside of it's allowed Timeframe, they will be prompted
that the Reservation Type is not available, and will be given the
timeframe in which they are able access that Reservation Type. If they
hit their maximum allowed reservations and are outside of the allowed
access time, they will be shown both messages at the same time.
Clicking
a Timeslot will advance dialog to either the Add Community Members
section or Special Requests section depending on if the Reservation Type
is configured for Party Members.
Add
Community Members
Functions
similar to selecting a resident to put on an order.
'Remove
Member' allows for removal of Community Members in the event there are
too many Party Members or an addition was a mistake.
Click
'OK' to advance to Add Community Guests
Add
Community Guests
Manually
type in name for Community Guest then select the guest Customer Type
button applicable as needed.
Click
‘OK’ to advance to Special Requests
Special
Requests
User
can optionally enter special requests / notes for the reservation.
If
‘Request Table’ for this type is set to ‘Yes’, an additional ‘Request
Table’ button appears on this dialog. Users can click it and a table
selection dialog will appear (same process as selecting a table for an
order) and user can select a table to request for this reservation.
Click
‘OK’ to advance to Summary
Summary
Review
all Reservation fields
Clicking
‘Change’ will put them back to that stage of the
workflow.
Click
‘Submit’ to finalize and save Reservation.
After
submitting, if the Reservation Type has ‘Send Confirmation Email’ == ‘Y’,
and the selected resident or at least one Party Member that is a Community
Member has an email populated, user will be prompted to send the
reservation owner a confirmation email and notification emails to all applicable
Community Members.
Creating a Reservation from Resident Portal
Click
‘Make Reservation’
Select
Reservation Type from list
Department
Headings can be expanded / collapsed for more options
If
the resident already has the max active they can have of the selected
type, they will be alerted and prevented from selecting that type.
Select
Date
Datepicker
is configured using effective period rules from the selected type
If
the resident already has the max active they can have of the selected
type for the date they select, they will be alerted and prevented from
selecting that date.
Enter
Party Size
If
there are no timeslots available to accommodate a party of the entered
size, user will be alerted.
Select
Timeslot
Timeslots
that are applicable for the current reservation (type, date, party size)
are displayed as buttons.
If
Special Requests are allowed, optionally enter Special Requests
Reservation
Type’s ‘Special Request Prompt’ is displayed if
present.
If
Table Requests are allowed, optionally select a table
Note
that this is a request only – User is not guaranteed to be seated at that
table.
Review
Summary, submit
After
submitting, if the Reservation Type has ‘Send Confirmation’ == ‘Y’, and
the current resident has an email populated, they will be prompted to
send a confirmation email.