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1. Last Hame First Hame Phone at least 3 digits 6 oR gift 7 Select Guest Hew Guest Clear 14 B Phone Company Bloor Joanna 212 666 5809 School for the Gifte W Ciparetti Sylvio 650 555 0023 School for the Gifted E al Delaney Jules 650 555 0025 School for the Gifte ie ermee i score vw fp 15 ee ee fioa ersen O eeso feeen emman ens sername emme ens foeorereeone pesem fess earn onco we pe i e ser oreo wr pem i ee ser ono wr emen feo oeer ap Clear All Select All 10 11 12 13 Figure 8 2 Search for Guests by Name Last Name Search by guest s last name 9 Search Results Displays guests that match the en Area tered search criteria Guest Detail Tab Tap tab to display the guest in 10 Delete Guest Delete the selected guests guests formation with checkmarks First Name Search by guest s first name 11 Merge Guests Merge the selected guests guests with checkmarks Phone Search by guest s phone num 12 Select All Selects all guests listed in the Search ber must enter a minimum of 3 Guest List View digits to begin the search Alternate Search Search by E Mail Address 13 Clear All Unselects all guests listed in the criteria Company Name or Member ID Search Guest List view number New Guest Creates a new guest entry 14 Clear Clears all search fields Select Guest Selects the highlighted guest 15 Guest Recognition Guest Recognition Codes will display if Select Co
2. O E Calendar tack rmen O a Figure 14 14 Close a Shift Confirmation 5 Tap Finish to save your new schedule settings and return to the previous view You cannot close current or future shifts that have pending reservations For more informa tion refer to Closing Shifts That Have Reservations on page 135 Close a Day Wizard To close a day using the Scheduling Wizard 1 Launch the Scheduling Wizard select the Close a Day option and tap Next Step 1 of the wizard dis plays a calendar with today s date selected by default 2 Use the Change Month controls to navigate to the date you want to work with 3 Tap the date to select it and tap Next Step 2 of the wizard displays the original settings for the six shifts Breakfast Brunch Lunch Dinner In House 1 and In House 2 on the left and the new settings on the right Chapter 14 Schedules 131 4 Tap Finish to save your new schedule settings and return to the previous view Scheduling Wizard 2 Close a Day Confirmation Tap Finish to close all shifts for this day Date 10S Current Schedule Hew Schedule Breakfast 00 00 00 00 Breakfast 00 00 00 00 CLOSED 7 CLOSED Brunch 00 00 00 00 Brunch 00 00 00 00 cLoseD r CLOSED Lunch 11 00 4M 4 00 PM Lunch 00 00 00 00 Lunch of CLOSED Dinner 5 00 PM 11 00 PM Dinner 00 00 00 00 Dinner Sun Yred 7 CLOSED In House 1 00 00 00 00 In House 1 00
3. Figure 14 12 Create a Schedule for a Date Range Assign Sheets Single Day Schedule If you selected a Multi Day Schedule the second option Step 4 of the wizard displays a grid with the shift settings for each day of the week Find the day and shift you want to change Tap the day of week and then tap the corresponding dropdown list for the shift you want to change The list contains Chapter 14 Schedules 129 all the reservation sheets that were created for that shift type Breakfast Brunch Lunch Dinner In House 1 and In House 2 To open a shift tap one of the reservation sheets in the list to assign the reservation sheet to that shift To close the shift tap Closed Repeat as necessary for all shifts and days Scheduling Wizard E4 4 Create a Schedule for a Date Range Assign Sheets E E a Tap each day of the week and use the dropdowns to assign reservation sheets to each shift you want to open or change Tap Finish to complete the schedule changes Range Name Start Date End Date Range Type 12 24 2007 Sun Tue Wed Thu i Sat 11 00 AM Brunch 11 00 AM Lunch 11 00 AM Lunch 11 00 AM Lunch 11 00 AM Lunch 5 00 PM Dinner 5 00 PM Dinner 5 00 PM Dinner 5 00 PM Dinner 5 00 PM Dinner Breakfast 00 00 00 00 Lunch 00 00 00 00 In House 1 00 00 00 00 CLOSED CLOSED v CLOSED Brunch 00 00 00 00 Dinner 00 00 00 00 In House 2 00
4. column Chapter 3 Configuring Slots for One Shift 37 3 Tap the Change button on the 7op Navigation Bar Restaurant Shift p Today a Total Count 61 4 How Connection OT Bistr Lunch A 12 45 PM Y Seated 35 47 tape Options E4 i Change Status Card Figure 3 19 Change Button on the Top Navigation Bar 4 Tap the Configure Slot button on the Change Entry Dialog f prompted enter a password that has access to this area to continue 5 Tap the Restore button at the bottom of the Configure Slot Dialog Configure Slot slot Slot Date Slot Time Size Min Max Slot Type 12 12 2007 5 00 PM 2 21 standard Minutes afff w is am pma s rf ef o o n w as SIZE Party Size Minimum Se eee 1 2 a x Block Hock slot Hote Unblock Figure 3 20 Configure Slot Dialog for Changed Standard Slots 6 The system restores the original slot settings and refreshes the view The restored slot continues to be highlighted and the column to the left of the slot is empty You can also restore the original settings for any empty Manager Slots following the steps out lined above If the Manager Slot was expired restoring the slot will unexpire the slot and re calculate the s ot s expiration time If the expiration time has already passed the system will expire the slot within one minute Configuring Empty Manager Slots The steps to configure empty Manager S
5. e You can assign floor layouts to a reservation sheet on the Sheets Tab on the Sheets Floor Layouts Schedules Dialog For more information refer to Assigning Floor Layouts to the Sheet on page 88 You can assign a reservation sheet to a shift on the Schedules Tab on the Sheets Floor Layouts Schedules Dialog For more information refer to Schedules Tab on page 114 Chapter 14 Schedules 113 Chapter 14 Schedules It is critical that the OpenTable system accurately reflects when the restaurant is open or closed because of reservations being made by web users With a paper reservation book restaurants controlled their sched ule by instructing restaurant reservationists and the host staff not to take reservations for closed days or shifts Of course you can still do that today The difference is that the OpenTable system is also designed to accept reservations from web users Web users will not know if you are closed for a specific holiday or special event unless you reflect this in the OpenTable system The Schedules chapter shows you how to open and close shifts and entire days in the OpenTable system Types of Schedules There are three kinds of schedules in the OpenTable system Default or REGULAR Schedules Date Ranges e Alternate Schedules Default or Regular Schedules Default Schedules are the restaurant s regular schedule for each of the seven days of the week Sunday Saturday You create your Defau t
6. rearea peguen Requied euren mones reme eurea Reured Reued Table 8 1 International Address Field Requirements The State County Etc label varies by country and can also include Region Province and Prefecture Chapter 9 Reserve View 75 Chapter 9 Reserve View The Reserve View is an efficient way to make reservations for any day and time without browsing through the Sheet View or Book View In order to make a reservation using the Reserve View tap the appropriate buttons to select the reservation date time shift and party size The system will display the available slots based on your selections Features of the Reserve View 1 2 3 OT Bistro Month Mon Tue Fri Sat Year 4 2007 T amp 14 15 Current Time 21 22 28 29 10 23 2007 2 06 PM 11 Ol 4 00 PM 4 30 PM 6 15 PM 6 45 PM 7 15 PM 7 45 PM Dinner Mimer Zu 12 5 15 PM 8 00 PM S re 7 December 12 2007 7 30 PM Seats 2 4 Wednesday Dinner i 7 14 7 45 PM Seats 2 4 B pee Shift Count 10 Ove Mc 7 00 PM Seats 2 4 Figure 9 1 Reserve View wo 1 Month Change the calendar display to 8 Available Stan Select one of these slots for booking another month dard Slots and start the reservation process 2 Selected Date The selected date for your 9 Shift Count Displays number of covers for the se search lected date and shift 3 Year Change the calendar display to 10 AvailableManager Select this m
7. As parties are seated at their tables the system will keep track of each server s current and total cover counts based on the server table assignments The Current Count next to each server indicates the num ber of covers that the server is currently servicing based on the status of the reservation party The 7otal Count indicates the total number of covers that the server has serviced for the entire shift history s Assigning sections to servers ensures that server information Is saved in a guest s reservation 54 OpenTable Software v7 0 User Manual Floor View Tabs There are three tabs on the right side of the Floor View the Reservations Tab All Slots Tab and Active Waitlist Tab All three tabs are useful in managing the flow of the dining room as guest arrive to dine at the restaurant Reservations Tab All Slots Tab Active Waitlist Tab Reservations All Slots Waitlist Time Pr Name N Thl 500 ranner oda a515 Buckely 0 2 Ie 10 31 11 16 Delaney F 10 34 11 04 Smith Jon a4 10 35 11 06 Jackie AON 4 10 39 11 54 Wellington Sal 8 10 40 11 00 G Bobby E 6 00 Ciparetti S2 10 aa 11 14 Ames Sally 2 Jeo nerse e Reservations Tab shows all unseated reservations for the selected shift The system removes res ervations from this list as you seat them at a table on the floor All Slots Tab shows the selected shift s entire reservation sheet This includes all reservations
8. Breakfast 00 00 00 00 Lunch 11 00 4M 4 00 PM In House 1 00 00 00 00 a Brunch 00 00 00 00 Dinner 5 00 PM 11 00 PM In House 2 00 00 00 00 1 Figure 14 19 Edit Default or Regular Schedules Confirm Chapter 14 Schedules 135 Holidays By default the OpenTable system automatically closes all shifts on major holidays through the year 2013 The exact holidays will vary by country and an A ternate Schedule is created for each closed day This is to prevent the possibility of booking a reservation on a day where the restaurant is closed but the reserva tion book was mistakenly left open To open the reservation book on one of these days holidays use the Scheduling Tab Calendar View or the Scheduling Wizard to open the day and assign a reservation sheet to the shift you want to open Table 14 2 Auto Closed Holidays Closing Shifts That Have Reservations Occasionally you may have the need to close a current or future shift that already has reservations on tt Perhaps there was a last minute decision to close the shift because of a private event and you want to close the shift in the OpenTable system first before calling the guests to reschedule the reservations Unfortunately the OpenTable system will not allow you to do this because of the existing reservations The fastest way to remove all the remaining empty slots from a shift which effectively closes the shift to any new reservations is to do the
9. Web Reservation kak Anniversary View Requested Quiet Table Birthday Graduation Highchair Window Requested Select All Clear All Select All Clear All To make multiple selections hold down the CTRL key Generate Report Cancel Figure 19 11 Reservation and Cancellations Report Options Dialog Reservation and Guest Codes Tab 7 Filter the report by selecting the desired reservation and guest codes To select multiple codes hold down the Ctrl key on your keyboard and tap each code that you want to select 8 Tap the And or Or button to use the desired combination of reservation and guest codes 9 Tap the Output Options Tab to see the next set of report options Reservation and Cancellation Report Options Reservation and Guest sorting show Sort by Reservation Time Then by Guest Phone Humbers Cancelled Date Reservation Time Guest Hotes Guest Codes Cancelled Date Generate Report Cancel Figure 19 12 Reservation and Cancellations Report Options Dialog Output Options Tab 10 Use the Outout Options Tab to change the report sort order and which fields to display The default sort order is to sort by reservation time and then by guest name within each reservation time Chapter 19 Reports View 195 11 To select fields for display tap the field name that you want to display on the report the button will look like it has been pressed in The following fields can be displayed
10. erences Restaurant Shift Today Total Count How Connection OT Bistr Lunch JE 10 23 2007 E fz 00 PM Seated 12 03 PM s Status see oe tae Pager Sea Figure 5 7 Preferences on the In House Waitlist View Changing the Status of a Waitlist Party To change the status of a waitlist party 1 From the n House Waitlist View or the Active Waitlist find and tap the desired waitlist party 2 Tap the Status button on the Top Navigation Bar to display the different status choices Restaurant i ae Total Count BA Connection OT Bistr i oo eos Seated 35 Options Figure 5 8 Status Button on the Top Navigation Bar 3 Tap the desired status The status is changed in the St column on the n House Waitlist View and Active Waitlist The background color of the party listing also changes to the appropriate color for that Status on both views 48 OpenTable Software v7 0 User Manual No Showing a Waitlist Party If a guest does not check in with the host staff after repeated pagings and calls you can change the status of the party to No Show No Show waitlist parties will continue to be visible on the n House Waitlist View in case the party eventually checks in To No Show a waitlist party 1 From the n House Waitlist View or the Active Waitlist find and tap the desired waitlist party 2 Tap the Status button on the Top Navigation Barto display the different status choices
11. i j 1 OpenTable User Manual More Guests Moresatisfied MoreOtten ww OpenTable com Version 0 Table of Contents i Table of Contents Chapter 1 NTOQUCHON Acisicccsvstisccnaasisunnenasnceudewvanansesuscacencecacusansnaieneaneuseanaes 1 WNAE SA CW NAY AEO seia a a a a a e O NA 1 Conventions Useq in This Manual ginora ne a A 2 OpenTable System Differences by Country cccccccccececseeeeeeeteeeeeaeseeeeeeseeseeeeseeeeaeeeeaeseeneseeaees 2 Geng Stated nd LOGGING ON pind tte orauiveaniman a A ERs 4 EXiting the Oe Pale Sy SUC disk icnsinGiceisnnsins cain N dau uhvelgssed ne sa E A EA EEA 5 Restarting the OpenTable Syste siun a A T 5 Restarting the OpenTable Terminal iririrtireiis inini a a a a 5 Chapter 2 Sheet View and Book View cscscsssssssnesesessesscenesesesenseneneneeseseaees 6 Navigation BaS een ne een aa a a a a en rer eaa a 6 SNOET VEW rea a a 12 BOOK VIEW rerna a A T N A OE 13 Making a Reservation in Sheet or Book VIQW cceccececsececeeeeeeeaueueeeaeeeeeeeeaeaeauteteeaeeeseneeatanantetes 14 Reservation Slot Locking What Happens When Time EXxpireS ccccescsceeeeeeeeeeeeeeeeeeeteeeeavaneeees 18 Changing a RESCVGLON serrera eroa e nunc hie hee madawosaeeeeadvek adam O EA 18 Cancelnd a IRESCLY LION taccahutionsooexhiiena stead AT AAT tuk new tonal eee aceneece ees 21 NO SMOW ING a RESSIV GUI OM oarra S a ae gee ee 24 Changing the Status of a Reservation sijaisvietianrinari
12. 1 Tap the Waitlist Settings Tab 2 Check the box next to any of the preferences 1 4 to enable the preference A checkmark appears in the checkbox and the dropdown selection box becomes active for that preference Floor Management Floor Settings Waitlist Settings Chits Cards Options Search for Waitlist quests in the database I Display Pager ID in the Waitlist Waitlist Preferences Select codes for waitlist preferences iV Preference 1 Display Booth Requested Boo iV Preference 2 Display Quiet Table ou iV Preference 3 Display Smoking Smo W Preference 4 Display Patio Pat Save Cancel Figure 15 35 Configuring Guest Preferences for Waitlist View 3 Tap the dropdown control to display a list of all Reservation Codes in the system The list is displayed in alphabetical order 4 Tap the desired Reservation Code to select and use it for that preference The Display field for that preference is populated with the 1st three letters of the code 5 Edit the three letter abbreviation as desired Note that the abbreviation cannot be left blank 6 Continue to enable more preferences as needed 7 Tap Save to save your changes All enabled dining preferences will now be visible on the Waitlist View and the Add Waitlist Party Dialog Edit Waitlist Party Dialog f you do not see the desired Reservation Code in the Dining Preferen
13. 4 C 650 555 0020 Home 05124 I H 12 00 PM LEE BRYAN 4 C 650 555 1211x2345 Hor 05 24 Picard George 650 565 0025 Home 05 24 zorna 16 Pel a fas Pel a Res Codes _ Guest Hotes Guest Codes 11 as Enj EE of Owner Friend of Chef 1 3 12 14 Figure 2 9 Sheet View I Displays symbols that signify an inserted 8 Phone Guest phone Slot changed slot or Expired Manager Slot 2 Time Time of the reservation or slot 9 Notes N Red flag indicates a reservation note Yellow flag indicates a guest note Guest Recogni tion Codes also appear in this column 3 Max Recommended max party size of the 10 Made Date the reservation was made reservation slot 4 Table Tbl Pre assigned or seated table 11 Res Notes Preferences special requests and com ments for this reservation only 5 Name Guest name last first Also shows Walk 12 Res Codes Reservation Codes for this reservation only In Blocked Slot Manager Slot or Expir ing Manger Slot 6 Size The actual of people for the reservation 13 Guest Notes Guest preferences amp comments for this guest 7 Status St Shows reservation status code back 14 Guest Codes Guest Codes for this guest ground color also indicates the reservation Status Chapter 2 Sheet View and Book View 13 Book View The Book View is another view that allows you to manage your reservations in the reservation book The Book View shows you less deta
14. 4 Tap Scheduling on the 7op Navigation Bar The Scheduling Wizard is displayed with seven S Tap Admin on the Side Navigation Bar Then tap Sheets Floor Layouts Schedules Tap Yes to backup your reservation book Then tap the Schedules Tab to display the Calendar View options Tap the option you want to use and tap Next Open or Change a Shift Wizard To open or change a shift using the Scheduling Wizard 1 Launch the Scheduling Wizard select the Open or Change a Shift option and tap Next Step 1 of the wizard displays a calendar with today s date selected by default 2 Use the Change Month controls to navigate to the date you want to work with Scheduling Wizard 1 Open a Shift Select Date Select the date that you want to change and tap lt Next gt Figure 14 6 Open a Shift Select Date 3 Tap the date to select it and tap Next Step 2 of the wizard displays the current settings for the six shifts Breakfast Brunch Lunch Dinner In House 1 and In House 2 on the left Chapter 14 Schedules 125 4 Use the radio buttons on the right to select the shift that you want to work with and tap Next Step 3 of the wizard displays the current schedule settings on the left and one shift dropdown control on the right Scheduling Wizard ES 2 Open a Shift Select Shift ie Select the shift you want to change Tap lt Next to continue Curren
15. 4 Calendar 5 Save As 6 Save and Exit 7 Exit 8 Sheet Details Save sheet using a new sheet name Saves your changes and Exits the Edit Sheet dialog Exit the Edit Sheet dialog Displays Sheet Name Shift First and Last Time Slots 9 10 il 12 13 14 15 16 Add Change Delete Copy 15 icon 15 icon Sheet Summary Legend Pee ow se ee fe ec er e we fe 16 Add one or more slots Change the selected slot s Delete the selected slot s Copy the selected slot s Move the highlighted slot s 15 minutes earlier than the slot s current time setting Move the highlighted slot s 15 minutes later than the slot s current time setting Slot and cover counts by slot size Defines symbols that appear in column 12 OpenTable Software v7 0 User Manual Sheet View The Sheet View is one of four views that allow you to view make change and cancel reservations in your reservation book the others are Book View Reserve View and Floor View The Sheet View provides the most detailed information about each reservation at a glance 1 2 3 4 5 6 7 8 9 10 i Time Tol Name ASt Tina eae snare 05 24 11 30 AM ae a a nasan a Ciparett syivio a e 660 886 0023 Home 0624 11 45 AM Delaney Jules C 650 555 0028 Home 05 24 11 45 AM Delaney Jules 4 C 650 555 0028 Home 12 00 PM Tanner Dan 4 C 650 555 0014 Home 05 24 ELIE White Mark
16. Copy Special shift Dinner Sun VWed Thanksgiving cancel Figure 14 9 Open or Change Multiple Shifts Assign Reservation Sheet 5 Tap one of the dropdown controls to see the list of available reservation sheets for that shift To open the shift tap one of the reservation sheets in the list to assign the reservation sheet to that shift To close the shift tap Closed Repeat as necessary for all shifts on that day 6 Tap Finish to save your new schedule settings and return to the previous view Schedule a Date Range Wizard To schedule a date range using the Scheduling Wizard 1 Launch the Scheduling Wizard select the Schedule a Date Range option and tap Next Step 1 of the wizard displays an overview of basic date range concepts 2 Tap Next Step 2 of the wizard displays two calendars to select a start and end date for the date range Today s date is selected by default for the start date and tomorrow s date is selected by default for the end date Chapter 14 Schedules 127 3 Enter a short name for the Range Name this is a required field The Range Name will be displayed on the Scheduling Calendar View on a banner spanning the date range Scheduling Wizard 2 Create a Schedule for a Date Range Select Dates 1 A 3 Enter a Range Name required and select Start and End Dates for the range of days you want to schedule Tap lt Next to continue Range Name a Holiday S
17. Properties Edit Floor Layout tables on this floor layout 4 Save As Floor Layout Hame 5 o Dinner Sun Wed Display Hame 6 Main Dining Room Date Created Date Modified Table Summary Table Type Seats 4top lt a Banquet 8 29 2007 10 55 AM 8 31 2007 11 09 AM Floor Layout is Assigned to the Following Sheets Shift Type Sheet Hame Copy Special shift Dinner Sun Wed Dinner Thu Sat Holiday Brunch Lunch 2 Sunday Brunch Thanksgiving Description Edit the floor layout properties floor layout name notes etc Tap on the Edit Floor Layout tab to add change delete and position 10 Status Inactive Inactive Active Inactive 11 Inactive Active Active Active Inactive Figure 13 2 Edit Floor Layout Properties Tab 1 Properties Change basic floor layout properties and Tab settings 2 Edit Floor Add change delete and position tables Layout Tab on the layout 3 Instructions Provides instructions on what to do 4 Save Exit controls Save your layout changes Save As saves this layout with a different name Exit and return to the Floor Layouts Tab 5 Floor Layout Name Name of this floor layout 6 Display Name Name displayed on the Floor View tabs 7 10 11 Table Summary Date Created Description Date Modified Floor Layout is Assigned to List of different table types on the layout Date and time this layout was created
18. The Access Rights section allows restaurant management to lock certain features and require a password before an action can be completed Edit Access Rights Select access rights that you wish to lock The system will prompt all users for a password when 3 A accessing the locked feature Access Rights Description a Lf Tat chae eseetons Make a reservation in a Manager Slot fT Cancei Reservations Cancel a reservation gt Change time of reservation Decrease Party Size Decrease party size of existing reservation increase PartySize Increasae party size of existing reservation insert Reservation Insert slot make reservation in one step Make a large party reservation JOverbook MaxSize Book a reservation larger than the slot s maximum part atone tse Configure empty Manager Slots Configure empty Standard Slots y Delete Inserted Slots Delete empty inserted Standard Slots bd Exit 6 7 Figure 18 2 Admin View Edit Access Rights Dialog 1 Access Rights Lists each feature that can be 5 Checked Unchecked Checked items are locked requires a locked items password and unchecked items are un locked do not require a password 2 Description Description of each feature 6 Save Save your changes 3 Instructions Provides instructions on what to do 7 Exit Exit and return to the Admin View 4 Category Features are grouped into Headings categories 180 OpenTable Software v7 0 User Manual Features and Descriptions of User Access
19. a oe ee Tap Delete and tap Yes to confirm The floor layout is deleted and removed from the list 9505 Warning You are attempting to delete a floor layoutthatis assigned to the following reservation sheets s Lunch 3 Are you sure you wantto delete the floor layout Yes Mo Figure 13 4 Delete Layout Confirmation Dialog Editing a Floor Layout Details When editing a floor layout you can change several specific attributes of the layout e Add change delete and position tables on the floor layout e Position floor timers on the floor layout e Rotate the entire floor layout e Import modify and assign a background picture to the floor layout 102 OpenTable Software v7 0 User Manual Adding Tables to a Floor Layout To add tables to a floor layout you need to navigate to the Sheets Floor Layouts Schedules Dialog and tap the Floor Layouts Tab at the top Select a floor layout from the list for editing or create a new layout Edit Floor Layout eee ee oe E ane E Seats Text Size 21 4 top le pts 1 Properties Tab 2 Edit Floor Layout Tab 3 Save 4 Print 5 Undo 6 Redo 7 Save AS 8 More Chet 15 Select one or more tables on the floor layout to edit their propertigs or drag them to a new position You can also add tables by tapping the Add button Dinner Sun Wed ed Table Save As More i Figure 13 5 Edit Floor Lay
20. displayed in red Password Protect Large Party Reservations You can also password protect the ability to make reservations for large parties If the system is config ured to do this then the prompt for the password field is enabled for editing For more information refer to Access Rights on page 179 To enter a party size number to prompt for a password 1 Tap Admin on the Side Navigation Bar Then tap the System Settings button 146 OpenTable Software v7 0 User Manual 2 Tap the Reservation Settings Tab at the top In the Large Party Size section the Prompt for a password if larger than checkbox Is already checked based on the settings in the Access Rights sec tion Enter a party size number in the field Large Party Size W Display in red if larger than Y Prompt for password if larger than Figure 15 19 Configuring Large Party Settings to Prompt for a Password 3 Tap Save to save your changes When a user makes a reservation with a party size larger than the value entered the system will prompt for a password Reservation Options In the Options section you can configure the OpenTable system to require specific information whenever the reservationist makes a new reservation To set your new reservation settings 1 Tap Admin on the Side Navigation Bar Then tap the System Settings button 2 Tap the Reservation Settings Tab at the top I
21. e Ifthe first box is NOT selected then the guest is entered into the OpenTable system as a single user guests name A single use guest name is only associated with the waitlist or walk in entry and is not saved in the guest database Seating the guest will display the name Walk In followed by 154 OpenTable Software v7 0 User Manual the guest s last name and first name in parentheses For example a walk in entry for John Smith would display Walk In Smith J ohn Floor Management Floor Settings Waitlist Settings Chits Cards ae oO j Search for Waitlist guests in the database I Display Pager ID in the V aitlist Figure 15 33 Configuring Guest Search Settings for the Waitlist To configure how to search waitlist guests 1 Tap Admin on the Side Navigation Bar Then tap the Floor Management Settings button 2 Tap the Waitlist Settings Tab 3 Check or uncheck the box next to Search for Waitlist guests in the database 4 Tap Save to save your changes Displaying Pager ID Some restaurants that maintain a waitlist during a shift pass out numbered electronic pagers to waiting guests When the guest s table is ready the host or hostess pages the pager using their existing paging system The guest returns to the host stand turns in their pager and Is seated at their table The n House Waitlist View allows users to enter and track the pager number or ID in the guest s waitlist entry To enable the Page
22. e Member ID if applicable The n House Waitlist Report generates a list of waitlist entries for one or more shifts past present or future You can filter the report to show waitlist entries with specific status values and or specific types of guests for example report on seated VIP waitlist parties To run the n House Waitlist Report 1 Tap the Reports button on the Side Navigation Bar Then tap the Waitlist button Y You can also run the In House Waitlist Report directly from the In House Waitlist View by tap ping the Waitlist Report button in the lower right portion of the view 204 OpenTable Software v7 0 User Manual In House Waitlist Report Options Reservation and Guest Date Range Choose Status Start Date 1271272006 Today Cancelled Ho Show Endiate Partially an arrived Arrived 1272 2006 a Today Paged 1 Paged 2 Choose Shit Paged 3 Lunch Partially outed Seated Cancel Figure 19 25 In House Waitlist Report Options Dialog The system displays the n House Waitlist Report Options Dialog Tap the Start Date and End Date dropdown list controls to select the date for the report You can also tap the Today buttons to set your start date and end date for a report that covers just today Tap the desired shift for the report only open shifts will be displayed Tap the desired status values for the report The status values selected by default are No Show Par tially
23. expiration date and name as it appears on the card 2 Tap OK to save or Cancel to discard Once credit card information is entered the Credit Card button text will turn red Depending on the sys tem s configuration the system may require a password to view and edit the information once it is saved Addresses Tap Address on the Make A Reservation Dialog to enter the guest s address Addresses are important for generating mailing labels for restaurant marketing and mailings Reservation History Tap History on the Make A Reservation Dialog to display a guest s reservation history at your restaurant The reservation history displays the day date time server and table of the reservation Reservation Notes and Codes Tap the Res Notes area to enter any special requests or notes for the reservation i e Need to finish by 7 45 to make show Tap the Res Codes area to display a list of available reservation codes that you can assign to this reservation Assign reservation codes i e Anniversary to the reservation by tapping the code to highlight it Tapping the code again will un assign the code Note that reservation notes and codes are only associated with the reservation and not with the guest 18 OpenTable Software v7 0 User Manual Guest Notes and Codes Tap the Guest Notes area to enter any special requests or notes for the guest i e Likes Table 11 Tap the Guest Codes area to display a list of available Guest Codes
24. nsert Image Link Dia og is displayed 4 Type in the exact location and file name of the image file An example of an image link might look like this without the quotes http www myrestaurant com Images Graphicl gif The image file must be in a location that is accessible to the public like your web server Tap OK to insert the link Insert Image Link YOU are ingerming a Bnk to an image locsied on an Internet server YOU musi copy the kmene file to this location for recipients to see Mis image property Friis your riage link Ea hap iev heur arge g g hapi r Figure 19 42 Insert Image Link Dialog populate the Insert Image Link dialog with the same location Go to the Admin View E Mail f you store all your images in the same location you can configure the system to always pre s Setting area to edit the Marketing E Mail Image Directory 5 Continue editing the E Mail body and inserting links You can tap the Save button to periodically save your changes to an HTML E Mail file Web links are not active when editing or previewing your E Mail Links are only active when the recipient opens up the E Mail and clicks on them Chapter 19 Reports View 219 Embed Images To embed images directly into the E Mail body 1 Generate the E Mail distribution list as described in the previous sections 2 Place your cursor in the E Mail Body pane at the exact location where you want the image to appear 3 On the E
25. ome ija fesson o Schoot ror tne Gite o White Gifted com com Res Hotes Res Codes Guest Hotes Guest Codes Concierge Hot Concierge Referred _Coneierges Credit Card Address History Figure 2 20 Changing the Reservation Time in the Make A Reservation Dialog 3 Tap the Save button to save the time change If prompted enter a password that has access to this area to continue Caution Changing the time of the reservation slot can overbook your restaurant It is better to move the party to a new s ot instead Canceling a Reservation There are two ways to cancel a reservation using the Status button or using the Change button on the Top Navigation Bar Both methods will give you the same result Canceling a Reservation Using the Status Button 1 On the Sheet View Book View or Floor View highlight the reservation you wish to cancel by tapping the reservation 2 Tap the Status button on the 7op Navigation Bar to display the different status choices Restaurant Shift d Today Total Count B1 Pe How Connection Lunch Aa 10 25 2007 ie 12 45 PM Y Seated 35 A 1 22 PM Status Options 4 gt Ei Add Change Status Figure 2 21 Status Button on the Top Navigation Bar 22 OpenTable Software v7 0 User Manual 3 Tap the Cancelled status on the Change Party Status Dialog Change Party Status Hame 7 of Covers Delaney Jules 2 Cancel Ho Show Expected In House Seated cated Mot Conti
26. only active if the waitlist guest has been selected from the guest database e Ifthe quoted time for a waiting party has passed an X appears in the column to the left of the entry e When changing the status of a waitlist party the only active status buttons are Cancelled No Show Partially Arrived All Arrived Paged 1 Paged 2 Paged 3 Partially Seated and Seated e Changing the waitlist party status to Cancelled Partially Seated or Seated will make the entry disappear from the waitlist Although no longer visible on the waitlist cancelled and seated entries are still reportable on the n House Waitlist Report for up to eight days Running the Waitlist Report Tapping the Waitlist Report button on the lower right portion of the n House Waitlist View will immedi ately generate the n House Waitlist Report for the current shift and will include entries with the following Status values No Show Partially Arrived All Arrived Paged 1 Paged 2 and Paged 3 For more informa tion refer to In House Waitlist Report on page 203 Res Codes Guest Notes Guest Codes Arrived 4 53PM Ames Sally Birthday Patio All Arrived Mobile 415 555 1676 Paged 1 Total of Parties Waiting 6 Paged 2 Total of Covers Waiting 27 Paged 3 Waitlist Ho Show Rp Figure 5 14 Run Waitlist Report on the In House Waitlist Chapter 6 Floor View Chapter 6 Floor View 51 The Floor View is primarily dedicated to
27. shift to end at 4 00 PM and change your dinner shift to start at 4 15 PM The two In House shifts behave differently than the other four shifts in that they can overlap and or run concurrently with other shifts In House shifts are designed specifically to handle shifts and operational sit uations like a casual cafe for example where the restaurant typically does not take reservations but only accepts walk in guests Therefore all slots on In House shifts are not available for booking by Web diners and are only available to restaurant users You can use the Sheets Tab Admin View Sheets Floor Layouts Schedules to add change and delete reservation sheets After creating the reservation sheets you can use the Schedules Tab Admin View Sheets Floor Layouts Schedules to assign your reservation sheets to specific shifts The Sheets Tab Chapter 12 Reservation Sheets 83 The Sheets Tab can be accessed by tapping Admin View on the Side Navigation Bar and then tapping the Sheets Floor Layouts Schedules button This tab lists all the reservation sheets in the system along with the sheet type shift status open time and close time From this tab you can add a new reservation sheet or change copy or delete an existing reservation sheet BR WN Be Instructions Instructions on what to do 5 Delete Sheet List Add Change Sheets Floor Layouts Schedules Floor Layouts Schedules f Select a reservation sheet and tap Cha
28. 00 00 00 CLOSED v CLOSED Copy Special shift 31 Calendar Dinner Sun Wed Cancel Thanksgiving Figure 14 13 Create a Schedule for a Date Range Assign Sheets Multi Day Schedule 9 Tap Finish to save your new schedule settings and return to the previous view Close a Shift Wizard To close a shift using the Scheduling Wizard 1 Launch the Scheduling Wizard select the Close a Shift option and tap Next Step 1 of the wizard dis plays a calendar with today s date selected by default 2 Use the Change Month controls to navigate to the date you want to work with 3 Tap the date to select it and tap Next Step 2 of the wizard displays the current settings for the six shifts Breakfast Brunch Lunch Dinner In House 1 and In House 2 on the left 130 OpenTable Software v7 0 User Manual 4 Use the radio buttons on the right to select the shift that you want to close Scheduling Wizard Ea 2 Close a Shift Confirmation 1 Je Select the shift you want to close Tap lt Finish gt to complete the schedule changes Current Schedule for 10 25 2007 Breakfast 00 00 00 00 CLOSED v r Brunch 00 00 00 00 Select Shift Breakfast CLOSED y o Lunch 11 00 AM 4 00 PM Brunch Lunch v Lunch Dinner 5 00 PM 11 00 PM Dinner Dinner Sun VWed v In House Only 1 In House 1 00 00 00 00 In House Only 2 cLoseD v In House 2 00 00 00 00 CLOSED v
29. 0908 _ 408 987 6543 Figure 8 9 Guest Information Conflict Dialog When Merging Guests e Ifthe resulting merged guest has more than three unique special occasions the additional special occasions are added to the Guest Notes All Guest Notes are appended to the master entry up to a maximum of 1 500 characters I mportant Notes About Merging Guest Records e The reservation history for all merged guests will be associated with the master entry All Guest Codes for all merged guests will be retained in the master entry If the merged guest will have gt 20 unique codes and you edit the guest information the system will prompt you to unselect some of the codes e You can password protect the Merge Guest feature in the Admin View User Rights area For more information refer to Access Rights on page 179 74 OpenTable Software v7 0 User Manual Guest Addresses Based on the country configuration for your OpenTable system the following fields are required when entering guest addresses into the OpenTable system me Rees __ Rute Renuted rearen Routed france Reed __ Routed Routed regure Routed cemany Reed __ Routed Renuted Requied eurea Poen Rees O ewe Rou an reme rerea Reuted renret Reuted peo rere eurea Reuted renret Reed rome rew eura __ Reured Reured Soon reme __ Reuted Renuted_ Requied Reed ned Kradon Rees __ Routed __ Reured Reured nesses Reed
30. 1 9 5 00 PM Dinner 5 00 PM Dinner 14 Fo 8 9 104 11 00 AM Brunch 11 00 4M Lunch 11 00 AM Lunch 11 00 AM Lunch 11 00 AM Lunch 11 00 AM Lunch 5 00 PM Dinner 5 00 PM Dinner 5 00 PM Dinner 5 00 PM Dinner 5 00 PM Dinner 5 00 PM Dinner 5 00 PM Dinner 135 Tia 150 16 20 15 11 00 AM Lunch 11 00 4M Lunch 11 00 4M Lunch 11 00 4M Lunch 11 00 4M Lunch 5 00 PM Dinner 5 00 PM Dinner 5 00 PM Dinner 5 00 PM Dinner 5 00 PM Dinner 22 t 23 amp 11 00 AM Brunch Thanksgiving Holiday 21 5 00 PM Dinner 11 00 AM Lunch 11 00 AM Lunch y 11 00 AM Lunch 11 00 AM Brunchy 5 00 PM Dinner 16 ET 2a 30 Fj 5 00 PM Dinner 11 00 4M Lunch 11 00 4M Lunch 11 00 4M Lunch 11 00 AM Lunch 11 00 AM Lunch 5 00 PM Dinner 5 00 PM Dinner 5 00 PM Dinner 5 00 PM Dinner 5 00 PM Dinner Figure 14 1 Schedules Tab Calendar View Save Save your changes to the schedule 12 Today Selects today s date Print Prints the calendar 13 Change Month Moves to the previous next month Scheduling Step by step wizard for performing 14 Today s Date Today s date is highlighted in the Cal basic scheduling tasks endar Add Range Step by step wizard for creating a 15 Selected Date The currently selected day schedule across a date range Edit Defaults Step by step wizard for editing your 16 Alternate Example of an Alternate Schedule Default or Regular Schedule Schedule Change View Change the View to Calendar Alter 17 Legend Defines the icons that appear on the nate Schedule Ranges or Defaults Calendar Use Def
31. A new slot is added and a red is displayed in the column next to the new slot To change an empty slot tap the Sheet or Book View button on the Side Navigation Bar Tap the date and shift buttons to select the desired date and shift Tap an empty reservation slot then tap the Change button on the 7op Navigation Bar f prompted enter a password that has access to this area to continue Tap the Configure Slot button Change the slot attributes time party size etc and tap Save The slot is changed for this shift only and a solid red triangle Standard slot or blue triangle Manager slot is dis played in the column next to the changed slot What do the red and blue symbols mean in the column on some of the views The column on the left side of the Sheet View Book View and Floor View contains visual indicators that identify slots that have been inserted or changed Solid Red Plus Sign Standard S ot was inserted into the shift Solid Red Triangle Standard Slot was changed in some way time party size table slot was blocked Solid Blue Triangle Manager Slot was changed in some way time party size table slot was blocked Chapter 21 Frequently Asked Questions 233 Working with Reservations How do make a new reservation in the Sheet Book View To make a new reservation tap the Sheet View or Book View buttons on the Side Navigation Bar Tap the date button on the 7op Navigation Barto
32. Align selected tables on their centers hor Horizontal izontally To change the position of tables on the floor layout 7 10 11 Align Center Vertical Distribute Hor izontal Distribute Ver tical Rotate Left Rotate Right Align selected tables on their centers ver tically Distribute selected tables evenly across a horizontal axis Distribute selected tables evenly across a vertical axis Rotate selected tables counterclockwise 45 degrees Rotate selected tables clockwise 45 de grees 1 Load the floor layout that you want to edit For more information refer to Editing a Floor Layout on page 100 Chapter 13 Floor Layouts 107 2 On the Edit Floor Layout Tab on the Edit Floor Layout Dialog tap Change on the Top Navigation Bar The Edit Pane on the left of the dialog changes to display the Change Table controls MRA Figure 13 10 Edit Floor Layout Dialog Change Tables Button on the Top Navigation Bar 3 Select one or more tables on the layout You can do this by Ctrl tapping or Shift tapping tables to select multiple tables You can also tap and drag a selection box around multiple tables on the layout All tables within the selection box are selected and a preview image of the last table selected is dis played in the Edit Pane on the left Selected tables are surrounded by a dotted line rectangular box with squares at each of the four corners When selecting multiple
33. Defaults View 1 Tap Admin on the Side Navigation Bar Then tap Sheets Floor Layouts Schedules ee ig If prompted enter a password that has access to this area to continue Tap Yes to backup your reservation book Then tap the Schedules Tab to display the Ca endar View Tap Calendar on the 7oo Navigation Bar and tap Defaults in the list to select that view The system displays the Defaults View with the current Default Schedule settings The days of the week are dis played down the left side of the view and the six different shifts are displayed along the top of the Tap Change The system displays Step 1 of the Default Schedules Wizard 121 The Date Range icon is removed and the Defau t Schedule icon appears on all dates in the range indicating that the date has a Default Schedule The banner with the range name is removed 122 OpenTable Software v7 0 User Manual 6 Follow the on screen instructions in the Defau t Schedules Wizard For more information refer to Edit Default or Regular Schedules Wizard on page 133 n The Breakfast Brunch Lunch and Dinner shifts cannot overlap with each other but the In House Only 1 and 2 shifts are allowed to overlap with all shifts Slots on the In House Only 1 and 2 shifts are not available for booking on the Web Scheduling Wizards Introduction to Wizards OpenTable Scheduling Wizard The OpenTable Scheduling Wizards provide easy to follow step by step instructions to
34. Edit Codes Dialog and return Code Controls and deleting Reservation Codes to Admin View You can only select a maximum of 20 Guest Codes per guest and 20 Reservation Codes per reservation Remember the Guest Codes are associated with guests and Reservation Codes are associated with reservations 164 OpenTable Software v7 0 User Manual Adding a New Code To add a new reservation and or guest code 1 Tap Admin on the Side Navigation Bar Then tap the Reservation and Guest Codes button 2 In the Edit Codes Dialog tap the Add button underneath the type of code you want to add Reserva tion Codes on the left and Guest Codes on the right The system displays the Add Reservation Code Dialog Add Guest Code Dialog 3 In the Add Guest Code Dialog enter a new code then check the box next to A low Code to Print on Chits and Guest Cards if you want this code to print Add Guest Code Hew Code A W Allow Code to print on Chits and Guest Cards Figure 16 6 Add Guest Code Dialog 4 Tap OK to save your guest code The Allow Code To print checkbox is only displayed for adding Guest Codes and not Reserva 4 tion Codes Changing a Code To change a reservation and or guest code 1 Tap Admin on the Side Navigation Bar Then tap the Reservation and Guest Codes button 2 In the Edit Codes Dialog tap the code you want to change then tap the Change button underneath the code you selected Reservation Codes on the left a
35. GPL in which case the provisions of the GPL apply INSTEAD OF those given above Disclaimer This software is provided as is with no explicit or implied warranties in respect of its properties including but not limited to correctness and or fitness for purpose Support Information Support Information Customer Support in North America United States Canada Mexico Puerto Rico Customer Support Support Hours Sales E Mail Internet Fax U S Mail and Shipments 1 800 OPENTABLE 1 800 673 6822 or 1 415 344 4204 Locally Everyday 6 00 AM to 8 00 PM Pacific Standard Time Sales opentable com www opentable com 1 415 267 0944 OpenTable Inc 799 Market Street 4th Floor San Francisco CA 94103 Customer Support in Europe United Kingdom and Ireland Customer Support Support Hours E Mail Sales E Mail Internet Fax UK Ireland Mail and Shipments Germany Customer Support Support Hours E Mail Sales E Mail I nternet Fax Germany Mail and Shipments 0845 351 3515 24 hours 7 days a week Info opentable com UKSales opentable com www opentable co uk 0207 170 4054 OpenTable Europe Ltd Winchester House 259 269 Old Marylebone Road London NW1 5RA 0800 363 8466 24 hours 7 days a week maximum 30 minute call back response support_germany opentable com verkauf opentable com www opentable de 0 69 710 455 196 OpenTable Deutschland Bockenheim
36. I print the reservation report for a shift Tap Reports on the Side Navigation Bar and tap the Reservation amp Cancellation button Tap the Today button for both your Start and End Dates Tap the desired shift and tap the Generate Report but ton to create the report Tap the Print button to print the report Chapter 21 Frequently Asked Questions 241 How do I create mailing labels for specific guests Tap Reports on the Side Navigation Bar Tap the Mailing Labels button and the system displays the Guest Mailing Labels Options Dialog Tap the Show All Guests button to generate an unfiltered report Depending on the number of guests that you have in the system an unfiltered report may take several minutes to generate Tap the Show Filtered List of Guests button to generate a filtered report all the report option tabs will be activated and you can configure the options for your report Tap the Report Options Tab and tap each button to see the configuration options You can create mail ing labels for guests that Dined within a specific date range Dined more than a minimum number of times Dined within specific shifts and or show guests who heaven modified within a date range Tap the Addresses Tab to configure the report to filter by state city zip postal code or area code US and Canada only Note You can only filter addresses using one of these four criteria You cannot combine criteria Check the desired address option state
37. Mail Settings Table Status Settings POS Settings and Contact OpenTable Users Another key area of the OpenTable system is the Users section where you can set and control access to password protected features e Access Rights set access rights and require a password to use certain features and functions e User Account Administration create different user accounts that have access to some or all pass word protected features You can also disable a user account and reset a password if the user for gets their password e Change Password change your password requires entry of your old password Users Access Rights Change Password Figure 11 5 Users Access Rights User Account Administration Change Password 82 OpenTable Software v7 0 User Manual Chapter 12 Reservation Sheets Introduction to Reservation Sheets The Sheets Floor Layouts Schedules Dialog allows you to create edit reservation sheets and floor layouts and change your schedule When tapping the Sheets Floor Layouts Schedules button on the Admin View the system displays the Sheets Floor Layouts Schedules Dia og with four tabs along the top Overview displayed by default Sheets Floor Layouts and Schedules Details on Floor Layouts and Schedules are covered in subsequent chapters The Overview Tab explains some of the basic building blocks of the OpenTable system One of the main building blocks of the OpenTable system is th
38. Mail to OpenTable Customer Support To send an E Mail to OpenTable Customer Support 1 Tap Admin on the Side Navigation Bar Then tap the Contact OpenTable button 2 Enter a subject in the Subject Line n the Priority of Message section select the desired radio button e Urgent to report a problem e Enhancement Request to suggest a product enhancement 3 Type your message in the message area Send E Mail to OpenTable Support To otsupport opentable com Priority of Message cc f Urgent C Enhancement Request Subject p oo Send How Clear Figure 17 11 Admin View Contact OpenTable 4 Tap Send Now to send your message 178 OpenTable Software v7 0 User Manual Chapter 18 Users In the lower right portion of the Admin View is the Users section Tap the Access Rights button to set and control access to password protected features on the OpenTable system Tap the User Account Admin istration button to create user accounts and assign them access rights Tap the Change Password but ton to change your password Main Options Lists sheets Floor Layouts Schedules Servers system Settings Reservation amp Guest Codes Floor Management Settings Hotels amp Concierges Other Options Users E Mail Settings Access Rights Table Status Settings Je Settings Change Password Contact OpenTable Figure 18 1 Admin View Users Chapter 18 Users 179 Access Rights
39. Rights The following areas can be password protected ai ChangeResenations OO O Overbook Max Size Book a reservation larger than the slot s maximum party adil Changetmenysios Geentenepors wmaimainsts Changecrettars Table 18 1 List of User Access Rights Features and Descriptions Chapter 18 Users 181 C A Malo Sheets Floor Layouts Schedules Change sheets floor layouts and schedules wo G eros O S C Table 18 1 List of User Access Rights Features and Descriptions Locking Features To lock a feature and require a password 1 Tap Admin on the Side Navigation Bar Tap the Access Rights button The Edit Access Rights Dialog is displayed 2 Scroll down the list of features until you find the feature that you want to lock 3 Tap the blank space under the Lock column next to the feature A checkmark appears indicating this feature now requires a password to access it 4 Tap Save to save your changes 182 OpenTable Software v7 0 User Manual Unlocking Features To unlock a feature 1 Tap Admin on the Side Navigation Bar Tap the Access Rights button The Edit Access Rights Dialog is displayed 2 Scroll down the list of features until you find the feature you want to unlock 3 Tap the checkmark to unlock the feature The checkmark disappears and a password is no longer required to access this feature 4 Tap Save to save your changes Chapter 18 Users 183 User Account Adminis
40. Schedule by assigning reservation sheets to the open shifts for each day of the week Once configured the Default Schedules will be in place throughout the year If you cre ate Date Ranges and Alternate Schedules they will temporarily replace the Default Schedule on those days Once the date range or A ternate Schedule passes the schedule will return to the Defau t or REGU LAR Schedule Date Ranges Date Ranges allow you to create a repeating schedule over several days that temporarily replace your Default or REGULAR Schedule You might create a date range if the restaurant was closed for an extended period or if you wanted to create a seasonal schedule When the range passes your schedules will return to your Default or REGULAR Schedule Alternate Schedules Alternate Schedules are single days that have a schedule that differs from your Defau t or REGULAR Schedule You might create an A ternate Schedule for holidays and special events for example New Year s Eve or Valentine s Day where the schedule differs from the regular schedule When the A ternate Schedule passes your schedule will return to your Default or REGULAR Schedule How to Change Schedules In the OpenTable System There are two ways to change your schedules in the OpenTable system e Schedules Tab n the Admin View you can tap Sheets Floor Layouts and Schedules to access the Schedules Tab The Schedules Tab provides several different views that you can use to see an
41. Seated Time Reservation Codes Cancellations Hotel Concierge Server Hame W Guest Hotes I Ho Shows Comments Area V Phone Humber lv Guest Codes Walk Ins Member ID Figure 15 37 Include Setting in Chits Cards Tab 4 Tap Save to save your changes Due to space limitations Walk ns Hotel Concierge and Comments area are available only for Chits and not Guest Cards Card and Chit Printing Settings In the Card Printing section you can configure the chit to do the following Print a chit automatically every time a reservation changes to one of the following four statuses Partially Arrived Seated All Arrived Partially Seated Select the desired chit printer Print multiple copies of a chit Print chits using a large 12 point font instead of the default font size 10 point To configure the chit card settings 1 Tap Admin on the Side Navigation Bar Tap the Floor Management Settings button 2 Tap the Chits Cards Tab 3 In the Card Printing section check the party statuses that you want to trigger automatic chit printing Card Printing Chit Print Settings Select Thermal Roll Print automatically for Partially Arrived Drint a Tee EPE Gp Lal l All Arrived of copies Seated 1 Print using large font Partially Seated Figure 15 38 Configuring Chit Card Printing Settings 4 In the Chit Print Settings section tap the dropdown
42. Short description of the layout Date and time this layout was last changed List of reservation sheets that this floor lay out is assigned to 100 OpenTable Software v7 0 User Manual Adding Creating a Floor Layout To add or create a new floor layout to the system l NOUR WN 8 Tap Admin on the Side Navigation Bar Then tap Sheets Floor Layouts Schedules If prompted enter a password that has access to this area to continue Tap Yes to backup your reservation book Then tap the Floor Layouts Tab Tap Add The Add Floor Layout Dialog is displayed and the Properties Tab is selected by default Enter a Floor Layout Name for the new layout layout names must be unique Enter a Display Name for the new layout This is the name displayed on the Floor View Tabs Tap the Edit Floor Layout Tab to begin adding and editing tables For more information refer to Editing a Floor Layout Details on page 101 You must have at least one table on the layout in order to save the layout Tap Save to save your new layout Editing a Floor Layout For any existing layout you can add change delete and position tables hide or display chairs on the tables position floor timers or work with floor layout background pictures To edit an existing floor layout l S a a a Tap Admin on the Side Navigation Bar Then tap Sheets Floor Layouts Schedules If prompted enter a password that has access to this area to co
43. Slots Tab and tap an empty slot 2 The button at the bottom right the same button used to block tables changes and becomes the Block S ot button Tap the Block Slot button The slot is blocked and the name for the slot will change to Blocked with a party size of 0 Res Hotes Res Codes Guest Notes Guest Codes Party Size 2 Empty Slot Table E 6 00 PM Arrived at E T D Seat Done ran Walk In Server Figure 6 10 Blocking Slots on the Floor View All Slots Tab Unblocking a Slot in the Floor View To unblock a slot in Floor View 1 On the Floor View tap the All Slots Tab and tap a blocked slot 58 OpenTable Software v7 0 User Manual 2 The button at the bottom right changes and becomes the Unblock Slot button Tap Unblock Slot to remove the block Res Codes Guest Hotes Guest Codes Party Size 2 Top Table Blocked Arrived at E T D Seat Done Walk in Server Figure 6 11 Unblocking Slots on the Floor View All Slots Tab Walk Ins Some restaurants manage a significant number of walk in guests during a shift Walk Ins are diners that do not make a reservation but simply walk in to a restaurant in hopes of getting a table There are two ways to seat walk in parties In the first method users place a walk in into an existing slot in the book In the second method users place a walk in into a new inserted slot Placing walk ins in an existing slot is the preferred method because it maintains the layout of the r
44. Today 814200 F Today a minimum number of or more reservations times Within specific shifts Lunch Dinner Show Guests who have been modified Start Date End Date Within this date range 844000 F Today e nazon M4200 F Today Generate E Mail Cancel Figure 19 37 Guest E Mail Options Dialog 6 You can also tap the Show Filtered List of Guests button to generate a filtered list all the report option tabs will be activated and will allow you to configure the options for your list Tap the Report Options Tab and tap each button to see the configuration options You can create an E Mail list of guests that dined within a specific date range dined a minimum number of times and dined during a specific shift You can also include guests who have been modified within a date range Tap the box next to nclude archived information to include archived data The system will warn you if the report will access archived data for the report Chapter 19 Reports View 215 8 Tap the Addresses Tab to configure the report to filter by state city zip postal code or area code US and Canada only Note that you can only filter addresses using one of these four criteria Guest E Mail Options Figure 19 38 Guest E Mail Options Dialog Address Tab 9 Check the desired address option state city zip postal code and area code to display a list of val ues for the option For example checking the s
45. US and Can ada All other country configurations will print reports on A4 size paper This is a configurable setting Getting Started and Logging on Turn on your OpenTable terminal Depending on the type of computer you have the power switch Is located either on the left side of the terminal or on the front of the computer 1 The computer will run through a series of checks and will eventually prompt you to press Ctrl Alt Del to login to the computer 2 Press all three keyboard buttons simultaneously The Log On to Windows Dialog will appear 3 In the User Name field enter opentable without the quotes Tab to the Password field and enter your password for the opentable user Check with your restaurant staff about your user names and passwords Press Enter on the keyboard or tap OK Chapter 1 Introduction 5 Wait while the system continues its start up process Once the system displays the Windows desktop look for and double tap the OpenTable icon on the desktop Alternatively tap the Start button and then the OpenTable icon The system will load and open to the Sheet View You are ready to begin using the OpenTable system Exiting the OpenTable System To exit the OpenTable system l 2 Press the Shift and F10 keys on the keyboard simultaneously The system displays a confirmation dialog Tap Yes to shutdown the OpenTable system and return to the Windows desktop Restarting the OpenTable System To launch the OpenT
46. be sure to delete the file or move it to some type of Ay removable storage media like a USB key drive This ensures the safety and security of your guest data I mporting Guests I nto Microsoft Excel To import guests into Microsoft Excel L If you do not have Microsoft Excel on the computer that contains the export file you must copy the export file to another computer that has Microsoft Excel 2 Hit Shift F10 to close the OpenTable system Double tap the My Computer icon on the desktop and double tap Local Disk C Navigate to the directory listed in the Guest Export Dia og to find the file Tap the file once hit Shift F10 and select Open With If your system has a mouse you can also right click on the file and click on Open With Then select Microsoft Excel Microsoft Excel opens the guest export file and arranges all the information in the appropriate col umns The first row of the export file contains column headings Before sending traditional mail or E Mail communications to guests be sure to check that the guest has opted in to receiving these communications there are mail and E Mail opt in fields that indicate the guest s preference e If you double tap on the file name instead of opening the file following the steps listed above most systems will open the guest export file in a text editor like Notepad or Wordpad depending on the computer s configuration The guest data will not be organized
47. city zip postal code and area code to display a list of values for the option Press the Ctrl key on the keyboard and tap each state that you want to select Tap the Reservation and Guest Codes Tab to see the next set of options On this tab you can filter the report by selecting the desired reservation and guest codes To select multiple codes hold down the Ctrl key on your keyboard and tap each code that you want to select Tap the And or Or button to use the desired combination of codes Tap the Output Options tab to change the sort order of the Mailing Labels report Tap the dropdown list controls to select the desired fields to sort by On this tab you can also select the Company field to display on the report Tap the Company button to display it on the report the button will look like it has been pressed in Tap the Generate Labels button to create your mailing labels Note The OpenTable system references Avery a standard label manufacturer label types for printing mailing labels In order for a mailing label to print for a guest the guest must have the following fields Last Name Address1 or Address 2 City and Zip Postal Code How do I find out how many covers came in during the last month Tap Reports on the Side Navigation Bar and tap the Close of Shift button Choose the first day of last month as your start date and the last day of last month as your end Date Tap the Monthly button and then tap the Generate Report but
48. column you can select the Add Change or Delete button Tap the appropriate button to update your reservation or guest codes sometimes see a red or yellow triangle next to a reservation What does that mean The red or yellow triangles that appear in the Notes N column on the Sheet View Book View and Floor View are indicators that the reservation has an important note or code attached to it A red flag indicates that there Is a reservation note or code for the reservation A yellow flag indicates that there is a guest note or code for the reservation How do I list a guest as a VI P a smoker or in need of special seating or a special diet When making a reservation or when editing the guest s information tap the Guest Codes fie d select the desired codes from the guest codes list and tap Save to save your changes If a code does not exist for VIP smoker special seating or special diet you can add a new guest code To add a new guest code tap Admin on the Side Navigation Bar Tap the Reservation amp Guest Codes button The right side of the screen displays the guest codes At the bottom of the column you can select the Add Change or Delete button Tap the Add button to add a new guest code E Mail How do I send a reservation confirmation E Mail Verify that you are connected to the web and that you have set up your E Mail settings including a restau rant E Mail address all replies will be sent to the restaurant E Mail add
49. field name that you want to display on the report the button will look like it has been pressed in The following fields can be displayed or hidden e Empty Slots e Guest Notes e Number of Visits e Guest Phone Numbers e Guest Codes 11 Tap the Generate Report button to generate the reservation report The reservation report contains the following information e Shift e Last Name e Number of Visits e Date Range e First Name e Date the reservation was made e Reservation Date e Status e Cover Count e Reservation Time e Phone Number e POS Check ID e Party Size e Notes e Check Total e Table Number e Codes Guest Spend information can be selected as an output option only if POS Integration is activated Cancellation Report The cancellation report generates a list of your reservations that have a status of Cancelled You can filter the report to show cancellations for specific types of reservations and specific types of guests within a date range To run the cancellation report 1 Tap Reports on the Side Navigation Bar Then tap the Reservation amp Cancellation button Chapter 19 Reports View 193 2 In the Reservation and Cancellation Report Options Dialog tap the Cancellations button in the Report Type section to select the cancellations report Reservation and Cancellation Report Options Reservation and Guest Date Range Report Type Start Date 12272006 Reservations 4242 2006 End Date Ra Cancellations Cho
50. following e Create an empty reservation sheet e Assign the empty reservation sheet to the shift you want to close Creating an Empty Reservation Sheet To create an empty reservation sheet 1 Tap Admin on the Side Navigation Bar Then tap Sheets Floor Layouts Schedules If prompted enter a password that has access to this area to continue Tap Yes to backup your reservation book Then tap the Sheets Tab Tap Add The Add Sheet Dia og is displayed and the Properties Tab is selected by default Enter a name for the new sheet sheet names must be unique and select the shift and type e Name the sheet Empty or Empty Dinner or Temp Close wt ae TS 136 OpenTable Software v7 0 User Manual e When selecting the shift make sure you select the same shift as the one you are trying to close 6 Tap the clock icons to set the start time First Slot and end time Last Slot e Select the same start and end time as the shift you are trying to close 7 Tap Save on the 7op Navigation Barto save your new sheet Assigning the Empty Reservation Sheet To assign the empty reservation sheet 1 After creating the empty reservation sheet tap the Schedules Tab to display the Ca endar View 2 Use the Change Month and Change Year controls to navigate to the day you want to work with the date that has the shift with the reservations that you want to close and tap that date to select it The Reservation Sheet Assignments Pane ab
51. for several weeks use this type of range This type of range is typically used when you want to set up a seasonal schedule Accessing the Ranges View To access the Ranges View 1 Tap Admin on the Side Navigation Bar Then tap Sheets Floor Layouts Schedules 2 If prompted enter a password that has access to this area to continue 3 Tap Yes to backup your reservation book Then tap the Schedules Tab to display the Ca endar View 4 Tap Calendar on the 7op Navigation Bar and tap Ranges in the list to select that view The system displays the Ranges View which contains two grids The grid at the top contains a list of all existing Date Ranges sorted by start date in ascending order The grid at the bottom contains the sheet assignments for all shifts for the selected date range If the Show past ranges checkbox below the Edit Controls on the Ranges View Is unchecked all past ranges are hidden recommended Check the box to see all Date Ranges in the system Creating or Adding Date Ranges on the Ranges View To create or add a date range on the Ranges View 1 Load the Ranges View 2 Tap Add The system displays Step 1 of the Range Wizard 3 Follow the on screen instructions in the Range Wizard For more information refer to Schedule a Date Range Wizard on page 126 After completing the wizard the following things are displayed on the dates in the calendar e The Date Range icon appears on all dates in the range in
52. has access to this area to continue 5 Tap Yes to confirm the cancellation or No to exit without canceling 2474 Confirm lt 2 Are you sure you wish ta CANCEL this party Lee Jaime party of 4 on Wednesday December 12 2007 at 7 30 Pht Figure 2 26 Cancellation Confirmation Dialog 6 If you tap Yes the system cancels the reservation and removes it from all views Canceling a reservation will increment the guest s cancellation CX count in the guest history For more information refer to Chapter 8 Guests View on page 67 Note that the system will not allow you to can cel a reservation with a status of Done If you are canceling a reservation that was made at the same time that the slot was inserted the system will prompt you to keep or discard the resulting empty inserted slot on the shift 24 OpenTable Software v7 0 User Manual No Showing a Reservation To no show a party that does not show up for their reservation 1 On the Sheet View Book View or Floor View highlight the reservation you wish to no show by tap ping the reservation 2 Tap the Status button on the 7op Navigation Bar to display the different status choices Restaurant Shift Today A f Total Count BA How Connection OT Bistr Lunch a 10 25 2007 12 45 PM Y Seated 35 a 1 22 PM Status r a gt Sy Add Change Status Options Figure 2 27 Status Button on the Top Navigation Bar 3 Tap No Show on the Change Party Status Dial
53. hours before the reservation slot is supposed to take place You can also configure Manager Slots to never expire Before time expires Expiring Manager Slots behave like Manager Slots After time expires they behave like Standard Slots spo e i O E E E E E E wowma 0E Figure 12 13 An Expiring Manager Slot Expires 1 Hour before the Reservation Slot on Sheet View proa fT amooam 2 d S S fiom 4 PP Figure 12 14 An Expired Expiring Manager Slot on Sheet View More on Expiring Manager Slots The goal of Expiring Manager Slots is to give you greater control over your seat table inventory and allow you to open up slots for booking by restaurant users and Web diners As described in previous sections Manager Slots are primarily used to save a small of slots for VIPs and special guests Manager Slots are more restrictive than Standard Slots because they cannot be booked by Web diners and they often require restaurant users to enter a valid password in order to book them Depending on the operational flow of the restaurant you have the flexibility to configure the system to automatically change Manager Slots into Standard Slots by setting an expiration time for the Manager S ots Let us review an Expiring Manager S ot example Assume that an empty Manager S ot is configured to take place 7 30 PM on a Thursday dinner shift and has an expiration time of 6 hours The slot continues to have all the characteristics
54. in the server s section for that shift Chapter 16 Lists 163 Reservation and Guest Codes In the Reservation and Guest Codes section you can maintain your reservation and guest code lists that are used when making reservations and managing guest information Codes can save time when taking reservations and are useful for segmenting and filtering information when generating reports Edit Codes Reservation Codes Guest Codes Hotel Referral a Guest Share h Web Reservation ket Anniversary View Requested Quiet Table Birthday Graduation Highchair Thim el m Fh eee em 5 7 Guest Recognition Reservation Codes Guest Codes Display l VIP v wip 6 l l 8 Vegetarian BIK 9 10 Figure 16 5 Admin View Edit Codes Dialog 1 Reservation Codes Displays a list of Reservation 6 Guest Recognition Res Select two codes to be displayed in Codes ervation Codes various views 2 Move Reservation Controls to move Reservation 7 Edit Guest Code Controls for adding changing or Code Arrows Codes up or down the Reserva Controls deleting Guest Codes tion Codes list 3 Guest Codes Displays a list of Guest Codes 8 Guest Recognition Select two codes to be displayed in Guest Codes various views 4 Move Guest Code Controls to move Guest Codes 9 Save Save your changes Arrows up or down the Guest Codes list 5 Edit Reservation Controls for adding changing 10 Exit Exit the
55. into columns and will be difficult to read e The maximum of rows in a Microsoft Excel spreadsheet is 65 536 If you have more than 65 535 guests in your guest database you can select the export option that splits up the export into multi ple files Each file will contain a maximum of 60 000 guest records Chapter 20 Reservation Reminder E Mails 227 Chapter 20 Reservation Reminder E Mails The system can send three types of reservation E Mails reservation confirmation reservation reminder and reservation cancellation E Mails Reservation confirmation E Mails can be sent when you make a new res ervation for a guest to confirm the details of the reservation A reservation reminder E Mail can be sent on the morning of the day the reservation is scheduled to take place In order for reservation E Mails to be sent you must e Ensure that you are connected to the web e Enter valid E Mail gateway configuration settings including a restaurant E Mail address All E Mail replies to Marketing and reservation confirmation and reminder E Mails will be sent to the restau rant E Mail address For more information refer to E Mail Settings on page 172 e Check the box next to the Display Confirmation E Mail Dialog in the Admin System Settings Res ervation Settings Tab For more information refer to Reservation Options on page 146 Sending a Reservation Reminder E Mail To send a reservation reminder E Mail 1 After bookin
56. last slot tap the Save button to save the final slot 7 The view is refreshed and the last slot is inserted into the reservation book and remains highlighted 32 OpenTable Software v7 0 User Manual Inserting an Empty Standard Slot and Immediately Reserving the Slot To insert an empty Standard S ot and to immediately make a reservation in the slot 1 Navigate to the desired date and shift on the Sheet View Book View or Floor View All Slots Tab and tap the Add button on the Top Navigation Bar If prompted enter a password that has access to this area to continue Restaurant p Today Total Count 51 Connection OT Bistr 10 25 2007 j Seated 35 Figure 3 11 Add Button on the Top Navigation Bar 2 The system displays the nsert Slot Dialog Tap the appropriate controls to configure the slot time party size minimum and party size maximum If desired you can also enter a table number for the Slot Insert Slot Slot Time Size Min Max Slot Type 10 22 2007 12 30 PM 2 4 standard ee eee SE ce et SIZE Party Size Minimum odd a Party Size Maximum Save and Add Save and Cancel More Reserve Figure 3 12 Insert Slot Dialog 3 Tap the Save and Reserve button to begin making a reservation into this slot 4 The system displays the Guest dentification Dialog Continue with the usual process for making a res ervation and save the new reservation 5 The view is refreshed and the reservation is made
57. of a Manager S ot prior to Thursday at 1 30 PM 6 hours before the slot is scheduled to take place If the Manager S ot is still not booked by Thursday at 1 30 PM the system automatically expires the Manager Slot and changes it to a Standard Slot This releases the slot and makes it available for booking by Web diners and restaurant users without requiring a password 92 OpenTable Software v7 0 User Manual Adding Slots to Reservation Sheets To add slots to a reservation sheet you need to navigate to the Add Sheet or Edit Sheet Dialog 1 2 Add Sheet EMN enen eane Use the controls beneath the Sheet Details area on the left to add change delete and copy slots on this sheet Sheet Hame Shift First Slot Last Slot Dinner 5 00 PM 11 00 PM 8 Sheet Details Sheet Summary 9 mew toe me tice Som 1 Properties Tab 2 Edit Sheet Tab 3 Top Navigation Bar 4 Instructions 5 Sheet Name 6 Shift 7 First Slot 8 Last Slot 9 Sheet Details em fe fo se e fe Teme fe fe ag vw e fe 11 j E Add Change Delete Copy 12 13 14 15 16 17 Figure 12 15 Edit Sheet Tab on the Add Sheet Dialog Change basic sheet properties and 10 Sheet Summary Displays a list of slots by party size settings Add change delete reservation 11 Legend Displays a list of symbols that appear in slots and slot attributes the column and what they mean Contains frequently used functions 12 Add Add one or more ne
58. or to enter a password when saving the reservation If all required fields and passwords are entered correctly then the system saves the reservation and refreshes the screen The reservation is booked and you will be returned to the Reserve View 78 OpenTable Software v7 0 User Manual Chapter 10 Restaurant Notes The Notes View allows you to store general restaurant information that is often requested by guests and callers Features of the Notes View There are five tabs that you can use to organize the restaurant s information Shift Notes Bulletin Board Directions Restaurant Info Phone Numbers To add change and delete notes tap the desired tab make your edits and tap Save Shift Notes are shift specific and can be configured to pop up every time a user navigates to a specific shift on a specific date by checking the Pop Up These Notes setting The icon on the Notes View button on the Side Navigation Bar will turn red if there are notes for the current shift Restaurant Notes Pop up these notes Shift Notes Bulletin Board Directions Restaurant Info Phone Numbers Special event this evening Credit card numbers are required Figure 10 1 Restaurant Notes Chapter 11 Admin View Overview 79 Chapter 11 Admin View Overview The Admin View groups related configuration settings together with the more frequently used ones on the top half of the view Main Options and Lists Tap any one of the but
59. ot to expire and become a Standard Slot 1 3 6 12 24 48 72 or 96 hours 4 days before the reservation slot is supposed to take place You can also config ure Manager Slots to never expire 6 Tap the Save button 7 The system saves the configuration changes and refreshes the view The changed slot continues to be highlighted and a solid blue triangle is displayed in the column to the left of the slot to indicate that the slot has changed The Name field contains Exp Mgr X where X is the number of hours before expiration If you configured the Manager S ot to never expire then the Name field contains Mgr Slot Sheet View Book View or Floor View All Slots Tab All the inserted and changed slots will sort q An easy way to see all the inserted and changed slots within a shift is to tap the column on the s to the top of the view Tap the Time column to reset the view to the default sort order Immediately Expiring a Manager Slot To immediately expire a Manager Slot 1 Navigate to the desired shift on the Sheet View Book View or Floor View All Slots Tab 2 Tap the empty Manager Slot that you want to expire The slot is highlighted 3 Tap the Change button on the 7op Navigation Bar 40 OpenTable Software v7 0 User Manual 4 Tap the Expire Now button on the Change Entry Dialog f prompted enter a password that has access to this area to continue 5 The system expires the Manager S ot a
60. reservation e Time slot 202 OpenTable Software v7 0 User Manual Guest Cards Guest cards are the report style version of chit printouts The guest cards report is designed to print reser vation and guest details in a small 2 x 3 area on 8 by 11 or A4 paper Because the print area Is lim ited to 2 x 3 all of the selected information may not fit and some information may be truncated You can configure the system to print ALL reservation and guest notes and codes on the guest card report by checking the Expand to Show All Notes and Codes Option in the Admin View Floor Man agement Chits Cards Tab The card printouts will no longer print in the 2 x 3 space but will print all requested information for a reservation and guest You can configure both the guest cards and the chit settings in the Admin View Floor Management Chits Cards Tab Generating Guest Cards To generate guest cards 1 Tap Reports on the Side Navigation Bar Then tap the Guest Cards button 2 In the Guest Card Options Dialog tap the Start Date and End Date dropdown list controls to select the date for the report You can also tap the Today buttons to set your start and end dates for a report that covers just today Guest Card Options z Reservation and Guest Date Range Start Date 12 12 2006 Today End Date 12 12 2006 Today Cancel Figure 19 23 Guest Card Report Options Dialog 3 Tap the desired shift for the
61. seated completed pending etc as well as blocked and empty slots e Active Waitlist Tab shows the list of guests that are waiting in house for a table with their arrival times and quoted times Seating Parties on the Floor As guests begin to arrive during a shift use the Floor View to seat guests at tables on the floor You can seat guests from the n House Waitlist View or any of the three Floor View Tabs Reservations Tab All Slots Tab or Active Waitlist Tab Single Seating from the Floor View To seat a party on the Floor View 1 Tap one of the three tabs in the upper right portion of the view and tap a reservation to highlight it Seating is usually performed using the Reservations Tab Si TO L 2 Chapter 6 Floor View 55 Tap the Seat button in the lower right portion of the view and then tap the desired table to seat the party You can also seat a party by tapping the party s name and dragging and dropping the party onto the desired table Res Codes Guest Hotes Guest Codes Party Size Tanner Dan Ho codes Table SS Confirmed Arrived at E T D Walk In Server Figure 6 4 Seating a Party Using the Seat Button on the Floor View ngle Seating from the Sheet View or Book View seat a party from the Sheet View or Book View Tap a reservation to highlight it Tap the Status button on the Joop Navigation Bar and select the Seated status 3 The system will switch to the Floor View Ta
62. tables the last table selected has the focus and the rectangular box and squares are green The Edit Pane on the left displays attributes and a preview image of the last selected table 4 To re position the selected tables drag the tables to their new location in the F oor Layout Pane You can use the arrow keys on your keyboard to move the tables five pixels at a time Use the Ctrl arrow keys to make micro adjustments and move the tables one pixel at a time 5 You can tap one of the alignment buttons on the toolbar on the right side of the dialog to align the selected tables on the right left top bottom edges or centers of the selected tables 6 Tap Save to save all your changes Positioning Floor Timers on a Floor Layout Floor timers can be displayed on the F oor View for all seated tables Depending on how the system is con figured the timers either show how long a party has been dining or how much time remains before they are expected to leave The Edit Floor Layout Tab on the Add Edit Floor Layout Dialogs allows you to change the floor timer positions relative to the table positions on the F oor View To change the position of the floor timers 1 Load the floor layout that you want to edit For more information refer to Editing a Floor Layout on page 100 2 On the Edit Floor Layout Tab on the Edit Floor Layout Dialog tap Floor Timers on the 70p Navigation Bar The Edit Pane on the left of the dialog changes to dis
63. temporary notes for the staff To leave a permanent or temporary note to your staff tap the Notes View button on the Side Navigation Bar To add change and delete notes tap the desired tab enter your text and tap Save Shift notes change from shift to shift and can be configured to automatically pop up when navigating to the shift To add pop up notes check the box next to Pop up these notes The icon on the Notes View button on the Side Navigation Barwill turn red if there are shift notes for the current shift How does the screen saver work The screen saver launches after a certain amount of time of inactivity on the OpenTable system To acti vate the screen saver tap Admin on the Side Navigation Bar n the upper left portion of the Admin View tap the System Settings button then tap the General Settings Tab Enter the number of minutes of idle time in the screen saver minutes field Tap Save to save your changes To access the reservation book once the screen saver has been launched click or tap anywhere on the screen You can configure the system to require a password to clear the screen saver For more informa tion refer to Access Rights on page 179 What is a country code When dialing numbers outside of your country you need to dial a country code Each country has a differ ent country code For example the country code for the United States and Canada Is 1 and the country code for the United Kingdom is 44 For mor
64. that you can assign to this guest Assign guest codes i e VIP to the guest by tapping the code to highlight it Tapping the code again will un assign the code Note that guest notes and codes are associated with the guest and will always be dis played for all reservations made for that guest Using reservation and guest codes are an excellent method of grouping and sorting reservations and guests Many of the reports can be filtered by these codes For more information refer to Reservation and Guest Codes on page 163 Reservation Slot Locking What Happens When Time Expires Reservation slot locking is especially important in busy multi user restaurants Reservation slots are locked temporarily when you begin making a new reservation If time expires before you complete and save the reservation the slot is released to other users If no one else takes the slot you can still complete your reservation by entering the reservation details and tapping Save However if another user takes the slot the system will prompt you to move the reservation to another slot when you try to save it The steps are the same as moving an existing reservation for more information see the next section Moving Reserva tions Changing a Reservation There are two ways to move a reservation using the Change button on the 7op Navigation Bar or using the Time Arrows on the Make A Reservation Dialog Each affects the reservation book differently Moving R
65. waiting party Is seated and removed from the waitlist Reservation and Guest Codes What are Reservation and Guest Codes Reservation and guest codes are codes that you can create and assign to reservations and guests The codes are helpful to indicate special requests identify special guests and segment reservations and guests into categories for reporting and analysis For example you can assign a reservation code called Promo for guests that are dining as a result of a marketing promotion You can assign a guest code called VIP to your most important guests An added benefit is that many of the OpenTable reports can be filtered by codes 238 OpenTable Software v7 0 User Manual What is the difference between Reservation and Guest Codes Reservation codes are connected to a specific reservation for that day Guest codes are associated with a specific guest and the codes appears on their guest record and on all current and future reservations For example you may assign a reservation code called Birthday which appears only for that reservation However when you assign a guest code called Friend of Owner the code appears whenever the guest makes a reservation How do I edit my Reservation or Guest Code lists Tap Admin on the Side Navigation Bar Then tap the Reservation amp Guest Codes button On the left side of the view Is the reservation codes and on the right side of the view Is the guest codes At the bottom of each
66. waitlist entry to a newly inserted reservation slot tap the Sheet View or Book View button on the Side Navigation Bar navigate to the desired date and shift tap Insert 3 at the bottom of the view to create the new slot and then tap Save to complete the move e To cancel the move tap Cancel 5 Ay Caution Inserting a slot can overbook your restaurant Chapter 8 Guests View Chapter 8 Guests View 67 The Guests View is used to capture and manage guest information such as phone numbers addresses E Mail Addresses Company Name and special requests and preferences Knowing more about your guests will enable you to provide better service and increase return visits to your restaurant Guests View 1 4 ita 408 987 6543 P Search Guest List Anderson Rob Last Name Anderson Rob Contact Information First Name Phone Type Area Phone E Company 5 Sony Corporation 7 9 10 1 Name 2 Title 3 Edit 4 Phone 5 Company 6 E Mail 7 No Marketing E Mail 8 Address 9 No Mail 10 Member ID E Mail E Ho Marketing E Mail Address Address Line 1 1788 Sony Drive Address Line 2 5th Floor City Menlo Park State Zip Postal Code CA v 95671 Country United States w Ho Mail Member ID 2 3 Title v Edit Do Hot Archive 11 ir Special Occasions Guest History 12 Birthday R 10 Month Day Cx 0 Jul 25 Y hai bd NS
67. you expect it to be AE On the Sheet Book and Floor Views you can still temporarily change the sort order by tapping the column headings on the view Bi Floor Management Settings In the F oor Settings Tab you can configure several different floor settings such as floor timer displays and server sections In the Waitlist Settings Tab configure how guests are entered in the Waitlist and in the Chits Cards Tab configure the type of guest information you want to print on Chits and Guest Cards Floor Settings Tab Floor Settings Tab The Floor Settings Tab allows you to configure the Floor Timer Warning Display the direction of the Floor Timer and the Color Settings for the Warning Display You can also configure the Status Changes the dis 148 OpenTable Software v7 0 User Manual play of the Floor View Notes and Codes the display of Server Sections and how incoming parties are prior itized Floor Management Floor Settings Floor Timers Warning Display Change timer color 1 15 before the end of meal minutes Color Settings Background Edit Hormal Display Warning Display Late Display status Changes 3 Change Paid to Bus Table after 10 minutes Floor View Notes and Codes 4 Reservation And Guest Hotes Codes Reservation Hotes Codes Waitlist Settings Text Edit Chits Cards Direction C Ascending up from 0 f Descending down to 0 Preview 00 00 4 Edit Edi
68. you use are in the font dropdown on the Edit Marketing E Mail Dialog in the OpenTable system If you use an unsupported font the formatting of the text in the E Mail may not appear as intended e Importing content saved in HTML format Hypertext Markup Language from applications like Microsoft Word Tap the Import HTML button to browse to the file location on your computer and import the HTML file into the E Mail body You can no longer import RTF files Rich Text Format If you want to import RTF files edit them in Microsoft Word and save them in HTML format A 220 OpenTable Software v7 0 User Manual 4 Tap the Save icon on the editing toolbar to save your HTML E Mail to an HTML file Select the direc tory location and file name for your HTML file on the Save HTML Document Dialog and tap Save You can load the saved file later by tapping the Import HTML button sophisticated HTML E Mails Save the HTML file and import the file into the E Mail body on the You can use other software packages designed specifically for editing HTML to create more Wy Edit Marketing E Mail Dialog to send them to your E Mail distribution list Attaching Documents to Marketing E Mails To attach a document to Marketing E Mails 1 If you want to send any attachments in your E Mail tap the Attachments I con next to the Attach ments dropdown on the Edit Marketing E Mail Dialog to display the Edit Attachment List Dialog 2 Tap the Add button
69. 0 13 Other Birthday WI 0 Month Day Anniversary Month Day Last Modified August E 14 8 28 2007 2 27 PM 14 Guest Notes Guest Codes 15 16 17 i Hist C I istory ance 19 Figure 8 1 Guests View Guest s name Guest s title Enables user to edit the guest s name Guest s phone number multiple types Guest s company Guest s E Mail Address Marketing E Mail opt out if checked Guest s address Mail opt out if checked Member ID number if applicable 11 12 13 14 15 16 17 18 19 Do Not Archive Special Occasions Guest History Summary Date Last Modified Guest Notes Guest Codes History Save Cancel Guest data is never archived Captures guest birthday other birthday and anniversary dates of reservations cancellations no shows walk ins guest spending history Date when guest information was last updated Guest preferences amp comments for this guest Guest Codes for this guest See detailed listing of reservations can cellations amp future waitlist entries Saves changes to the guest information Discards any changes to the reservation after confirmation 68 OpenTable Software v7 0 User Manual Finding a Guest and Adding a New Guest The Guests View allows you to add merge or delete a guest and search your entire guest database by name phone number E Mail Address Company Name or Member ID Company Hame oF
70. 00 00 00 CLOSED of CLOSED of In House 2 00 00 00 00 In House 2 00 00 00 00 cLoseD 7 cLoseD 7 Ai EEE Figure 14 15 Close a Day Confirmation You cannot close current or future shifts that have pending reservations For more informa tion refer to Closing Shifts That Have Reservations on page 135 Close a Date Range Wizard To close a date range using the Scheduling Wizard 1 Launch the Scheduling Wizard select the Close a Date Range option and tap Next Step 1 of the wiz ard displays an overview of basic date range concepts 132 OpenTable Software v7 0 User Manual 2 Tap Next Step 2 of the wizard displays two calendars to select a start and end date for the date range Today s date is selected by default for the start date and tomorrow s date is selected by default for the end date Scheduling Wizard 2 Close a Date Range Select Dates fi HeH Enter a Range Name required and select Start and End Dates for the range of days you want to close Tap lt Next gt to continue Start Date End Date Figure 14 16 Close a Date Range Select Dates 3 Enter a short name for the Range Name this is a required field The Range Name will be displayed on the Scheduling Calendar View on a banner spanning the date range 4 Use the Change Month controls on the Start Date Calendar to navigate to the d
71. 1 Locate the walk in party on the Sheet View or Book View and double tap the walk in party 2 In the Edit Walk n Party Dialog enter the first and or last name for the guest and tap OK Edit Walk In Party al el el ee E Enter a single use name optional for this walk in guest Last Hame First Hame Smith John Searchfor Guest for Guest Res Codes Hote This party is an INSERTED slot in your book Figure 6 18 Edit Walk n Party Dialog 3 The guest name Is saved and is displayed in parentheses after Walk In For example Walk In Smith John Selecting a Guest Name from the Guest Database for a Walk In Users can select a guest from the guest database for a walk in entry In some cases the host hostess recognizes the guest and knows they are a regular and are already in the guest database To select a guest name from the guest database for the walk in party 1 Locate the walk in party on the Sheet View or Book View and double tap the walk in party 62 OpenTable Software v7 0 User Manual 2 In the Edit Walk In Party Dialog enter the first and or last name for the guest 1 and tap the Search for Guest button underneath the Last Name field 2 Edit Walk In Party Ea fac fac fecal face e j l a Liter 4 single use name optional for this walkin quest Last Harve Tirst Mame 1 smith John 2 Srarth tor Gurai Rote This party H an ISLE slot im your book Figure 6 19 Sele
72. 3 4 Use the Change Month and Change Year controls to navigate to the day you want to work with and Tap Yes to backup your reservation book Then tap the Schedules Tab to display the Ca endar View tap that date to select it The Reservation Sheet Assignments Pane above the calendar changes to reflect the sheet assignments for the six shifts on that day e Closed shifts have the Closed option selected in the dropdown list e Open shifts display the name of the assigned reservation sheet in the dropdown list In the Reservation Sheet Assignments Panel find the shift you want to open or close and tap the cor responding dropdown list for that shift The list contains all the reservation sheets that were created for that shift type Breakfast Brunch Lunch Dinner In House 1 and In House 2 To open the shift tap one of the reservation sheets in the list to assign the reservation sheet to the selected shift and date To close the shift tap Closed Repeat as necessary for all shifts on that day Tap Save on the Jop Navigation Barto save your changes The following things are displayed on the date in the calendar e The Alternate Schedule icon appears indicating that the date has a schedule that is different from the Default Schedule e The start times and shift names of the open shifts appear Ay You must save your scheduling changes for each date before moving on to another date 116 OpenTable Software v7 0 User Manual Clos
73. 4 Tap the desired shift for the report only open shifts will be displayed 196 OpenTable Software v7 0 User Manual 5 Tap the Reservation and Guest Codes Tab to see the next set of report options Reservation and Cancellation Report Options z Reservation and Guest z Report Options Ca Output Options Select Reservation Codes Select Guest Codes Hotel Referral Web Reservation fit Anniversary View Requested Quiet Table Birthday Graduation Highchair i T Window Requested Select All Clear All Select All Clear All To make multiple selections hold down the CTRL key Generate Report Cancel Figure 19 14 Reservation and Cancellations Report Options Dialog Reservation and Guest Codes Tab 6 Filter the report by selecting the desired reservation and guest codes To select multiple codes hold down the Ctrl key on your keyboard and tap each code that you want to select 7 Tap the And or Or button to use the desired combination of reservation and guest codes 8 Tap the Output Options Tab to see the next set of report options Reservation and Cancellation Report Options ff Reservation and Guest Show Reservation Time Then by Guest Phone Humbers Guest Last Hame kai Guest Hotes Guest Codes Table Humber Generate Report Cancel Figure 19 15 Reservation and Cancellations Report Options Dialog Output Options Tab 9 Use the Output Options Tab to change the report sort o
74. A Servers Window on the left The system displays the Add Server Dialog Add Server X Server Hame Figure 16 3 Add Server Dialog 3 Inthe Add Server Dialog enter the name of your new server and tap Save The server name is added to the list in the A Servers Window on the left i Server names must be unique If you attempt to add a server name that already exists the 1E system will display an error message and ask you to change the entry Deleting a Server To delete a server 1 Tap Admin on the Side Navigation Bar Then tap the Servers button 2 In the the Edit Servers Dialog tap the name of the desired server in the A Servers Window on the left 3 Tap the Delete button at the bottom of the A Servers Window on the left The system display a con firmation dialog 7296 Confirm 2 Delete Brian T Figure 16 4 Delete Server Confirmation Dialog 4 Tap Yes to delete the server from the system Assigning Servers to a Shift To assign servers to a shift 1 Tap Admin on the Side Navigation Bar Then tap the Servers button 2 In the Edit Servers Dialog use the date and shift controls in the upper right portion of the dialog to navigate to the desired date and shift 3 Tap the server name in the A Servers Window left side and tap the single right arrow button gt The selected servers appear in the Assigned Servers Window on the right 4 If you want to assign all servers to the selected d
75. A a contin an cimde dea stineein acct 177 Contact Op eniaDle sintnaitinentacoareweinny toute N N a sun 177 Chapter L15 USENS ariiraa a 178 ACCESS RION aana a aa a a r a A ANA 179 OSCE ACCOUNT AOMMISTI UON ainara O A aA 183 Chinda Pa SSW ONC eoria a A termina radia eget end ated rn nemenea 187 Chapter 19 Reports VICW ciscisncicanssiusserensanscaencceatasaseuaneaiaransneasasedsuaents 188 Features OT ThE REDONS VIEW narr aaa A E sin ore man ean nana 188 CONCIEIOS REDO osan sta latbiasateiiea vita gates A A A satus 189 ClOSe OF SINT REOONT seriean a eeepieaiaiadiuas aaa anda uae asthe Moora 190 Reservation Cancellation and NO SHOW Reports cccccecceseceeceeeeeeeeeeeeeaueeeeeeeeeeeeeeeaeteeeeseeegs 190 Guest REDO orere iar tvaiteetcnase r lohan asiaene ie taanee AO 197 COVER COUNT REDON actcosedicectsusanonecawaticiasssauscanine meth tehaaanchteaatdcdenes iaatie ie aetna cas eradasaneaasans 200 GUCSE Cars aici races datacenter at dann Samana A Daman ae dae nana eck 202 ine HOUSE WV aliIISt RED OGG sce tied iine uaa vlieu vans auluuak unde suninenen a A tie anda atlcaainawee 203 Special OCCASIONS REDON 2iietisiiasicisiiieraaiietinaseas annus eume tial sad anor aimee E eae 207 VIEW INGIIR GOONS 2 c35 cc san ivaassacansarenasanantossentansiteaa saa hanmatansieudsan saa how wwe ne E 211 PRALING anG EXDORING REDONS serierne daewdera hs ertuaenada Waiver E a ee ene 211 Marketing EsMallS arcsin ae a E EAE 212 Mahno Lapel erirrnun ea EANA T T
76. ALL guests Show filtered list of guests Report Options Addresses jiii Guest output Options All addresses Only guests from Zip Postal Code Area Code Generate Labels Cancel Figure 19 45 Guest Mailing Labels Addresses Tab 6 Check the desired address option state city zip postal code and area code to display a list of val ues for the option For example checking the state option will display a list of states that have been captured in guest addresses 7 Press the Ctrl key on the keyboard and tap each state that you want to select When the system gen erates the report it will only include guests that live in the selected states 8 Tap the Reservation and Guest Codes Tab to see the next set of options uest Mailing Labels Show ALL guests Show filtered list of quests Report Options jpe Output Options Select Reservation Codes Select Guest Codes Hotel Referral Web Reservation aR Anniversary Friend of Owner Friend of Employee Window Requested Investor Select All Clear All Select All Clear All To make multiple selections hold down the CTRL key Generate Labels Cancel Figure 19 46 Guest Mailing Labels Reservation and Guest Codes Tab Chapter 19 Reports View 223 9 On this tab you can filter the report by selecting the desired reservation and guest codes To select multiple codes hold down the Ctrl key on your keyboard and tap each code that yo
77. Arrived All Arrived Paged 1 Paged 2 and Paged 3 Tap the Reservation and Guest Codes Tab to see the next set of options In House Waitlist Report Options Reservation and Guest p Report Options Ca Output Options Select Reservation Codes Select Guest Codes Hotel Referral Guest Share Web Reservation Friend of GM ae Wheelchair Access Anniversary Vegetarian View Requested VIP Quiet Table TC Birthday Smoking Graduation Friend of Owner Highchair Friend of Employee bd Window Requested Investor Select All Clear All Select All Clear All To make multiple selections hold down the CTRL key Generate Report Cancel Figure 19 26 In House Waitlist Reservation and Guest Codes Tab Chapter 19 Reports View 205 6 Filter the report by selecting the desired reservation and guest codes To select multiple codes hold down the Ctrl key on your keyboard and tap each code that you want to select 7 Tap the And or Or button to use the desired combination of reservation and guest codes For exam ple get waitlist entries that have the Birthday reservation code AND were for guests with the VIP guest code 8 Tap the Output Options Tab to see the next set of report options In House Waitlist Report Options r Reservation and Guest Report Options Codes Output Options sorting show Son by Arrival Time kad Then by Guest Last Hame kai Summary Statistics Pager ID Preferences Reservat
78. Change at the bottom of the dialog The Edit User Dialog is displayed Edit User Z4 Edit user account information and select access rights to assign to the user User Hame Account Status Change Admin Active Password First Hame Description The Admin group is a pre set administrator Last Hame group with access to all password protected Admin areas E yr Reserve Manager Slot Make a reservation in a Manager Slot E 7 Save Cancel Figure 18 5 Edit User Dialog 4 Make the necessary changes 5 Tap Save to save your changes When a user tries to use a locked feature the system will prompt the user for a password After the user enters their password the system checks to see if the user has access to the feature Delete a User Account To delete a user account 1 Tap Admin on the Side Navigation Bar Then tap the User Account Administration button The Edit User Accounts Dialog is displayed 2 Highlight the user that you want to delete 3 Tap Delete at the bottom of the dialog A confirmation dialog is displayed 7296 Confirm 2 Delete MMytest a Figure 18 6 Delete User Confirmation Dialog 4 Tap Yes to delete the user 186 OpenTable Software v7 0 User Manual Copy a User Account To copy a user account l 4 5 6 Tap Admin on the Side Navigation Bar Then tap the User Account Administration button The Edit User Accounts Dialog is displayed Highlight the user that y
79. E Mail opt in columns indicate the guest s preference on whether or not they want to be con tacted by mail or by E Mail Note that opting out of E Mail will exclude a guest from receiving Marketing E Mails Guests will still receive reservation E Mails reservation confirmations changes and cancellations Cover Count Report The cover count report provides a snapshot of the covers flow for a specific shift There are two versions of the cover count report The first version of the cover count report is formatted with time slots along the top of the page and the second version is formatted with time slots along the left side of the page Cover Count Report Top Navigation Bar To generate the first version of the cover count report 1 Navigate to the shift and date using the SA ft and Calendar buttons on the Top Navigation Bar Restaurant p Total Count OT Bistr Options Figure 19 20 Top Navigation Bar 2 Tap the Total Count Seated Count button on the 70p Navigation Bar The system displays the cover count report for the selected shift in a separate dialog The report displays color coded cover counts for individual reservations by time slot and running subtotals The colors display the different types of covers e Expected covers expected but not yet arrived e In House covers parties that are partially arrived arrived seated or in the middle of service Chapter 19 Reports View 201 e Com
80. E Pas F ord RIE boa ie Floor 2 05 2 25 Johnson Rebecca 2 Reserve Blue dress Arr Quo Name Size Notes N Table Tbl Status St Pager Preferences 1 4 Res Codes Booth Requested Guest Hotes 12 13 14 15 Guest Codes 16 Figure 5 2 In House Waitlist View An X indicates that the quoted time has passed for the guest Time guest arrived checked in 13 Time quoted to the guest 14 Name of the waiting guest 15 of people in the waiting party 16 Red Reservation Note Code 17 Yellow Guest Note Code Guest Recognition Codes ap 18 pear in this column Pre assigned table number 19 Waitlist status background col 20 or also indicates the status Pager ID of the pager given to 21 the guest optional Configurable dining or table 22 preferences optional 11 12 Res Notes Res Codes Guest Notes Guest Codes Party Status Time Stamps Waitlist Rpt No Show Seat Add Mobile Total Counts Blue dress Mobile Total 7 of Parties Wang Johnson i 51 22 Preferences special requests and comments for this party Reservation Codes for this party se lected Preferences 1 4 display here Guest preferences and comments Guest Codes for this guest Shows time stamps of the status changes for the highlighted party Immediately run the waitlist report with the default settings Change the status of the waiting party to No Show Seat the
81. E T D Seat Done venan Server Figure 12 8 Floor Layouts Displayed on the Floor View To assign floor layouts to the sheet 1 Load the reservation sheet that you want to edit For more information refer to Editing a Reservation Sheet on page 85 Chapter 12 Reservation Sheets 89 2 Tap the Properties Tab 3 Locate the Floor Layouts Assigned to this Sheet grid in the lower part of the dialog This grid lists all the floor layouts that are currently assigned to this reservation sheet Floor Layouts Assigned to this Sheet rerio Show Huplitate Table Bombers Figure 12 9 Floor Layouts Assigned to This Sheet Grid on the Properties Tab 4 Tap the pencil icon next to the grid The A Floor Layouts Dialog is displayed 5 Tap the Floor Layout s that you want to use in the A Floor Layouts list on the left Tap the right arrow button to assign the highlighted floor layout s The layout s appear in the Assigned Floor Lay outs list on the right Assign Floor Layouts All Floor Layouts Assigned Floor Layouts Floor Layout Hame Display Floor Layout Hame Display Dinner Sun Wed Main Dining Room Dinner Sun Wed Main Dining Room OK Cancel Figure 12 10 Assign Floor Layouts Dialog 6 To unassign a floor layout tap the layout in the Assigned Floor Layouts list on the right and tap the left arrow button 7 Tap OK to accept your floor layout assignments close the dialog and return
82. EGUIECS an aE E A AA 113 How to Change Schedules In the OpenTable System cccccecceceeeeeeceeeeeeeeeeeeeeeeeaeeeeaeeeeeseeess 113 Schedules TaD imaraen A sen eg cates pan wane anaes dice waa dae ayaa eieneas 114 Table of Contents iii Scheduling Wiza dS sirsiran a a eaa we taba bementudaue seis 122 FLO CLAYS an E E T a 135 Closing Shifts That Have Reservations cccccscseceeeteeseeeeeeeeeeaueseeeeeeeeuteeeeaeaueeteeeeaueueerstaenerereeas 135 Chapter 15 System and Floor Settings cccssscsssssseeesensceseeseeeenseesenseeneas 137 SVEN CNIS re e E tc lac E E E Sean 137 Restauron LO rMatONS GID naa E NA 137 Generalo ettihNgS seio A ter E E E A E AANS 138 FST Vl OM eN S aaa E E O T T 144 Floor Management SetUNOS rierraiarieina an A E A a TAE 147 FOOF Seung TaD marras cular aes arta salons ae sed iced a a E 147 Watsto CHING S TaD aene a E A A NEA aan a came sade taeeaeeeaes 153 CAG Cards TaD a a O ee ap MeomeaconeanneaiLe 155 Chapter 16 LISUS sorron 159 NOTO a E A A arnt Set eee ee erent eee ae ret er 160 Reservation and GUeSE COES srcscainiesies lett a intone eee dtie aries ioaaarteiiaa 163 Roter aNd CONGIEIO SS cp onus emrajcaa insu gids a ANEA tears advant a e 167 Chapter 17 Other OptiOnS ssiccuaivascdvivanceneccddintwvusstdesacanancandcaeauiuwaddenrtunsnnss 171 ey kell eo 2108 016 srie aa a a E ea ee er ee ere 172 Tanleu SCLUMOS wn aicaiesvtanian a T crt nar nat alta ana aan 176 POS SOU S rnr a a ean aae agai hana
83. Enter the guest s name and if the correct guest appears in the list check the phone num ber double tap the name or tap the guest name once to highlight it Tap the Select Guest button If there are no matches tap the New Guest button Enter the reservation details in the Make A Reservation Dialog and tap Save How do move or change a reservation There are two ways to move or change a reservation using the Change button on the Jop Navigation Bar or using the time arrows in the Make A Reservation Dialog to change a reservation time for the same day In the first method recommended highlight the reservation and then tap the Change button on the 70p Navigation Bar Select Move Entry and the system will display the name and party size of the reservation at the bottom of the screen To move the reservation to an existing empty reservation slot tap an empty slot and tap the Move button at the bottom You can tap the Calendar arrow buttons on the 7op Navigation Bar to move the reserva tion to a different day After you ve selected the new date and or time tap the Move button again Then tap OK to complete the move In the second method double tap the reservation and the Make A Reservation Dialog appears Use the time arrows at the top to move the reservation to the new time When the new time is selected tap Save If your system is configured to password protect the ability to move or change a reservation the system will prompt you fo
84. Floor View tap an empty table and then tap the Block Table button in the lower right The table is blocked and a red symbol appears on the table To unblock a table go to the Floor View and tap the blocked table The Block Table button changes to the Unblock Table button Tap the button and the table is unblocked and the red symbol disappears Chapter 21 Frequently Asked Questions 237 Working with Waitlists What is the difference between the In House Waitlist the Active Waitlist and the Fu ture Waitlist The n House Waitlist View is a full screen view that is accessed by tapping the Waitlist button on the Side Navigation Bar The In House Waitlist View is designed to keep track of guests that do not have a res ervation and that are in the restaurant waiting for a table to dine during the current shift You can track the guest s name party size quoted wait time dining preferences mobile phone and any pertinent notes like a description of the person pager cell phone etc The Active Waitlist is located on the Floor View Waitlist Tab on the right side of the screen and is an alternate view of the same guest waitlist that can be seen in the n House Waitlist View The Future Waitlist View is accessed by tapping the FUTURE button on the Side Navigation Bar and is designed to keep track of guests that wish to dine on a future date that Is already fully booked like Valen tine s Day for example You can maintain the guest s nam
85. Manual 2 Tap the Change button on the 7oo Navigation Barto display the Change Entry Dialog 3 Tap the View Change Log button Change Entry Guest Hame Lee Jaime Move Entry Cancel Entry Send E Mail Confirm View Change Log Figure 2 18 View Change Log Button on the Change Entry Dialog 4 The Reservation Change Log Dialog is displayed Tap Print to print the Change Log or tap OK to exit Reservation Change Log Guest Name Time Sire Status sray Jennifer E 10262007 12 00 PM 2 Confirmed Ce ime oer an ee O o O e l oe pompom e OOO o f e fence woven erroe Tm masa enw weer resco room Jemo see ef me Figure 2 19 Reservation Change Log Moving Reservations with the Time Control Buttons on the Make A Reservation Dialog You can edit the existing reservation and use the time arrows at the top of the Make A Reservation Dialog to change the time This method uses the same reservation slot but changes the time of that slot To move reservations using the time arrows 1 From the Sheet View Book View or Floor View double tap the reservation The system displays the Make A Reservation Dialog Chapter 2 Sheet View and Book View 21 2 Tap the arrows on either side of the reservation time to change the reservation time Make a Reservation Dinner Wed 12 12 2007 Ej 6 00PM eee Temporary hold on this slot expires aa 2 07 Member ID Reservation Information A ft O 2 al CX
86. OK to finish The changed attribute s are set for all the selected slots All other attributes remain unchanged A solid triangle red for Standard Slots blue for Manager Slots is displayed in the col umn next to all changed slots Repeat as necessary Tap Save on the 7op Navigation Barto save your changes All symbols in the column are cleared Copying Slots on a Reservation Sheet To copy slots on your reservation sheet l 4 Load the reservation sheet that you want to edit For more information refer to Editing a Reservation Sheet on page 85 On the Edit Sheet Tab select all the slots you want to copy by Ctrl Tapping individual slots or Shift Tapping a block of slots Tap the Copy button The slots are copied A plus sign red for Standard Slots blue for Manager Slots is displayed in the column next to all copied slots Repeat as necessary Tap Save on the 7op Navigation Bar to save your changes All symbols in the column are cleared Deleting Slots on a Reservation Sheet To delete slots on your reservation sheet l 3 4 Load the reservation sheet that you want to edit For more information refer to Editing a Reservation Sheet on page 85 On the Edit Sheet Tab select all the slots you want to delete by Ctrl Tapping individual slots or Shift Tapping a block of slots Tap the Delete button The slots are deleted Tap Save on the 7op Navigation Barto save your
87. One of the new features on the Joop Navigation Baris the Options button Tap the Options button to access the new Scheduling Wizard and other configuration options including opening and clos ing a day shift and editing reservation sheets and floor layouts Configure Floor Timers In Floor View floor timers track how long a party has been seated based on turn time settings Users can configure the warning display setting s color and time to alert restaurant staff when a party is expected to leave soon or if a party has gone past their expected turn time e Resend Reservation Confirmation E Mails Users can resend confirmation E Mails for phone reservations using the Change button on the 7op Navigation Bar Users can resend confirmation E Mails whenever they change a reservation s date time or party size e Guest Search by E Mail and Company Name In addition to searching a guest by name and phone number users can also search for guests by E Mail Address or Company Name or Member ID Data Archiving The OpenTable system will automatically archive old reservation and guest data Any reservation older than 18 months or any guests that have not made a reservation in the last 24 months will be archived Archiving is important for improving the speed and response time of the OpenTable sys tem Offline Indicator On the 7op Navigation Baris a new offline indicator that turns red and displays Offline when the restaurant s OpenTable
88. Password Confirm Hew Password ae Figure 18 9 Change Password Dialog 4 Enter the old password 5 Enter a new password minimum 7 characters Then re enter the new password to confirm 6 Tap Save to save your changes 188 OpenTable Software v7 0 User Manual Chapter 19 Reports View The OpenTable system is delivered with a set of pre configured operational reports and marketing capabil ities Including e Concierge Report e Guest Report e Special Occasions e Close of Shift Report e Cover Count Report e Marketing E Mail e Reservation Cancellation amp e Guest Cards e Mailing Labels No Show Report e In House Waitlist Report e Guest Export Features of the Reports View To access the reports tap the Reports button on the Side Navigation Bar and tap the appropriate button to run the desired report In general you will be able to set various configuration options for each of the reports to control the report output data filtering sort order date ranges shift selections etc Today gt Total Count oll y How Connection 8413 2007 16 00 PM Seated Count 0 42 00 PM Status Reports Reporting Options Marketing Options Concierge E Mail Close of Shift Hailing Labels Reservation amp Cancellation Guest Export Cover Count Guest Cards In House Waitlist Special Occasions Figure 19 1 Reports View Chapter 19 Reports View 189 Concierge Report The Concierge Report generates c
89. REGULAR schedules Change the default or Regular schedules 31 Calendar ABACK Hext gt Figure 2 5 Scheduling Wizard Main Menu Close This Day When you tap Options Close This Day button the system takes you to the Close a Day Confirmation Step Verify that the date is correct and tap Finish to complete this action Scheduling Wizard 2 Close a Day Confirmation Tap Finish to close all shifts for this day Date 05 2007 Current Schedule Hew Schedule Breakfast 00 00 00 00 Breakfast 00 00 00 00 CLOSED of CLOSED 7 Brunch 00 00 00 00 Brunch 00 00 00 00 CLOSED E CLOSED uf Lunch 11 00 AM 4 00 PM Lunch 00 00 00 00 Lunch of CLOSED of Dinner 5 00 PM 11 00 PM Dinner 00 00 00 00 Dinner Sun VWed T CLOSED In House 1 00 00 00 00 In House 1 00 00 00 00 CLOSED of CLOSED uf In House 2 00 00 00 00 In House 2 00 00 00 00 cLoseD f cLoseD f EFI Calendar lt Back Cancel Figure 2 6 Scheduling Wizard s Close a Day Confirmation Dialog 10 OpenTable Software v7 0 User Manual Close This Shift When you tap Options Close This Shift button the system takes you to the Close A Shift Confirma tion Step View the Select Shift section and select the shift that will be closed Tap Finish to complete this action Scheduling Wizard 2 Close a Shift Confirmation Select the shift you want to close Tap Finish to complete the sched
90. Read only emait emplate A List files of type HTML Figure 19 41 Import HTML File Dialog 4 The HTML file is imported into the Edit Marketing E Mail Dialog and is displayed in the body pane You can make additional edits to the E Mail or send the E Mail to your distribution list Using I mages in Marketing E Mails You can add images to your Marketing E Mails using two different methods there are advantages and dis advantages to both methods Inserting links to images that are located on a public web server recommended e Embedding images directly into the E Mail body Advantages of Inserting Links to Images The main difference between inserting image links and embedding images into the E Mail body is the loca tion of the image files When you insert image links into the Marketing E Mail the image links point to image files that are located on a publicly accessible web server This server is typically a file directory on the server that hosts or runs your restaurant Web site When one of your E Mail recipients opens the Mar 218 OpenTable Software v7 0 User Manual keting E Mail sent by the restaurant the image is downloaded from the web server and is displayed on their computer screen If the link is incorrect or you forgot to copy the image files onto the server the images will not display Typically a box with an X is displayed in place of the missing image Inserting image links is the recommended method becau
91. Restaurant Shift p Today Total Count 61 How Connection OT Bistr Lunch a Pem fra as PM Seated 1 22 PM Status Options ld Figure 5 9 Status Button on the Top Navigation Bar 3 Tap No Show The status is changed in the St column on the n House Waitlist View The back ground color of the party listing also changes to the appropriate color for that status Canceling a Waitlist Party If a guest changes their mind and decides not to wait for a table you can change the status of the party to Cancelled Cancelled waitlist parties will no longer be visible on the n House Waitlist View but can be seen on the n House Waitlist Report if you select the Cancelled status To cancel a waitlist party 1 From the n House Waitlist View or Active Waitlist find and tap the desired waitlist party 2 Tap the Status button on the Top Navigation Bar to display the different status choices Restaurant OT Bitr Options Figure 5 10 Status Button on the Top Navigation Bar 3 Tap Cancelled The waitlist entry is removed from both waitlists Time Stamps of Waitlist Party Status Changes The system captures time stamps for select waitlist party status changes and displays them for the selected party at the bottom of the n House Waitlist View Status time stamps include the initial arrival time as well as when the party status is changed to A Arrived Paged 1 Paged 2 Page
92. Router Back View 1 Network Ports 2 DSL In Port 3 Power Outlet Chapter 22 OpenTable Equipment Netgear EN104 Ethernet Hub Front View ME en e P at NITGigg eva Figure 22 12 Netgear EN104 Ethernet Hub Uplink Button on Front View ELO Touchscreen Back View TLS hFa ce JHI 1 2 3 Figure 22 13 ELO Touchscreen Back View 1 Connect to Serial 2 Power Outlet 3 Connect to Video Port on Computer Port on Computer 247 248 OpenTable Software v7 0 User Manual Appendix Copyright Notice The OpenTable Software uses Advanced Encryption Standard AES algorithms and code The following is a copyright notice for AES Copyright c 2002 Dr Brian Gladman Worcester UK All rights reserved License Terms The free distribution and use of this software in both source and binary form is allowed with or without changes provided that 1 Distributions of this source code include the above copyright notice this list of conditions and the fol lowing disclaimer 2 Distributions in binary form include the above copyright notice this list of conditions and the following disclaimer in the documentation and or other associated materials 3 The copyright holder s name is not used to endorse products built using this software without specific written permission ALTERNATIVELY provided that this notice is retained in full this product may be distributed under the terms of the GNU General Public License
93. SED v Breakfast In House 2 00 00 00 00 CLoseD v 31 Calendar 2 3 4 Figure 14 5 Scheduling Wizard Controls Shows what step you are on and how 4 Next many steps there are in the wizard Navigates to the Calendar View on the 5 Cancel Schedules Tab Move back to the previous step 6 Finish not shown How to Access Scheduling Wizards There are two main ways to access the Scheduling Wizard Accessing the Scheduling Wizard from the Sheet and Book Views To access the Scheduling Wizard from the Sheet and Book Views 1 Tap Sheet or Book on the Side Navigation Bar 2 Tap Options on the 7op Navigation Bar f prompted enter a password that has access to this area to continue The Options Dialog is displayed 3 Tap Scheduling Wizard in the Options Dialog The Scheduling Wizard is displayed with seven options Cancel Move to the next step Cancel and exit this wizard Completes the wizard and saves your changes replaces Next 124 OpenTable Software v7 0 User Manual 4 Tap the option you want to use and tap Next s If at least one shift is open on a day you can navigate to the Floor View on that day and access the Scheduling Wizard through the Options button in the lower right portion of the view Accessing the Scheduling Wizard from the Admin View To access the Scheduling Wizard from the Admin View l 2 If prompted enter a password that has access to this area to continue 3
94. Servers button in the lower right of the Floor View displays the servers that have been assigned to the current shift To assign tables to servers 1 Tap the Admin View Servers button to assign servers to a shift for more information refer to 2 l Assigning Servers to a Shift on page 161 Tap the Floor View button on the Side Navigation Bar Then tap the Servers button 8 g Calvin K PDR ots hina ariaa ee David 4 4 Joe 2 2 Res Codes Guest Hotes Guest Codes Party Size 2 Young Taylor YIP Table 197 Seated 12 22 PM 0 hr 5 min Seated at 12 22 PM E T D 22 PM pMulti Walk In Server Joe Figure 6 3 Assigning Servers to Tables on the Floor View Tap the server s name to highlight and select the server note the server s color Tap each table that you want to assign to the server The color of the table outline or border corre sponds to the server s color e If you have selected to display tables with chairs the system will display a colored outline around the table e f you have selected to display the tables without chairs the system will change the color of the table border 5 Tap another server s name and then tap the tables you want to assign to that server 6 7 Tap the Servers button again to close the server list The system displays a confirmation dialog 8 Continue this process until you have completed your server assignments Tap Yes to save your server assignments
95. Standard ime Hours Minutes FOE WRC ee Rl Else aN Vn E Dize i Table Party Size Minimum Table Epo gea maj Party Size Maximum esc ca co e Block Unblock Block slot Hote Cancel Figure 3 16 Configure Slot Dialog for Standard Slots 6 Tap the Save button at the bottom of the dialog to save your configuration settings 7 The view is refreshed and the changed slot remains highlighted with a solid red triangle displayed in the column to the left of the slot indicating that the slot was changed ss 12 00PM 4 LEE BRYAN 4 C 650 555 1211x2345 Horii 05 24 j arme peces oS ossos enone f 02t Figure 3 17 Sheet View with Changed Slot f you are using a mouse you can right click the slot that you want to work with to highlight it and immediately display the Change Entry Dialog 36 OpenTable Software v7 0 User Manual Configuring Empty I nserted Slots The steps to configure empty inserted Standard S ots that were inserted on the fly are exactly the same as configuring existing empty Standard S ots with two minor differences in the user interface e The indicator to the left of the inserted slot continues to be a solid red
96. Tap the date on the 7oo Navigation Bar to view the Calendar Navigate to and tap the desired date and tap OK Tap the Add button on the 7oo Navigation Bar to see the nsert Slot Dialog Begin setting slot attributes time party size etc for the new slot Tap Save and Reserve Select an existing guest or add a new guest for the reservation On the Make A Reservation Dialog enter the reservation details and tap Save A new slot is added and a red Is displayed in the column next to the new slot Note Inserting slots can overbook your restaurant It is important to insert slots only when needed How do I pre assign tables On the Sheet View Book View or Floor View double tap the Table Tb column next to the party s name then type the table number and hit Enter to save your changes Pre assigning tables does not restrict you to seating the party only at that table If you seat the party at another table the OpenTable system will immediately update the table number with the actual table number Seating Guests How do I seat a reservation You can seat guests from the n House Waitlist View or in any of the three Floor View Tabs Reservations Tab All Slots Tab or Active Waitlist Tab To seat a party from the n House Waitlist View or the Floor View Active Waitlist Tab highlight the party by tapping the party once Tap the Seat button in the lower right portion of the view If you were in 236 OpenTable Software v7 0
97. The Attach File Dialog is displayed 3 Browse for your file and tap the Open button to select it Tap the OK button to attach the file to your E Mail You can attach up to three documents to a Marketing E Mail and there is a one megabyte size limit for each Marketing E Mail When you save your HTML E Mail only the E Mail body is saved The E Mail distribution list 5 and any attachments to the E Mail are not saved Sending Marketing E Mails To send Marketing E Mails 1 Once your E Mail distribution list subject and message are complete tap the Preview button on the editing toolbar to preview your E Mail 2 Send a test E Mail to your own E Mail address by tapping the Send Test E Mail button and entering your E Mail address Sending a test E Mail to your own account is a good practice and allows you to review what your E Mail looks like before sending it to a larger guest distribution list To send test E Mails to multiple addresses enter the E Mail addresses and separate them with commas The Send button is not enabled until you first send a test E Mail 3 Sending a test E Mail enables the Send button If you are satisfied with your E Mail tap the Send but ton to send your E Mail to the distribution list Why You Should Send Test E Mails After creating and editing your HTML E Mails it is very important to send test E Mails to your own E Mail account before sending them to a wider distribution list This extra step is to ensu
98. User Manual Open or Change Multiple Shifts Wizard To open or change multiple shifts on a single day using the Scheduling Wizard 1 Launch the Scheduling Wizard select the Open or Change Multiple Shifts option and tap Next Step 1 of the wizard displays a calendar with today s date selected by default 2 Use the Change Month controls to navigate to the date you want to work with 3 Tap the date to select it and tap Next Step 2 of the wizard displays the current settings for the six shifts Breakfast Brunch Lunch Dinner In House 1 and In House 2 on the selected day 4 Use the shift dropdowns on the right to select the shift you want to work with Only shifts that have reservation sheets created are available for selection Scheduling Wizard 2 Open or Change Multiple Shifts Assign Reservation Sheet 2 Use the New Schedule dropdowns to assign reservation sheets to each shift you want to open or change Tap Finish to complete the schedule changes Date Current Schedule Breakfast 00 00 00 00 CLOSED Brunch 00 00 00 00 CLOSED Lunch 11 00 4M 4 00 PM Lunch 2 Dinner 5 00 PM 11 00 PM Dinner Sun VWed v In House 1 00 00 00 00 CLOSED Y In House 2 00 00 00 00 CLOSED v 31 Calendar Hew Schedule Breakfast 00 00 00 00 CLOSED Brunch 00 00 00 00 CLOSED Lunch 11 00 4M 4 00 PM Lunch 2 Dinner 5 00 PM 11 00 PM Thanksgiving CLOSED Banquet
99. User Manual the n House Waitlist View the system navigates to the Floor View Tap the desired table to seat the party The waiting party is seated and removed from the waitlist To seat a party on the Floor View tap one of the three tabs in the upper right portion of the view and tap a reservation to highlight it Seating is usually performed using the Reservations Tab Tap the Seat button in the lower right portion of the view and then tap the desired table to seat the party You can also seat a party by tapping the party s name and dragging and dropping the party onto the desired table How do I partially seat a reservation To partially seat a party from the Sheet View Book View or Floor View Tap a reservation to highlight it Tap the Status button on the 7op Navigation Bar and select the Par tially Seated status The system will switch to the Floor View Tap the desired table to partially seat the party The system changes the table color to show that the table Is partially seated When the party has completely arrived tap the party s table on the Floor View and tap the Seat button in the lower right por tion of the view to complete the seating How do seat a walk in On Floor View tap the Walk In button at the bottom right Choose the size of the walk in party in the Add Walk In Party Dialog and tap OK You are now back in Floor View Tap a table to seat the party The name will appear as Walk In in the newly created slot in the b
100. abels Show ALL guests Show filtered list of quests Report Options cela Guest Output Options Show Guests who have made reservations Include archived information Start Date End Date Within this date range 8 15200 w Today 8 n5200 Today a Minimum number of ry or more reservations times Within specific shifts Lunch Dinner Show Guests who have been modified Start Date End Date within this date range 815 200 w Today 8 15 200 w Today Generate Labels Cancel Figure 19 44 Guest Mailing Labels Report Options Dialog 3 You can also tap the Show Filtered List of Guests button to generate a filtered report all the report option tabs will be activated and will allow you to configure the options for your report 4 Tap the Report Options Tab and tap each button to see the configuration options You can create mailing labels for guests that dined within a specific date range dined a minimum number of times and dined during a specific shift You can also include guests who have been modified within a date range Tap the box next to nclude archived information to include archived data 222 OpenTable Software v7 0 User Manual 5 Tap the Addresses Tab to configure the report to filter by state city zip postal code or area code US and Canada only Note that you can only filter addresses using one of these four criteria Guest Mailing Labels Show
101. able and dragging the party to the new table If the new table is on a different floor layout drag the party 56 OpenTable Software v7 0 User Manual across the desired floor layout in the upper left portion of the Floor View When the view refreshes to dis play the other floor layout drag the party onto the desired table Marking Tables as Done Using the Status Button Once parties are done dining you can change the status to Bus Jab e while the server staff clears and sets the table for the next party When the table is ready mark the table with the Done status so that you can seat the next party at the table To mark a table as Done 1 Tap the table 2 Tap the Status button on the 7oo Navigation Bar 3 Tap the Done status The table is cleared and ready for the next party Marking Tables as Done Using the Done Button A faster way to clear the tables is to use the Done button at the bottom right of the Floor View 1 Tap the table 2 Tap the Done button in the lower right portion of the view The table is cleared and ready for the next party Tanner Dan a Ho codes Table Seated 2 40 PM 0 hr 0 min Seated at Cea E T D 4 10 PM Multi Walk In Server m Figure 6 6 Marking a Party as Done on the Floor View Res Codes Guest Hotes Guest Codes Party Size Blocking Tables You can block tables for VIPs and special parties or to indicate a table is closed or removed for that shift You can only block tables o
102. able system l 2 Double tap the OpenTable icon on the desktop Alternatively tap the Start button in the lower left corner of the screen If the Start button is not visible press the Ctri and Esc keys on the keyboard simultaneously to display the Windows Start Menu Tap the OpenTable icon on the Start Menu to launch the system Restarting the OpenTable Terminal To restart or turn off the OpenTable terminal i 2 Exit the OpenTable system by pressing Shift and F10 as outlined above Once you have exited tap the Start button in the lower left hand portion of the screen or press Ctrl and Esc on the keyboard to display the Windows Start Menu Tap Shut Down The Shut Down Windows Dialog is displayed 4 To restart the terminal select the Restart option in the dropdown list To shutdown the terminal select the Shut Down option in the dropdown list Press Enter on the keyboard or tap OK 6 OpenTable Software v7 0 User Manual Chapter 2 Sheet View and Book View Navigation Bars Use the 7op horizontal Navigation Barto select dates and times for reservations and to manipulate res ervations and slots New features on the 7op Navigation Bar will help you navigate the system more effi ciently for more information refer to New Features in the Top Navigation Bar on page 7 Use the Side Navigation Barto move through the different views within the OpenTable system You can configure the Side Navigation Barto appea
103. ack page of the User Manual How do I password protect certain OpenTable features As a manager or general manager you may want to password protect some features in the OpenTable system To lock a feature and require a password tap Admin on the Side Navigation Bar n the lower right portion of the Admin View tap the Access Rights button If prompted enter a password that has access to this area to continue In the Edit Access Rights Dialog review the title and descriptions Tap an empty space in the Lock column next to the feature to add a password Repeat as necessary To unlock a feature double tap the checkmark Tap Save to save your changes How do change a Password To change a password tap Admin on the Side Navigation Bar Tap the Change Password button If prompted enter a password that has access to this area to continue In the Change Password Dialog enter the old password Enter a new password and re enter the password to reconfirm Tap Save to save your changes 230 OpenTable Software v7 0 User Manual How is Guest I nformation Archived Old reservation information and guest data is automatically archived in the OpenTable system Reserva tions older than 18 months or guest that have not made a reservation in the last 24 months are archived In the Guest Report Options Dialog you can check the box next to nclude archived information reports may take longer to run to include archived guests How do I leave permanent or
104. ager Slots are a special type of Manager Slot that are configured to expire and automatically change to Standard Slots if they are still empty a few hours or days before the reservation Is Supposed to take place You can configure Expiring Manager Slots to expire 1 3 6 12 24 48 72 and 96 hours before the reservation slot is supposed to take place You can also configure Manager Slots to never expire Before time expires Expiring Manager Slots behave like Manager Slots After time expires they behave like Standard S ots Figure 3 3 An Unexpired Expiring Manager Slot on the Sheet View poama J TTP gt pemooam 2 J S poama S S S Figure 3 4 An Expired Expiring Manager Slot on the Sheet View As an upcoming shift fills with reservations the restaurant may want to make adjustments to the slot availability including e Adding more slots e Changing the time or party size minimums and maximums of existing empty slots e Releasing Manager Slots for booking by web diners and the restaurant staff Typically these changes are needed based on the expected flow of the shift and are intended to be applied to just one shift on one day and not for multiple shifts All of these slot changes can be quickly implemented for the shift directly from within the main OpenTable system Inserting Empty Standard Slots The OpenTable system allows users to insert empty Standard Slots into the reservation book on the fly for a
105. ail reminders for reservations made online at www opentable com are sent by the OpenTable Web site and NOT by the OpenTable system at the restaurant How do I resend a confirmation E Mail You can resend a confirmation E Mail by highlighting the reservation tapping the Change button on the Top Navigation Bar and then tapping Send E Mail Confirm in the Change Entry Dialog Tap OK to resend the E Mail Also changes to a reservation s date time or party size or cancellation will generate a Change Cancel Reservation Dialog Tap OK to send a change or cancellation E Mail confirmation How do I create a special E Mail for certain guests The first step is to identify which guests will receive your E Mail To do this you may want to generate a filtered report of guests with E Mail addresses that fit your criteria Once you ve generated a list of E Mail addresses you ll need to compose your E Mail and send the E Mail 1 Generating a Distribution List To start tap Reports on the Side Navigation Bar and then tap the E Mail button The system displays the Edit Marketing E Mail Dialog Tap the Edit Address List button In the Edit Address Dialog tap the Add from DB button If you want everyone with an E Mail address to receive your E Mail tap the Show All Guests button to generate an unfiltered list Depending on the number of guests that you have in the sys tem an unfiltered list of E Mails may take several minutes to generate If you wan
106. al Servers In the Servers section you can add delete or change server names and assign or remove servers on a specific day and shift Edit Servers 1 Server Name 2 Color 3 Date 4 Shift Server Hame Brian Calvin Click to Edit Chitra Dan David Espi Jasmine Jessica Click to Edit Stephanie William r gt Add Change Delete Assigned Servers For 1242 2007 Dinner Stephanie William Figure 16 2 Edit Servers Dialog Server s name Select and edit color settings for each server Select the date Select the shift 5 All Servers List 6 Server Editing Controls 7 Assigned Servers Adding a Server To add a server Displays server names and colors Controls for adding changing and deleting servers Displays a list of servers assigned to the selected date and shift 8 9 10 11 12 13 Right Arrow Double Right Arrow Left Arrow Double Left Arrow Save Exit 8 Click to Edit 9 a 12 13 Add a server to the selected date and shift Add ALL servers to the selected date and shift Remove server from the selected date and shift Remove ALL servers from the selected date and shift Save your changes Exit the Edit Server s Dialog and return to Admin View 1 Tap Admin on the Side Navigation Bar Then tap the Servers button Chapter 16 Lists 161 2 In the Edit Servers Dialog tap the Add button at the bottom of the
107. all countries except for Japan will require both a first and a last name for the guest Systems configured for Japan will only require a last name for the guest Country In Addresses All configurations will have a country field as part of the address guests restaurants hotels etc The user interface for the country is a dropdown box containing a list of countries in alphabetical order The value of the country field defaults to the country that has been configured as the default country for your OpenTable system While viewing the dropdown box typing a letter will move the user to the first country in the list that begins with that letter State County Region Province In Addresses The user interface for editing the state county region province of the address will vary depending on the selected country for the address For US Canadian Mexican and Hong Kong addresses the state county region province field will be a dropdown box In all other cases this field will be a text entry field There are also more stringent validation rules for guest addresses For more information refer to Guest Addresses on page 74 Phone Numbers The user interface for phone numbers for US and Canadian installations will display an area code but will NOT display a country code for the phone number unless an international phone number was imported into the OpenTable system For all other locations the system will display a country co
108. all shifts or use a different shift over several days When the range passes your schedule returns to your Default or REGULAR schedule For example you can create a holiday schedule with a date range of December 7 2007 as the start date and December 11 2007 as the end date On December 12 2007 the system automatically returns to your default schedule Prior to setting up a different schedule with a date range set up a reservation sheet first Also schedules established for a date range cannot overlap with other date ranges Use the Scheduling Wizard to help you create a date range using another schedule For more information refer to Schedule a Date Range Wiz ard on page 126 How do I insert or change an empty slot for one shift On occasion you may need to add or change empty slots for one shift to adjust the operational flow If you need to make slot changes that affect multiple days or shifts you must change the reservation sheet assigned to those shifts For more information refer to Editing a Reservation Sheet Details on page 86 To insert an empty slot for one shift tap the Sheet or Book View button on the Side Navigation Bar Tap the date and shift buttons to select the desired date and shift Tap the Add button on the 7op Navigation Bar f prompted enter a password that has access to this area to continue In the nsert S ot Dialog begin setting slot attributes time party size etc for the new slot Tap Save
109. an have a different schedule Create a weekly pattern of schedules that repeat over several consecutive weeks For example Sunday through Wednesday might have one schedule and Thursday through Saturday might have a different schedule 31 Calendar Hext gt Cancel Figure 14 11 Create a Schedule for a Date Range Select Type If you selected a Single Day Schedule the first option Step 4 of the wizard displays six shift drop down controls one for each shift Tap one of the dropdown controls to see the list of available reser vation sheets To open the shift tap one of the reservation sheets in the list to assign the reservation sheet to that shift To close the shift tap Closed Repeat as necessary for all shifts Every day in the date range will have the same schedule Scheduling Wizard x 4 Create a Schedule for a Date Range Assign Sheets 1 H Aip E Ha Use the dropdowns to assign reservation sheets to each shift you want to open or change for this date range Tap Finish to complete the schedule changes Range Name Start Date End Date Range Type 12 24 2007 12 26 2007 Single Schedule Breakfast 00 00 00 00 CLOSED w Brunch 00 00 00 00 CLOSED sa Lunch 00 00 00 00 CLOSED v Close All Shifts Dinner 00 00 00 00 CLOSED ha In House 1 00 00 00 00 CLOSED sA In House 2 00 00 00 00 CLOSED Bi Calendar lt Back Fmisn TAR
110. an only filter addresses using one of these four criteria Guest Report Options Show ALL guests Show filtered list of guests Report Options Addresses fet eee Guost Output Options All addresses Only guests from Zip Postal Code Area Code Pt Generate Report Cancel Figure 19 17 Guest Report Options Dialog Addresses Tab 6 Check the desired address option state city zip postal code and area code to display a list of val ues for the option For example checking the state option will display a list of states that have been captured in guest addresses 7 Press the Ctrl key on the keyboard and tap each state that you want to select When the system gen erates the report it will only include guests that live in the selected states Chapter 19 Reports View 199 8 Tap the Reservation and Guest Codes Tab to see the next set of report options Guest Report Options Show ALL guests Show filtered list of guests Report Options apeere e Output Options Select Reservation Codes Select Guest Codes Hotel Referral Web Reservation Anniversary Window Requested Select All Clear All Select All Clear All To make multiple selections hold down the CTRL key Generate Report Cancel Figure 19 18 Guest Report Options Dialog Reservation and Guest Codes Tab 9 On this tab you can filter the report by selecting the desired reservation and guest codes To select multiple c
111. anager slot for booking another year Slot and start the reservation process 4 Party Size Desired party size for the slot 11 Current Time Change the calendar to the current you are searching for date and time 5 Shift Change the shift 12 More Time Slots Display more time options 6 Select Time Slot Desired time for the slot you are 13 Go to This Slot Go to this slot on the Sheet View searching for 7 Selected Date and Currently selected date and 14 Go to This Shift Go to the first slot on this shift on the Shift shift Sheet view 76 OpenTable Software v7 0 User Manual Making a Reservation Using Reserve View To make a reservation using Reserve View Tap Reserve View on the Side Navigation Bar Tap the appropriate buttons to select the desired date party size shift and time for the reservation you want to book Based on your selected search criteria the system displays up to three standard reservation slots and one manager reservation slot as buttons at the bottom of the Reserve View l 2 a b Button displays the nearest available Standard Slot before your selected time Button displays the nearest available Standard Slot after your selected time Button displays the nearest available Manager Slot 7 15 PM Seats 2 4 Ey empe ili 7 30 PM Seats 2 4 3 Wednesday Dinner 7 45 PM Seats 2 4 I Shift Count ave Mgr 7 00 PM Seats 2 4 3 Figure 9 2 Available Standard and Manager Slots in Reserve View B
112. anaging Floor Layouts Using the Floor Layouts Tab The Floor Layouts Tab can be accessed by tapping Admin View on the Side Navigation Bar and then tap ping the Sheets Floor Layouts Schedules button The Floor Layouts Tab lists all the floor layouts in the system along with the display name that appears on the tabs in the Floor View and some additional information about each of the floor layouts Sheets Floor Layouts Schedules 1 l Select a floor layout and tap Change to edit the floor layout You can also tap Add to begin editing a new floor layout coon eh Dinner Sun Wed Main Dining Room nals ce Description ej 4 5 6 7 8 Figure 13 1 Admin View Sheets Floor Layouts Schedules Floor Layouts Tab 1 Instructions Provides instructions on what to do 5 Change Change an existing floor layout 2 Layout List List of all floor layouts in the system 6 Delete Delete an existing floor layout 3 Preview Preview of the selected floor layout 7 Copy Copy an existing floor layout 4 Add Add a new floor layout 8 Exit Exit and return to the Admin View Making Floor Layout Changes Add Edit Floor Layout Dialog Chapter 13 Floor Layouts 99 Tapping the Add or Change buttons on the Floor Layouts Tab will display the Add Floor Layout or Edit Floor Layout Dialogs These dialogs have two tabs the Properties and Edit Floor Layout Tabs that allow you to create and change your floor layouts Edit Floor Layout _ S
113. and codes for chits To configure guest card settings 1 Tap Admin on the Side Navigation Bar Tap the Floor Management Settings button 2 Tap the Chits Cards Tab 3 In the Guest Cards section check the box next to Expand to Show All Notes and Codes option if you want to print all notes and codes on your Guest Cards Guest Cards i Expand to show all notes and codes Figure 15 40 Configuring Guest Card Printing settings 4 Tap Save to save your changes Chapter 16 Lists 159 Chapter 16 Lists In the upper right portion of the Admin View is the Lists section Tap the Servers button to manage your list of your Servers and assign servers to a date and shift Tap the Reservation and Guest Codes button to view a list of reservation and guest codes which are used when making reservations and managing guest information Select guest recognition codes to display in the various views to help your staff quickly identify VIPs and other guests Tap the Hotels and Concierges button to view and manage your list of hotels and concierges that provide guest referrals Main Options Lists sheets Floor Layouts Schedules Servers system Settings Reservation amp Guest Codes Floor Management Settings Hotels amp Concierges Other Options Users E Mail Settings Access Rights Table Status Settings SUS SEONG Change Password Contact OpenTable Figure 16 1 Admin View Lists Section 160 OpenTable Software v7 0 User Manu
114. and then tap the corresponding dropdown list for the shift you want to change The list contains all the reservation sheets that were created for that shift type Breakfast Brunch Lunch Dinner In House 1 and In House 2 134 OpenTable Software v7 0 User Manual 3 To open the shift tap one of the reservation sheets in the list to assign the reservation sheet to that shift for that day of the week To close the shift tap Closed Repeat as necessary for all shifts and days Scheduling Wizard 2 Edit Default or REGULAR Schedules Assign Sheets Determine what your REGULAR schedules are for each day of the week Tap each day of the week and use the dropdowns to assign reservation sheets to each shift you want to open or change If a shift is closed select CLOSED from the dropdown Tap Next gt to continue Breakfast 00 00 00 00 Lunch 00 00 00 00 In House 1 00 00 00 00 CLOSED CLOSED CLOSED Brunch 00 00 00 00 CLOSED In House 2 00 00 00 00 Lunch 2 Figure 14 18 Edit Default or Regular Schedules Assign Sheets 4 Tap Next In Step 3 of the wizard the system displays the original Default Schedule settings and the new Default Schedule settings 5 Tap Finish to save your Default Schedule changes and to return to the previous view Scheduling Wizard 3 Edit Default or REGULAR Schedules Confirm Tap lt Finish to save the edits to your Default or REGULAR Schedule Current Default Schedule
115. ange the size of the table using the slider controls to the right and below the preview image of the table You can also tap the height and width dimensions in the upper and lower right corners of the preview image and enter specific values for the height and width Edit Floor Layout SSS 5 Table Seats Text Size 4 21 J4top 8 pts Cheti PDR 6 Figure 13 8 Edit Floor Layout Dialog Changing Tables and Table Attributes on a Floor Layout Chapter 13 Floor Layouts 105 You can tap the Chair icon to either show or hide chairs on all tables on the floor layout You can use the rotate buttons on the toolbar on the right to rotate the selected tables 45 degrees counterclockwise or clockwise Tap and drag your tables to position them on the layout in the Floor Layout Pane You can use the arrow keys on your keyboard to make micro adjustments and move the tables one pixel at a time Tap Save to save your changes You cannot save a floor layout if you have overlapping tables on the layout Overlapping Ay tables are highlighted in red on the layout To correct the problem move the tables so that they do not overlap and then tap Save to save your changes Also check to make sure you don t have tables hidden underneath other tables Copying Tables on a Floor Layout To copy tables on a floor layout l 5 Load the floor layout that you want to edit For more information refer to Editing a Floor Layout on pa
116. ap the Delete All button Chapter 19 Reports View 217 7 To change the filtering criteria tap the Add from DB button to return to the Guest E Mail Options Dialog As you edit your E Mail distribution list the system displays the of E Mail recipients you have selected on the Edit Marketing E Mail Dialog underneath the Edit Address List button Importing HTML E Mail Files You can import previously saved HTML E Mail files from the Edit Marketing E Mail Dialog A common prac tice Is to edit HTML E Mails using a separate software application designed specifically for editing HTML and saving your work to an HTML file a file with extension HTML or HTM You can import this file into the OpenTable E Mail Editor and send it to a distribution list generated from the guest database To import HTML E Mail files 1 Generate the E Mail distribution list as described in the previous sections 2 On the Edit Marketing E Mail Dialog tap the Import HTML button The mport HTML File Dialog is displayed 3 Browse through the file directories and find the HTML file that you want to import the file extension of the file will be HTM or HTML This file might have been created and saved using the OpenTable E Mail Editor or some other software application Select the file and tap Open Import HTML File 2x File name Folders cc opentableernailtemplate Cancel ie s Documents and gt otadmin My Documents OpenT able
117. ar n the Change Entry Dialog tap the Unblock Slot button to unblock it If prompted enter a pass word that has access to this area to continue How do make a reservation for a guest referred by a hotel concierge To make a reservation for a guest referred by a hotel concierge tap the Sheet View or Book View on the Side Navigation Bar Enter the guest s last name first name phone number or company name If the cor rect guest name appears in the list check the phone number double tap the name or tap the guest name once to highlight it and tap the Select Guest button If there are no matches for your guest tap the New Guest button to create a new guest record The Make A Reservation Dialog will appear Tap the Concierge button at the bottom The system displays a list of hotels and their concierges Tap the name of the hotel to highlight it Tap the concierge s name to highlight it Tap the Select button The hotel and concierge s name will appear in the lower left portion of the Make A Reservation Dialog If the hotel name does not appear on your list tap the Add button at the bottom of the hotel list Enter the hotel information and tap Save To add a concierge s name to the list tap the Add button at the bot tom of the concierge list Enter the concierge s name and tap Save How do I create a new time slot when taking a reservation To create a new time slot tap the Sheet View or Book View button on the Side Navigation Bar
118. asaiesrgaeniagiaiasians serait sednaeeisaaaaavinena 25 BIOCMING a RESEIVALION SIO oricarei aasi A indegie tase tahitesacs eee 25 WADIGCKING a Reservation SIOE canran aaa a tine vorehareidGiecead ate otras 26 Changing the Sort Order on the Sheet Book and Floor VIQWS cceceecececeeeeeeeeteeeeaueeeeeaeeeeeneeass 26 Chapter 3 Configuring Slots for One Shift cccscsssseseseeesseeeeeeeeeeeeeenenees 27 Types of Slots in the OpenTable System ccccececcecececeeeeceeeee eee eaeeeeeeseea essen eeeteeaeeaeaeteeaenenaes 27 inserting EMDty Standard SIOES osirucesiriierroiesnio innean a E C r A a 28 Deleting EMO INserted SIOES ranmasse a T a oar aeaaenes 33 comgurng EMDLY Standard SlOlS rinena a E ler aa ie Le anaaetante 33 Configuring Empty Manager Sols ainena E A a A 37 Configuring the Expiration Time for Manager SIOts cccceccsceceeeeeseeeeeeeeeaeeueeteeaeeeeeeeeatauestenseags 39 Immediately Expiring a Manager Slot cccccececseseeeeeeeeeeeeeeeseeeaueseeeeeeseeeeeeeauauteteeaeeeserseaeanantetes 39 Making Reservations Into Inserted or Changed SIOtS cccccececseseeeeeeeeeueeeeeeeeeeeeeeeeaeeeeeeeeatentenes 40 SOCALCOS rea a A a tncaacana nd eines 40 Chapter 4 Party Status savssssscstescscaciddsssseccsssictiniscitinasassarcsiesenstvsesiassnrerecei 41 SAUS CNOICCS cara A E O ness Jed vers see daael eat tab aes 41 USING ODMR G Stass xcs avin a A uch AA E ASE 41 Chapter 5 In House Waitlist View scscs
119. ast Hame Y Generate Report Cancel Figure 19 32 Guest Special Occasions Output Options Tab 15 You can use this tab to change the sort order of the special occasions report Tap the dropdown list controls to select the desired fields to sort by 16 On this tab you can also select the Company field to display on the report Tap the Company button to display it on the report the button will look like it has been pressed in 17 Tap the Generate Report button to generate the special occasions report The special occasions report contains the following fields e Occasion Type e Address e Company optional e Occasion Date e City e E Mail Address e Last Name e State e Phone Number e First Name e Zip Postal Code Chapter 19 Reports View 211 Viewing Reports After tapping the Generate Report button to create your report the system displays the report on the screen with a toolbar above the report pane Use the toolbar to perform basic functions on the report including paging forward backward printing and exporting z Restaurant Total Count AE i z Hei Options Close ih amp f 1 CS Beck eae Foard 6 7 8 9 10 Figure 19 33 Report Toolbar 1 Reports Tab Display the Reports menu 6 Export Export the report output 2 Open Reports Tab Displays all open reports one 7 Print Print the report output on each tab maximum o
120. ate an alternate schedule tap Admin View Sheets Floor Layouts Schedules f prompted enter a password that has access to this area to continue Tap Yes to backup your reservation book Tap the Schedules Tab to see the Calendar View Tap the Calendar button on the 7op Navigation Barto see a dropdown menu of selections Tap Alternate Schedule to see a list of alternate schedules For more information refer to Alternate Schedules on page 113 Prior to assigning an A ternate Schedule you must have a reservation sheet If a reservation sheet does not exist copy an existing one or add a new one For more information refer to Adding Creating a Res ervation Sheet on page 85 What is the difference between a Default Schedule and an Alternate Schedule A Default Schedule is the restaurant s regular schedule for each of the seven days of the week Sunday Saturday An Alternate Schedule Is a schedule that differs from your Default Schedule for example New 232 OpenTable Software v7 0 User Manual Year s Eve or Valentine s Day If you create an Alternate Schedule it will temporarily replace your Default Schedule on those days After the Alternate Schedule has passed the system will automatically switch back to your Default Schedule What is a Date Range A date range allows you to create a repeating schedule over several days that temporarily replaces your Default or REGULAR schedule You can create a date range to close
121. ate and shift tap the double right arrow button gt gt All servers will appear in the Assigned Servers Window on the right 5 Tap Save at the bottom of the Edit Servers Dialog to save your server settings The servers that appear in the Assigned Servers Window right side are now available for table assignments in Floor View 162 OpenTable Software v7 0 User Manual 6 In Floor View assign tables to the available servers for the shift For more information refer to Assigning Server Sections on page 53 date and shift Tap the Floor View on the Side Navigation Bar and tap the Servers button to To assign tables to the servers for that shift use the Top Navigation Bar to go to the desired see the list of servers You can only assign tables to servers for today s shifts Removing Servers from a Shift To remove a server from a shift 1 Tap Admin on the Side Navigation Bar Then tap the Servers button 2 In the Edit Servers Dialog tap the server name on the Assigned Servers Window right side and tap the single left arrow button lt The selected server is removed from the Assigned Servers Window Repeat as necessary 3 If you want to remove ALL servers from a shift tap the double left arrow button lt lt All servers will be removed from the Assigned Servers Window 4 Tap Save at the bottom of the Edit Servers Dialog to save your changes You cannot remove servers from a shift if parties have been seated
122. ate you want for the start of the date range Tap the date to select it 5 Use the Change Month controls on the End Date Ca endarto navigate to the date you want for the end of the date range Tap the date to select it The End Date must be later than the Start Date 6 Tap Next Step 3 of the wizard displays the new settings for the six shifts Breakfast Brunch Lunch Dinner In House 1 and In House 2 All shifts show Closed Chapter 14 Schedules 133 7 Tap Finish to save your new schedule settings and return to the previous view Scheduling Wizard E3 3 Close a Date Range Confirm 1 H2 3 Tap Finish to close all shifts for all days within the date range Range Name Start Date End Date Breakfast 00 00 00 00 CLOSED v Brunch 00 00 00 00 CLOSED 4 Lunch 00 00 00 00 CLOSED E Dinner 00 00 00 00 CLOSED Z In House 1 00 00 00 00 CLOSED y In House 2 00 00 00 00 CLOSED v Figure 14 17 Close a Date Range Confirm Edit Default or Regular Schedules Wizard To change your Default Schedule using the Schedules Wizard 1 Launch the Scheduling Wizard select the Edit Default or REGULAR Schedules option and tap Next Step 1 of the wizard displays an overview of basic reservation sheet and scheduling concepts 2 Tap Next Step 2 of the wizard displays the shift settings for each day of the week Find the day and shift you want to change Tap the day of week
123. ation Bar Then tap the E Mail Settings button If your system is configured to password protect the ability to change your E Mail settings the system will prompt you for a password Enter a valid password and tap OK Enter your E Mail gateway settings including e Outgoing SMTP Server for example smtp sbc com e Domain Name for example smtp sbc com e Port Number for example 25 Check the box next to Use Secure Connection SSL if you wish to use SSL Outgoing SMTP Server simip sbhc cam Domain simip sbhe caom Port Humber 25 Use Secure Connection 55L Figure 17 3 Configuring E Mail Gateway Settings In the Authentication section if you wish to use authentication check the box next to Use Authentica tion and enter a User ID and Password to be used for authentication W Use Authentication User ID utilization Password titititi Re type Password eee Figure 17 4 Configuring E Mail Gateway Authentication Settings 174 OpenTable Software v7 0 User Manual 6 In the POP Post Office Protocol section if you wish to use POP check the box next to Use POP before SMTP for Authentication and enter the POP Server and POP Port Number J Use POP before SMTP for Authentication POP Server smtp shc corm POP Port Humber 110 Figure 17 5 Configuring POP Settings 7 In the Custom E Mail Text section enter a custom message in the message fi
124. ation Friend of Owner Highchair Friend of Employee A Window Requested Investor Select All Clear All Select All Clear All To make multiple selections hold down the CTRL key Generate Report Cancel Figure 19 7 Reservation and Cancellations Report Options Dialog Reservation and Guest Codes Tab 6 Filter the report by selecting the desired reservation and guest codes To select multiple codes hold down the Ctrl key on your keyboard and tap each code that you want to select 192 OpenTable Software v7 0 User Manual 7 Tap the And or Or button to use the desired combination of reservation and guest codes For exam ple get reservations that have the Birthday reservation code AND were made by guests with the VIP guest code 8 Tap the Output Options Tab to see the next set of report options Reservation and Cancellation Report Options p Reservation and Guest r sorting show Sort by Empty Slots Reservation Time ka Then by Guest Last Hame kai Reservation Time Guest Hotes Guest Phone Humbers Guest Codes Table Humber Humber of visits Generate Report Cancel Figure 19 8 Reservation and Cancellations Report Options Dialog Outout Options Tab 9 Use the Output Options Tab to change the report sort order and which fields to display The default sort order is to sort by reservation time and then by guest name within each reservation time 10 To select fields for display tap the
125. ation Slot to Expire slot 3 Slot Time Controls for setting the slot time 9 Save Saves the settings changes for this slot 4 Party Size Set Controls for setting the slot par 10 Expire Now Expires Manager Slot now tings ty size minimum and maximum 5 Unblock Block Unblocks or blocks this slot 11 Cancel Cancel and return to the previous view 6 Expiration Date When the slot will Expire and and Time change to a Standard Slot Unblock Slots Insert Reservations Insert Standard Slots Delete Inserted Slots Configure Stan You can password protect various Slot configuration capabilities including the ability to s dard Slots and Configure Manager Slots Chapter 3 Configuring Slots for One Shift 39 Configuring the Expiration Time for Manager Slots The goal of Expiring Manager Slots is to give you greater control over your seat table inventory and allow you to open up slots for booking by restaurant users and web diners As described in previous sections Manager Slots are primarily used to save a small of slots for VIPs and special guests Manager Slots are more restrictive than Standard Slots Manager Slots cannot be booked by web diners and they often require restaurant users to enter a valid password in order to book them Depending on the operational flow of the restaurant you have the flexibility to configure the system to automatically change Manager Slots into Standard Slots by setting an expiration time for the Manager Slots Let
126. ations no shows total covers and total tables seated over different time periods To run a close of shift report 1 Tap Reports on the Side Navigation Bar Then tap the Close of Shift button 2 Inthe Close of Shift Report Options Dialog tap the desired shift for the report only open shifts will be displayed Close of Shift Report Options Choose Shift Report Type Lunch Daily Dinner Weekhy Monthly Start Date jizn 2 2006 Y Today End Date 12 2 2006 Today 7 Generate Report Cancel Figure 19 5 Close of Shift Report Options Dialog 3 Tap a report type daily weekly or monthly to group totals by day week or month 4 Tap the Start and End Dates dropdown list controls to select the date for the report You can also tap the Today buttons to set your Start and End Dates for a report that covers just today 5 Tap the Generate Report button The Close of Shift Report contains the following information e of Walk Ins e Total Covers e No Show e of Cancellations e Total Seated Covers e Size of the Largest Party e of No Shows e Walk In Reservation Cancellation and No Show Reports The reservation cancellation and no show reports generate a list of your reservations based on the status of the reservation Reservation Report The reservation report generates a list of your reservations for one or more shifts past present or future You can filter the report to show reservatio
127. aults Use the Default Schedule for the 18 Change Year Moves to the previous next year selected day Close Day Close the selected day 19 Note Example of a Closed Day Note Closed Day Note Enter a note for a closed day 20 Default Schedule Example of a Default Schedule Exit Exit the Sheets Floor Layouts Sched 21 Date Range Example of a date range Reservation Sheet Assignments Panel ules dialog Displays current sheet assignments for the selected day Chapter 14 Schedules 115 Legend of Calendar I cons Icons on the Calendar View identify the type of schedule that is active on that particular day This day is using one of the Defau t or REGULAR Schedules Default Schedule Most days will display this icon This day s schedule is different from the Default or REGULAR Alternate Schedule Schedule Closed Day All shifts are closed for this day This day is part of a date range that has a schedule that is Range different from the Default or REGULAR Schedule The calendar can only show some of the schedule information on the calendar Tap this date to see more scheduling informa tion in the Reservation Sheets Assignment Panel Table 14 1 Legend of Symbols When Adding and Changing Reservation Slots Opening Changing and Closing Shifts on the Calendar View l Tap Admin on the Side Navigation Bar Then tap Sheets Floor Layouts Schedules 2 If prompted enter a password that has access to this area to continue
128. b and return to Admin View Things You Should Know About Date Ranges Scheduling Date Ranges is an advanced feature that is both powerful and complex Some important facts to note about Date Ranges include e Date Ranges cannot overlap with each other e Date Ranges can span a minimum of two days and a maximum of six months e The Date Range schedule will override the underlying Default Schedule For example if you had a Default Schedule and a date range scheduled on the same day the Date Range schedule is the one that will be in effect e An Alternate Schedule will override both the underlying Default Schedule and a date range For example if you had a Default Schedule a date range and an Alternate Schedule all scheduled on the same day the A ternate Schedule is the one that will be in effect There are two different types of Date Ranges 120 OpenTable Software v7 0 User Manual e Single Schedule Date Range this type of range repeats the same schedule over several days For example if you wanted to close all shifts or have the same shifts opened closed across several days use this type of range This type of range Is typically used when you want to close the restau rant for an extended period of time Multi Schedule Date Range this type of range repeats the same weekly pattern over several weeks For example if you wanted a different schedule for each of the seven days of the week and you wanted this schedule to be in place
129. box around multiple tables on the layout All tables within the selection box are selected and a preview image of the last table selected is dis played in the Edit Pane on the left Tap Delete on the 7op Navigation Bar The highlighted tables are deleted from the Floor Layout Pane You can also press the Delete key on your keyboard to delete the tables 4 Tap Save to save your changes 106 OpenTable Software v7 0 User Manual Positioning Tables on a Floor Layout The Edit Floor Layout Tab on the Add Edit Floor Layout Dialogs allows you to move tables on the floor layout by selecting and dragging them to a new position Use the toolbar on the right side of the dialog to align multiple tables Edit Floor Layout Properties Edit Floor Layout Bi Select one or more tables on the floor layout to edit their properties or drag them to a new position You can also add tables by mema ome ae tapping the Add button Dinner Sun Wed i ho ca m H z h change 42 Table Seats Text Size 21 4 top le pts 10 11 Figure 13 9 Edit Floor Layout Tab Table Alignment Toolbar 1 Grid Hide or display grid lines in the Floor Lay out pane to aid in table placement 2 Align Left Align selected tables on the left edge 3 Align Right Align selected tables on the right edge 4 Align Top Align selected tables on the top edge 5 Align Bottom Align selected tables on the bottom edge 6 Align Center
130. c esoss60051 Home je0orm TamerDan 2 NC 6805550014 Home je00Pm Picara George 4 INC 680 855 0025 Home _ 08 13 Lee Jessica 4 NC 650 555 0032x7 Home 08 13 08 13 08 13 0813 Buckely Doris 2 NC Figure 7 1 Future Waitlist View 3 Tap the Future button 3 on the Side Navigation Bar Then tap Add 4 on the 7op Navigation Bar The system will display the Add Future Waitlist Party Dialog Add Future Waitlist Party slot Slot Date Slot Time Party Size Slot Type 10 23 2007 12 45 PM 9 l Standard Time Hours Minutes e apog e e ceed eee Size Table Party Size Table _ a Figure 7 2 Add Future Waitlist Party Dialog Chapter 7 Future Waitlist 65 Select time preference if any and party size for the entry and tap Save The Guest dentification Dia og is displayed Enter the guest s name and either select an existing guest or add a new guest The system displays a dialog that looks exactly like the Make A Reservation Dialog Add any additional guest and reservation details and tap Save The future waitlist entry is saved The Future button on the Side Navigation Bar turns red and contains an exclamation point to signify that there is an entry on the Future Waitlist View for that shift Changing the Sort Order on the Future Waitlist The default sort order for the Future Waitlist View is to sort the list by Arriva Time and Party Size in ascending order You
131. can change the sort order by tapping any of the column headings except for the Notes N column l 2 Navigate to the Future Waitlist View Tap the column heading of the column you want to sort by the Mame column for example The view re sorts in ascending order by that column The background of the column heading changes to a lighter shade of gray to indicate that the view is sorted by that column Tap the same column heading again The view re sorts in descending order by that column 4 Tap the Time column to reset the sort order of the view to the default sort order Using the Future Waitlist When using future waitlist you can e Edit details of the entry by double tapping a future waitlist entry to edit the details for the entry e View the future waitlist entry to see if a reservation slot is available that can accommodate the guest s request a checkmark will be displayed next to the entry in the Ava column Tap the History button when editing the guest s information in the Guests View to see their future waitlist entries future waitlist entries are tracked in a guest s history in the Upcoming Waitlist Sec tion Transferring Future Waitlist Entries to Your Reservation Book To move a future waitlist entry into a reservation slot use the standard Move function 1 Highlight the future waitlist entry you want to move to a reservation slot by tapping the entry 2 Tap the Change button on the 7op Navigation Barto di
132. ce dropdown add the Reservation Code to the system first in the Admin View Lists Section and then return to this dialog to select the Reservation Code as a dining preference Chits Cards Tab Printing chits and guest cards for incoming guests Is a useful way to leverage the information captured about the reservations and guests so that you can provide outstanding service You can print chits guest cards before each shift or as guests arrive and give them to your servers The chit guest card can contain useful information like table or food preferences special requests etc that the server can use to deliver a great dining experience for the guest You can print chits for both reservations and n House Waitlist 156 OpenTable Software v7 0 User Manual entries Use the Chits Cards Tab to configure the printing and display options for the chit and guest card printouts Floor Management Floor Settings Waitlist Settings Chits Cards include W Arrival Time Reservation Hotes vV Reservations Last visit 1 Seated Time W Reservation Codes Cancellations Hotel Concierge iV Server Hame I Guest Hotes J Ho Shows Comments Area I Phone Humber I Guest Codes Walk Ins Member ID Card Printing Chit Print Settings Select Thermal Roll Print automatically for Partially Arrived Print a est 2 I All Arrived 4 of copies Seated 1 I Partially Seated Print using large font Gues
133. changes Symbols in the Column When editing slots for a reservation sheet symbols in the column on the left side of the Sheet Details area act as visual indicators of added or changed slots during your edit session A plus indicates an added slot and a triangle indicates a changed slot Red symbols are for Standard S ots and blue symbols Chapter 12 Reservation Sheets 97 are for Manager S ots Once you have saved the reservation sheet all the symbols in the column are cleared Added Standard Slot Solid Red sign Added Manager Slot Solid Blue sign ke Changed Standard Slot Solid Red Triangle ke Changed Manager Slot Solid Blue Triangle Table 12 2 Legend of Symbols When Adding and Changing Reservation Slots 98 OpenTable Software v7 0 User Manual Chapter 13 Floor Layouts Floor layouts are computer representations of the restaurant s floor and table locations that are displayed on the Floor View for seating guests during a shift Typically restaurants create several different floor lay outs based on differences in how tables are laid out on the floor For example some holidays and restaurant special events may require the restaurant to reconfigure the layout of the dining room After creating floor layouts you can assign them to reservation sheets using the Sheets Tab You can then assign the reserva tion sheets to shifts using the Schedules Tab or the Scheduling Wizard M
134. ckground Dialog is displayed with all available background pictures that were previously imported into the system Assign Background Default Background Assign Delete Import More Backgrounds Cancel Z Figure 13 17 Assign Background Dialog 112 OpenTable Software v7 0 User Manual 4 Tap a picture to select it and tap Assign The background picture appears on the floor layout 5 Tap Done to close the More Dialog 6 Tap Save to save all your changes Size Requirements and Limits for Tables and Background Pictures e The size of each table is configurable The minimum height and width for each table is 15 pixels and the maximum height and width for each table is 150 pixels e All background pictures must be saved as a bitmap BMP with the following dimensions width 465 pixels height 427 pixels Things You Should Know About Floor Layouts e You cannot save a floor layout if you have overlapping tables on the layout Overlapping tables are highlighted in red on the layout To correct the problem move the tables so that they do not over lap and then tap Save to save your changes e The system will warn you if you try to exit from the Add or Edit Floor Layout Dialog and you have tables with duplicate table numbers on the floor layout that you are editing e You can create as many floor layouts as you want in the system but you can only assign a maxi mum of four floor layouts to any one reservation sheet or shift
135. clock timer icon next to the grid The Se ect Turn Time Dialog is displayed Select Turn Time x iS eros ala I Figure 12 7 Select Turn Time Dialog 6 Tap the hours and minutes to set the turn time for that party size 7 Tap Save to accept your turn time changes close the dialog and return to the Properties Tab Repeat as necessary 8 Tap Save on the 7op Navigation Barto save your changes Assigning Floor Layouts to the Sheet Floor layouts are graphical representations of the physical layout of your tables in your restaurant In the OpenTable system you must assign floor layouts to reservation sheets in order to seat parties in the sys tem on the Floor View during a shift The connection between reservation sheets and floor layouts paral lels the real world to accommodate more diners or reservations you would need to open more rooms and have more tables available for seating You can assign up to four floor layouts to one reservation Sheet When you look at that shift on the Floor View each floor layout is displayed on a separate tab Restaurant Shift d Today i Total Count 6 How Connection OT Bistr Dinner gt 9 28 2007 6 00 PM y Seated 0 1 56 PM Status P 4 gt i Add Change Z Time Pr Name N Tol Jeo Broor soat 6 00 ranner oa 2 6 00 Reed Lesli 2 Sections Haal Options Timers Res Codes Guest Hotes Guest Codes PartySize 2 Reed Leslie p Table Confirmed Arrivedat
136. csessscesenenesesssnenenesesssssnenesesesseaeas 43 Using the In HOUSe Waitlist VIEW sccktsSiacatenrondiutatenss tid anaa a saan 43 Features of the Add Edit Waitlist Party Dialog cccccscececseeeeeeeeeeseeeeeeeaeaeesteeaeaseetetaeasanteneeas 45 Changing the Status of a Waitlist Party irsinin a a A A baie 47 Changing EMG SORE Order steiis sciceos cucu cantencatetmusacaunuahonua T R 49 Notes on Using the In House Waitlist ssiciiuiteaciversdcuissadsd Watdenetssaweenss eden andl seeds ge aes 49 RUMANINO NE Waitlist REDOT cede tsisia sight A E am atu ma ena ge haba amen 50 Chapter 6 FIGOF VIEW iiainisteicintaantekscasdainsiincssnwavsnaienstaanndvagaedeaendaraneanannuadeaene 51 Features Orte FIOON VIEW arma nacinagliayathoneia eianre ages ina tin iso dhaenamasu tent uaaGaapeae 51 Fe OO VS WY NOUN Sts ae harris a etna rte eat acetal tate arses ac gua say stan tna N 52 ASSIGIUNG SCIVEl SCHONS aspri a E T A awn seconded meant 53 ii OpenTable Software v7 0 User Manual FOOF VIEW TADS quuin a a aa a an 54 Seata Parnes onthe FOON siriac a a E a 54 BIOCKMO TADES aurrian baie O Ue a rin ten Onn sient aac aan 56 Blocking Reservation Time Slots In Floor VIQW cccececseseceeeeseeeeueeeeeaeeeeetetataeeeeeteeaeeneeestaeanantetes 57 Walk TAS asane N E N EE 58 Editing Guest Information for Walk NS suawisn eubtidvoiated acudsieetigtieedianiudiiae demo auanicaiyeniaentneete 61 PCV Wa IGE erna ar a a a nh ary Ube aE 63 Chapter 7 gt FUGUES WAlGISE s
137. cting a Guest from the Database in the Edit Walk In Party Dialog 3 The system displays the Guest dentification Dialog and displays a list of guests that match the entered name Guest Identification Dinner on Tuesday December 12 2006 at 3 30 PM ae company Hame Last Hame First Hame Phone at least 3 digits smn Jonn F oao Select Guest Hew Guest Malkin Clear i e cin Smith John Figure 6 20 Searching for a Walk In Guest from the Database in the Guest Identification Dialog 4 Tap the correct name and tap the Select Guest button The system returns the user to the Edit Walk n Party Dialog The guest name is grayed out 5 Tap OK The guest name is saved and is displayed with Walk In in parentheses after the guest name For example Smith John Walk In Note that this is displayed differently from the single use guest name which would display like this Walk In Smith J ohn The guest s walk in count will be updated to reflect this visit in the Guests View and the Make A Reservation Dialog Time Max Tbl Name St Phone N Made Figure 6 21 Walk In Entry with a Guest from the Guest Database on the Sheet View Chapter 6 Floor View 63 Additional Notes About Walk Ins e Inthe Add Walk In Party Dialog and Edit Walk In Party Dialog you can place the cursor into the dropdown field and manually type in a party size larger than 20 e If you select a guest from the guest database for a walk in and sa
138. d change your schedules Use this method if you want to see a global view of all the schedules on a calendar or if you want to work with list views of the three different schedule types e Scheduling Wizards You can access the wizards from several parts of the system including the Sheet Book and Floor Views and the aforementioned Schedules Tab This method is faster and requires less knowledge of how schedules work in the OpenTable system 114 OpenTable Software v7 0 User Manual Schedules Tab Schedules Tab Calendar View When you first navigate to the Schedules Tab the Calendar View is displayed by default This view shows the reservation sheets assigned to the different shifts for the selected day in the calendar In addition to the Calendar View there are several other views that you can access from the Schedules Tab including the Alternate Schedule Ranges and Defaults Views 10 11 Sheets Floor Layouts Schedules S Scheduling n eee O e ee S A ei el eee m oc a Add Range Use Defaults Calendar Edit Defaults Breakfast 00 00 00 00 Lunch 00 00 00 00 In House 1 00 00 00 00 11 CLOSED CLOSED 17 Brunch 11 00 AM 3 00 PM Dinner 5 00 PM 11 00 PM In House 2 00 00 00 00 Sunday Brunch w Dinner Sun Wed CLOSED 12 13 Sun Mon Tue Wed Thu Fri S 18 TE z5 BOG 11 00 AM Lunch 11 00 4M Lunch CLOSED
139. d 3 and No Show Res Codes Guest Notes Guest Codes Arrived Ames Sally Anniversary Birthday Patio All Arrived Mobile 415 555 1676 dinner Paged 1 Total of Parties Waiting 6 Paged 2 Total of Covers Waiting 27 Paged 3 Ho Show Figure 5 11 Time Stamps on the In House Waitlist Chapter 5 In House Waitlist View 49 Seating a Waitlist Party To seat a waitlist party 1 From the n House Waitlist View or the Floor View Active Waitlist Tab highlight the party you wish to seat by tapping the party 2 Tap the Seat button in the lower right portion of the view If you were on the n House Waitlist View the system navigates to the Floor View Res Codes Guest Notes Guest Codes Arrived 4 53 PM Ames Sally Birthday Patio All Arrived Mobile 415 555 1676 Paged 1 Total of Parties Waiting Paged2 Total of Covers Waiting Paged 3 Ho Show Figure 5 12 Seat Button on the In House Waitlist 3 Tap the table that you wish to select for this party The waiting party is seated at the selected table and is removed from the waitlist Changing the Sort Order The default sort order for the n House Waitlist View and Active Waitlist is to sort the list by Arriva Time and Party Size in ascending order To change the sort order on the view 1 Tap once on any of the column headings with the exception of the Notes N column The list is sorted in ascending order by that column The background of th
140. d information and changing the guest name It also displays the name of the computer that was used to change the reserva tions To view and or print the reservation change log highlight the reservation in Sheet Book or Floor View and tap the Change button on the 7op Navigation Bar n the Change Entry Dialog tap the View Change Log button Tap OK to return to your Sheet Book or Floor View or tap Print to print the reser vation change log How do make a large party reservation for a party size gt the slot maximum To make a reservation for a party larger than the existing reservation slot you must overbook the reserva tion slot Double tap the desired reservation slot and make the reservation following the usual process Increase the party size field to the desired party size and save the reservation If prompted enter a pass word that has access to this area to continue If you do overbook reservation slots it is strongly recommended that you also block other slots within the Same time period as your large party reservation in order to avoid overbooking the restaurant How do I make schedule changes from the Sheet and Book Views Tap the Options button on the 7op Navigation Bar in Sheet and Book Views The Options button dis plays a list of functions that you can easily access Tap the Scheduling Wizard button to access the Wiz ard s main menu to make scheduling changes Tap the Close this Day or Close this Shift button to complet
141. dard Slot 1 Navigate to the desired shift on the Sheet View Book View or Floor View All Slots Tab 2 Tap the empty slot that you want to configure The slot is highlighted The slot can be any type of slot Standard Slot Manager Slot Expiring Manager Slot Blocked slot but it must be an empty slot 3 Tap the Change button on the 7op Navigation Barto display the Change Entry Dialog Restaurant Shift P Today Total Count 61 How Connection OT Bistr Lunch a 10 25 2007 12 45 PM Seated 35 1 22 PM Status Options ad 5 Add Change Status Figure 3 15 Change Button on the Top Navigation Bar Chapter 3 Configuring Slots for One Shift 35 4 Tap the Configure Slot button on the Change Entry Dialog f prompted enter a password that has access to this area to continue The system locks the slot while you are configuring it and displays In Progress in the Name field This prevents other users from trying to make a reservation in the Slot while you are changing It 5 In the Configure Slot Dialog configure the slot time party size minimum and party size maximum If desired you can also enter a table number for the slot and block or unblock the slot The slot time of the slot must be no more than two hours earlier than the shift start time and no more than two hours later than the shift end time Configure Slot r slot Slot Date Slot Time Size Min Max Slot Type 10 22 2007 5 00 PM 4 24
142. de field for ALL phone numbers instead of an area code dropdown Country code Is a required field for these locations and Chapter 1 Introduction 3 will pre populate with the country code for the country that has been configured for your OpenTable sys tem In the example below the guest s phone number is displayed with a country code a SC a Home gt mo 0207 432 1254 Figure 1 1 International Phone Numbers in the Make A Reservation Dialog In the Sheet View local guest telephone numbers are displayed without country codes Phone numbers for guests from outside the country are displayed in the international format with a and then the coun try code followed by the telephone number Time Max Tol O name St Phone arts 0 Bucov Doris a nc 0207 768 0000 Work T1001 arts o Tanner nan a c 2ororesst23 Home 1001 wolal fesa fof w irao 2 simpson mke 2 nc 2077e917760 Home 1001 we A E E E rre 00 2 ciparots sywio a ne o207 a32 1254 Home 1001 Figure 1 2 International Phone Numbers in the Sheet View Validation rules and display formats for phone numbers will also vary depending on the country configura tion The system will display phone numbers in the following default formats lt Area Code gt lt Phone gt lt Extension gt 123 456 7890 x 99999 nE lt Country Code gt lt Phone gt lt Extension gt 33 12 34 56 78 90 x 99999 Canada Ge
143. dicating that the date has a schedule that is different from the Default Schedule e A banner with the range name appears across all dates in the range Changing Date Ranges on the Ranges View To change a date range on the Ranges View 1 Load the Ranges View 2 Tap the range you want to edit in the top grid and tap Change The system launches the Range Wiz ard loads the range information and moves immediately to Step 2 of the Range Wizard 3 Follow the on screen instructions in the Range Wizard to change the range For more information refer to Schedule a Date Range Wizard on page 126 Deleting Date Ranges on the Ranges View To delete a date range on the Ranges View 1 Load the Ranges View 2 Tap the range you want to delete in the top grid and tap Delete The system displays a confirmation dialog 3 Tap Yes to delete the date range The schedule for those dates will revert back to the underlying Default Schedules Chapter 14 Schedules You cannot delete a date range if there are pending reservations on any of those dates AND the Default Schedule that takes the place of the date range Is Closed Schedules Tab Defaults View The Defaults View in the Sheets Floor Layouts Schedules Dialog shows you all your Defau t Schedules for each of the seven days of the week Sunday Saturday Default Schedules are the restaurant s regular schedule for each of the seven days of the week Sunday Saturday You cr
144. dit Marketing E Mail Dialog tap the Embed I mage button The Embed Image Dialog is dis played 4 Browse for your image file Depending on the type of image file you want to embed BMP J PG or GIF you can tap the Files of Type dropdown to see other file types Embed Image File name Folders co WopentableYemaitemplate F gt OTADMIN E gt MY DOCUMEN gt OPENTABLE Read only Es EMAILTEMPL v List files of type Drives BMP bmp E BMP bmp JPEG ipg ipe ipeg GIF ait Figure 19 43 Embed Image Dialog 5 When you find your file tap the file and tap the Open button The image is embedded into the E Mail body 6 Continue editing the E Mail body and embedding images You can tap the Save button to periodically Save your changes to an HTML E Mail file Composing HTML Marketing E Mails To compose HTML Marketing E Mails 1 Generate an E Mail distribution list as described in the previous sections 2 Tap the Subject Field and type in a subject line A subject line is required for sending E Mails 3 Tap the E Mail Body Pane and compose your E Mail You can format your E Mail by highlighting the text and tapping the buttons on the editing toolbar Other options for creating content include e Inserting image links to images on your restaurant s web server e Cutting and pasting content from other applications When creating E Mail content in other applications make sure that the fonts
145. e date preferred time and party size on the Future Waitlist View How do I add a party to the I n House or Active Waitlists Tap the In House Waitlist View button on the Side Navigation Barto see the n House Waitlist View Tap the Add button on the 7oo Navigation Bar Depending on your configuration the system will prompt you to search the guest database for an existing guest or type in the guest s name Select the appropriate party size and quoted wait time both must be gt 0 If configured tap any Preference buttons to set din ing preferences for the party Add any notes such as guest description special requests etc To set the party status tap the Partially Arrived or All Arrived button and tap OK The party is added to both the In House Waitlist View and the Active Waitlist How do I add notes to a waitlist party From the n House Waitlist View or the Floor View Active Waitlist Tab find and double tap the waitlist party that you want to edit The Edit Waitlist Party Dialog is displayed Make your desired changes and tap OK to save your changes How do I seat a party from the In House or Active Waitlists From the n House Waitlist View or the Floor View Active Waitlist Tab highlight the party you wish to seat by tapping the party once Tap the Seat button in the lower right portion of the view If you were in the n House Waitlist View the system navigates to the Floor View Tap the desired table to seat the party The
146. e column heading Is changed to a light gray color 2 Tap the same column heading again The list is sorted in descending order by that column Ar Quol Name N Tbl St Pager Boo Qui Smo Pat Notes EZT Trenen 2P ma r blue dress 12 13 12 33 a See Dark suit red tie 12 15 12 35 Peters David 2 Waiting at the bar 12 14 12 34 Gordon Pat 2 AA Anniversary lunch Figure 5 13 Sorting in the In House Waitlist View Notes on Using the In House Waitlist e The display format on the Sheet View Book View and Floor View for parties seated from the wait list depends on whether or not the guest was selected from the database e fthe guest was selected from the database the entry is displayed with the guest s name first and then Walk In in parentheses For example Smith John Walk In e fthe guest was NOT selected from the database but entered as a single use guest name the entry is displayed as Walk In followed by the guest s name in parentheses For example Walk In Smith John e f you wish to set a party size or wait time that is not represented by one of the buttons on the Add Waitlist Party Dialog Edit Waitlist Party Dialog you can tap the dropdown controls and either select one of the dropdown choices or manually enter a custom value 50 OpenTable Software v7 0 User Manual e The Guest Notes and Codes fields on the Add Waitlist Party Dialog Edit Waitlist Party Dialog are
147. e information about dialing international phone numbers please consult your local telecommunications provider Working with Reservation Sheets What is the Scheduling Wizard The Scheduling Wizard provides step by step instructions to help you complete different tasks Each Wiz ard page displays the numbered steps needed to complete each task and easy to follow instructions The Wizard can help you do the following e Open or change a shift open or change ONE shift on a SINGLE day e Open or change multiple shifts open or change MULTIPLE shifts on a SINGLE day e Schedule a date range change shifts across several days e Close a shift close ONE shift on a SINGLE day e Close a day close ALL shifts on a SINGLE day e Close a date range closed ALL shifts across several days e Edit Default or Regular Schedules change the default or Regular schedules For more information refer to OpenTable Scheduling Wizard on page 122 How do I create a new reservation sheet Reservations sheets are made up of time slots that represent when the restaurant will accept dining reser vations To create a reservation sheet tap Admin on the Side Navigation Bar Tap the Sheets Floor Layouts Schedules button If prompted enter a password that has access to this area to continue Tap Chapter 21 Frequently Asked Questions 231 Yes to backup your reservation book For more information refer to Adding Creating a Reservatio
148. e reservation sheet Reservation sheets are made up of time slots that represent when the restaurant will accept dining reservations Typically restaurants create sev eral different reservation sheets based on differences in their operational flow which can be affected by the time of day day of the week and time of year Use the Sheets Tab to create and edit your reservation sheets Managing Reservation Sheets Using the Sheets Tab Things You Should know About Reservation Sheets and Shifts Reservation sheets are made up of time slots that represent when the restaurant will accept dining reser vations Typically restaurants create several different reservation sheets based on differences in their operational flow After creating reservation sheets you can assign them as your Default or REGULAR Schedule or you can assign them to shifts on a specific date or date range There are six shifts that you can set up on any day date Breakfast Brunch Lunch Dinner In House 1 and In House 2 All shifts can start as early as 5 00 AM and can end as late as 4 45 AM the following day 5 00 AM is considered the beginning of a new day in the system The first four shifts Breakfast Brunch Lunch and Dinner cannot be scheduled to overlap with each other For example scheduling a lunch shift that ends at 4 00 PM and a dinner shift that starts at 3 00 PM on the same day Is not allowed because they overlap To fix this problem you might schedule the lunch
149. e start time First slot and end time Last slot Tap the Fait Sheet Tab to begin adding and editing slots for more information refer to Adding Slots to Reservation Sheets on page 92 8 Tap Save on the 7op Navigation Barto save your changes OY St a Pe Editing a Reservation Sheet For any existing sheet you can add change or delete slots assign floor layouts or change the open and close times To edit an existing reservation sheet Tap Admin on the Side Navigation Bar Then tap Sheets Floor Layouts Schedules If prompted enter a password that has access to this area to continue Tap Yes to backup your reservation book Then tap the Sheets Tab Select the reservation sheet you want to edit Tap Change The Edit Sheet Dialog is displayed and the Fait Sheet Tab is selected by default Make your desired changes to the sheet for more information refer to Editing a Reservation Sheet Details on page 86 7 Tap Save on the Jop Navigation Bar to save your changes DU RWN PE 86 OpenTable Software v7 0 User Manual Copying a Reservation Sheet Instead of creating a new sheet you can save time by copying an existing sheet and editing the copy To copy a reservation sheet 1 Tap Admin on the Side Navigation Bar Then tap Sheets Floor Layouts Schedules If prompted enter a password that has access to this area to continue Tap Yes to backup your reservation book Then tap the Sheets Tab Select the res
150. e the requests in two easy steps Tap the Edit This Reservation Sheet button to jump directly to the Edit Sheet Dialog f prompted enter a password that has access to this area to continue How do I add special requests for a reservation In Sheet View Book View Floor View In House Waitlist View and Future Waitlist View highlight the desired reservation once On the bottom of the view tap inside the Reservation Notes or Guest Notes field The system displays a Notes Pop Up Dialog Type the special request into the Reservation Notes field on the left and tap Save The Notes N column for the reservation slot will display a red flag to indicate that there is a reservation note or guest note for the reservation Chapter 21 Frequently Asked Questions 235 How do I block or unblock a reservation slot To block an empty time slot highlight the empty slot and tap the Change button on the 7oo Navigation Bar n the Change Entry Dialog tap Block Slot to block this time slot If prompted enter a password that has access to this area to continue The word Blocked appears in the name field a red triangle appears in the column and a 0 is displayed in the party size column You can enter a reason for the blocked Slot by tapping the blocked slot and then tapping the inside of the Reservation Notes field at the bottom To unblock a reservation slot highlight the blocked slot and tap the Change button on the 7op Navigation B
151. ears their expected departure time The number in the minutes field determines when the timer will change to the Warning Display Color Floor Timers Warning Display Change timer color 415 minutes before the end of meal Figure 15 23 Setting the Floor Timer Warning Display Color Settings for Warning Displays You can customize the color schemes and text color for Normal Warning and Late Displays The Preview column shows the color settings for each display e Normal Display Guest is seated and dining Warning Display Guest is expected to leave soon based on the minutes setting and the expected turn time e Late Display Guest has stayed past the expected turn time To configure the floor timer display settings 1 Tap Admin on the Side Navigation Bar Then tap the Floor Management Settings button The Floor Settings Tab is displayed by default 2 In the Color Settings section tap the Edit button for the display you want to change Color Settings Preview Background Text Hormal Display Edit Fdit 00 00 Warning Display Edit Edit 00 00 h ee ery Edit Edit 00 00 4 Figure 15 24 Customizing the Display Colors for Normal Warning and Late Display 3 Select a color and tap OK 4 Look at the color in the Preview column Repeat as necessary 5 Tap Save to save your changes Floor Timer Direction You can set the directio
152. eate your Default Schedule by assigning reservation sheets to the open shifts for each day of the week Once configured the Default Schedules will be in place throughout the year Sheets Floor Layouts Schedules i PTT i P q Scheduling Add Range Edit Defaults x oo The Default View displays a list of all default schedules for each day of the week Default Schedules represent your Regular Bi schedule and will display in black in the Monthly Calendar View Reservation sheets are made up of time slots that represent when the restaurant will accept dining reservations Typically restaurants create one or more reservation sheets and assign them to open shifts on each of the seven days of the week Sunday thru Saturday These REGULAR schedules are known as your DEFAULT SCHEDULES or simply DEFAULTS Tap Change to edit your Default Schedules You can choose shifts or open them by assigning a reservation sheet to a shift on one or more days of the week You defaut schedules willbe in effect unless you create an alternate schedule or create a date range with a different schedule DEFAULT RESERVATION SHEET ASSIGHMENTS FOR THE DAYS OF THE WEEK Breakfast Brunch Lunch Dinner In House Only 1 In House Only 2 Oow CLOSED CLOSED CLOSED Dinner Sun Wed CLOSED CLOSED Figure 14 4 Schedule Tab Defaults View Changing the Default Schedule on the Defaults View To change the Default Schedule on the
153. ecial Occasions button 2 In the Guest Special Occasions Options Dialog tap the Show All Guests button to generate an unfil tered report Depending on the number of guests that you have in the system an unfiltered report may take several minutes to generate Guest Special Occasions Options Show 4LL guests Show filtered list of quests Report Options addresses _ feservaton and Guest Special Occasions Output Options Show Guests who have made reservations Include archived information Start Date End Date Within this date range 844200 Today 814200 gt Today a minimum number of or more reservations times Lunch Dinner Show Guests who have been modified Start Date End Date Within this date range 344000 F Today e nazov M4200 Today Generate Report Cancel Figure 19 28 Guest Special Occasions Report Options Dialog 3 You can also tap the Show Filtered List of Guests button to generate a filtered report all the report option tabs will be activated and will allow you to configure the options for your report 4 Tap the Report Options Tab and tap each button to see the configuration options You can create a special occasions report for guests that dined within a specific date range dined a minimum number of times and dined during a specific shift You can also include guests who have been modified within a date range Tap the box next to nclude archived information to incl
154. ecord Is checked Changing the E Mail Distribution List The distribution list for your Marketing E Mail can be reviewed in the 70 field on the Edit Marketing E Mail Dialog To change the E Mail Distribution List 1 Generate the E Mail distribution list as described in the previous sections 2 On the Edit Marketing E Mail Dialog tap the Edit Address List button The Edit Address List Dialog is displayed BAe SSGIFTED Coe RENAE Tear TeC Adel From OF MALE TLD oH BUCKLEY TED COM CAR Pg IFTED COM Car TEREF TEO COM CIPARETTISSIF TED CSH DLEE POPENTAELE CM Add Single GARNER GIF TED COM GONZALEZ GIFTED COM Cee TF TEC SD La od HAR ROL SONI TED JESS O1FR5GH4 LOOM FS CA al COM oe Carer Figure 19 40 Edit Address List Dialog 3 To remove individual E Mail addresses from the distribution list hold down the Ctrl key and tap the E Mail addresses you wish to delete To select several E Mail addresses in a row tap the first entry hold down the Shift key and tap the last entry to highlight the block of E Mail addresses All the selected E Mail addresses are highlighted 4 Tap the Delete Selected button to remove these guest E Mail addresses from the distribution list 5 To add individual E Mail addresses tap the Add Single button enter the E Mail address on the Add Single E Mail Address Dialog and tap OK 6 To delete all the E Mail addresses in the distribution list t
155. ed etc that can be recognized at a quick glance Suggested Seating Order The Partially Arrived and All Arrived statuses help you recognize and track the order of arrivals When you change the status of a party to Partially Arrived or All Arrived the system notes and displays the party s arrival time on the Floor View and displays a suggested seating order number 1 2 3 etc in the PR Pri ority Column to indicate who should be seated first Time Pr Name N Thl A A 5 30 Blake Sam 2 Figure 4 3 Suggested Seating Order on the Floor View Reservations Tab Changing the status of the party to any status other than Partially Arrived or All Arrived removes the party from the seating priority calculation and re orders the remaining Partially Arrived or All Arrived parties You can configure how the system establishes the suggested seating order in the Admin View Floor Man agement Settings area For more information refer to Floor Management Settings on page 147 Once you have configured your options the system establishes the suggested seating order according to the following criteria Status A Arrived parties are prioritized before Partially Arrived parties Parties with any other statuses are not considered and the PR Priority Column is blank e Arrival time Parties with the same status A Arrived or Partially Arrived are prioritized based on which party was marked A Arrived first Chapter 5 In H
156. ed time slot 20 Guests View Search edit guests 8 Cover Count Show covers for day shift 21 Reserve View Display Reserve View 9 Add Insert a reservation slot 22 Now Display shift for current date time 10 Change Change highlighted entry 23 Notes Display restaurant amp shift notes 11 Now Display shift for current date time 24 Admin Configure system settings schedules 12 Status Change reservation status 25 Reports Access system reports 13 Connection Status Show Web connection status 26 About OT Display version information Chapter 2 Sheet View and Book View 7 New Features in the Top Navigation Bar The Joo Navigation Bar contains three new features 1 2 Restaurant shift p Today 5 Total Count 61 How Connection el 12 45 PM ete O ham Seas Options and i Add Change Status 3 Figure 2 2 New Top Navigation Bar 1 Now Brings you to the current shift and 3 Options List of options for making changes to sched time ules and reservation sheets 2 Connection View online connection status with Status the OpenTable website Connection Status button Tap the Connection Status button to view the Status Panel Dialog See a detailed description of your OpenTable connection status 1 If you are offline follow the troubleshooting suggestions and tap Connect Now and then tap Close 2 The system will attempt to restore your web connection 3 If you still experience connectivity problems contact OpenTable See the back of the U
157. eet Hame Dinner Sun Wed 1 Scheduling Wizard 2 Close This Day 3 Close This Shift 4 Edit This Reservation Sheet OK Figure 2 4 Options Dialog 1 Scheduling See a list of different Wizard 3 Close This Shift Launch Wizard to close the shift you Wizard options are viewing 2 Close This Launch Wizard to close the day 4 Edit This Reservation Edit the current sheet you are viewing Day you are viewing Sheet The day or shift you are trying to close must not contain any reservations Chapter 2 Sheet View and Book View 9 Scheduling Wizard Main Menu When you tap the Options Scheduling Wizard buttons you will see the Scheduling Wizard Main Menu There are several tasks that you can select such as opening or changing a shift The Scheduling Wizard provides step by step instructions to help you complete the task Scheduling Wizard X Scheduling Wizard The Scheduling Wizard helps you open change and close shifts in your reservation book Select the type of scheduling change you want to make Tap lt Next gt to continue Open or change a shift Open or change ONE shift on a SINGLE day C Open or change multiple shifts Open or change MULTIPLE shifts on a SINGLE day C Schedule a date range Change shifts across several days Close a shift Close ONE shift on a SINGLE day Close a day Close ALL shifts on a SINGLE day Close a date range Close ALL shifts across several days C Edit default or
158. efault Schedule Changing Alternate Schedules on the Alternate Schedules View To change an A ternate Schedule on the Alternate Schedule View 1 Load the A ternate Schedule View 2 Tap the Alternate Schedule you want to edit and tap Change The system launches the Open or Change Multiple Shifts Wizard oads the current A ternate Schedule information for that date and moves immediately to Step 2 of the wizard 3 Follow the on screen instructions in the Scheduling Wizard For more information refer to Open or Change Multiple Shifts Wizard on page 126 A Deleting Alternate Schedules on the Alternate Schedule View The Breakfast Brunch Lunch and Dinner shifts cannot overlap with each other but the In House Only 1 and 2 shifts are allowed to overlap with all shifts Slots on the In House only 1 and 2 shifts are not available for booking on the Web To delete an A ternate Schedule on the Alternate Schedule View 1 Load the A ternate Schedule View 2 Tap the Alternate Schedule you want to delete You can also Shift Tap to select a block of dates or Ctrl Tap to multi select specific dates 3 Tap Delete The system displays a confirmation dialog 4 Tap Yes or Yes to All to delete the selected A ternate Schedules The schedule for those dates will revert back to the underlying Default Schedule The Alternate Schedule icon is removed and the Default Schedule icon appears indicating that the date has a Default Schedule Y
159. eld This message will appear in your reservation confirmation and reminder E Mails maximum of 1500 characters This is typically information about a dress code cancellation policy etc Custom E Mail Text max 1500 characters Thank you for choosing OT Bistro We look forward to your visit Figure 17 6 Custom E Mail Text 8 In the Marketing E Mail Image Directory section enter the path of your graphics file repository for example http www myrestaurant com images This directory is the default storage location for all the images that you use for Marketing E Mails when inserting image links The value you enter here will be entered in the nsert Image Link Dialog by default Marketing E Mail Image Directory http wee mrestaurant com images Reservation E Mail Restaurant Logo Clear Logo Import Loga Preview Figure 17 7 Configuring Image Directory and Import Logo 9 If you want to insert your restaurant logo at the top of all phone reservation confirmation reminder and cancellation E Mails you can import your logo by tapping the Import Logo button and selecting the logo graphics file from your computer The system will display a thumbnail of the logo Tap the Preview button to get a preview of your confirmation E Mail with your imported logo To remove the Chapter 17 Other Options 175 restaurant logo from the OpenTable system tap the Clear Logo button and tap Save This only removes the lo
160. els To import a background picture 1 Load the floor layout that you want to edit For more information refer to Editing a Floor Layout on page 100 2 Tap More at the top of the page The More Dialog is displayed 3 Tap Assign background picture The Assign Background Dialog is displayed with all available back ground pictures that were previously imported into the system Assign Background Default Background Assign Delete Import More Backgrounds Cancel ZA Figure 13 14 Assign Background Dialog 110 OpenTable Software v7 0 User Manual 4 Tap Import More Backgrounds The mport Background Dialog is displayed 5 Navigate to the location of your background picture and select it You can only import background pic tures that are in bitmap format Import Background File name Folders DK ch opentablesclent_ 7 _0 a Cancel fo c s E gt Program Files gt OpenT able E gt Client 7 0 fa 409 fa 411 List files of type BMP k Network Figure 13 15 Import Background Dialog 6 Tap OK The background picture is imported into the system and a thumbnail of the picture appears in the Assign Background Dialog Tap on the picture to select it and tap Assign The background picture appears on the floor layout Tap Done to close the More Dialog Tap Save to save all your changes You can create background pictures using another graphics software package like Adobe Photo
161. ember ID only 3 The system will display all matching guest entries Select up to three guest s that you want to merge by tapping on the Select checkmark column to the left of the desired guest s A checkmark appears next to your selected entries You can un select a guest by tapping the Select column again You must select at least two and no more than three guests to enable the Merge Guests button To merge more than three guests perform the merge multiple times 4 Tap the Merge Guest button at the bottom of the dialog 5 If prompted enter a password that has access to this area to continue The system displays the names phone numbers company name of your selected entries in the Merge Guest Dialog Chapter 8 Guests View 71 6 The system selects the first entry as the Master entry by default Select the Master entry by tapping the Select checkmark column to the left of the desired guest and tap OK Merge Guests The Master guest will be saved Information from the remaining records will be added to the master Confirm Master re as ee ee Anderson Rob 510 843 2019 Sony corp Figure 8 4 Selecting the Master Guest When Merging Guests 7 The confirm dialog is displayed Tap Yes to merge the guests 7472 Confirm 2 Merge guests now Yeg Mo Figure 8 5 Confirmation Dialog When Merging Guests 8 The system merges all guest information into the master entry and displays an nformation Dial
162. equests for a certain type of table like a window or a request for a specific dining room To assign dining preferences to a party 1 Create a new entry or edit an existing entry for the party On the Add Waitlist Party Dialog or Edit Waitlist Party Dialog look at the right side of the dialog Chapter 5 In House Waitlist View 47 2 If you have Preferences configured up to four Preference buttons will be displayed and labeled with its abbreviation and description Tap the desired Preference button to assign it to the party The but ton will be depressed and the associated reservation code will appear in the Res Codes field Add Waitlist Party Last Hame First Hame Arrived Pager ID Rolands Kathy 12 13 PM 143 Area Mobile Phone Table Status 408 657 9043 All Arrived Partially Arrived Party Size Preferences lo 2 lo a BE Boo Booth Requested Wait Time Gui Quiet Table 10 4 20 30 44 Smo Smoking 1 00 4 15 4 30 2 00 245 fo hr v 20 min Pat Patio Figure 5 6 Setting Preferences in the Add Edit Waitlist Party Dialog 3 If you tap one of the depressed Preference buttons again the preference will be unselected and the Reservation Code will disappear from the Res Codes field 4 Tap the OK button to save your changes The n House Waitlist View is displayed The party you edited is selected and a checkmark appears in the appropriate Preference column for all selected pref
163. er Landstrasse 17 19 60325 Frankfurt Germany 249 250 OpenTable Software v7 0 User Manual Spain Customer Support Support Hours E Mail Sales E Mail I nternet Fax Spain Mail and Shipments 900 801 611 24 hours 7 days a week maximum 30 minute call back response support_spain opentable com ventas opentable com www opentable es 91 454 7023 OpenTable Espana Carrera de San Jer nimo 15 Madrid 28014 Espana Customer Support in Asia Japan Customer Support Support Hours E Mail I nternet Japan Mail and Shipments Hong Kong and Singapore Customer Support Support Hours Sales E Mail I nternet Fax U S Mail and Shipments 81 50 5533 5505 Monday Sunday 11 00 AM to 6 00 PM Japan Standard Time Use the OpenTable system to send an E Mail Tap Admin Contact OpenTable www opentable jp OpenTable K K TTS Minami Aoyama Bldg 6F 6 12 1 Minami Aoyama Minato ku Tokyo 107 0062 Japan 1 415 344 4204 Everyday 6 00 AM to 8 00 PM Pacific Standard Time Sales opentable com www opentable com 1 415 267 0944 OpenTable Inc 799 Market Street 4th Floor San Francisco CA 94103 Uses customer support information in the United States
164. ervation sheet you want to copy Tap Copy The Copy Sheet Dialog is displayed ae oe Copy Sheet Sheet Hame Save Cancel Figure 12 4 Copy Sheet Dialog 6 Enter a new name for the new sheet sheet names must be unique and tap Save Deleting a Reservation Sheet To delete a reservation sheet 1 Tap Admin on the Side Navigation Bar Then tap Sheets Floor Layouts Schedules 2 If prompted enter a password that has access to this area to continue 3 Tap Yes to backup your reservation book Then tap the Sheets Tab 4 Select the reservation sheet you want to delete 5 Tap Delete and tap Yes to confirm The reservation sheet is deleted and removed from the list 7296 Confirm 2 Delete Lunch 3 Yes No Figure 12 5 Delete Sheet Confirmation Dialog The system will not allow you to delete a reservation sheet that is scheduled for a shift that has pending future reservations Editing a Reservation Sheet Details When editing a reservation sheet you can change several specific attributes of the sheet e Change basic sheet settings e Set turn times e Assign floor layouts e Add change delete reservation slots Chapter 12 Reservation Sheets 87 Changing Basic Sheet Settings The Properties Tab on the Add Edit Sheet Dialog allows you to change basic settings for a reservation Sheet including the sheet name shift type description open and close times To change the basic sheet set
165. es wr eme Cs eeren wr emen Gpe foree Delete Guest Merge Guests Select All Clear All Figure 8 3 Search for Guests By Company Name 3 If the desired guest s name appears in the list tap it once to highlight the guest 4 The highlighted guest s name will appear on a second tab at the top of the view Tap the Select Guest button or tap the second tab to see the guest s information 5 If no matches are returned or you wish to add a new guest with the same name tap the New Guest button You can search by a combination of guest last name first name and phone number You cannot Ay combine that with E Mail Address Company Name and Member ID 70 OpenTable Software v7 0 User Manual Deleting A Guest You may wish to delete guest records to remove old guests or guests created by mistake Guests can be deleted within the OpenTable system from the Search Guest List Dialog To delete a guest 1 Tap Guests View on the Side Navigation Bar 2 Type in the guest information either enter last name first name and or phone number or use the dropdown menu and enter the E Mail Address only Company Name only or Member ID only 3 The system will display all matching guest entries Select the guest s that you want to delete by tap ping the Select checkmark column to the left of the desired guest s A checkmark appears next to your selected entries You can un select a guest by tapping the Select column again Yo
166. eservation sheet and lowers the risk of over booking the restaurant Entering Walk Ins In An Existing Slot 1 From the Sheet View Book View or Floor View All Slots Tab select an empty time slot for today s shift and double tap the slot as you would when making a normal reservation 2 On the Guest dentification Dialog do not enter a name Instead tap the Walk In button Guest Identification Lunch on Tuesday August 7 2007 at 11 00 AM 2 nae company Hame ka Last Hame First Hame Phone at least 3 digits OR Seleri GUESt Hew Guest Hea Figure 6 12 Walk n Button on the Guest Identification Dialog Chapter 6 Floor View 59 3 The system will display the Add Walk In Party Dialog and prompt you for the party size guest name and reservation notes and codes Add Walk In Party x Choose the walk in party size 6 T 9 10 a Enter a single use name optional for this walk in quest Last Hame First Hame Search for Guest Res Hotes Res Codes pf Hote This party is an EXISTING slot in your book Figure 6 13 Add Walk In Party Dialog Existing Slot 4 To set the party size tap one of the numbered buttons or tap the dropdown list to select a larger party size 5 Tap OK If you were on Sheet View or Book View the system will automatically navigate to the F oor View and turn the mouse pointer into a hand icon Tap a table on the Floor View to seat the walk in 6 The walk
167. eservations with the Change Button Moving reservations can only be initiated from the Sheet View and Book View Use this method to move reservations within the current shift or to different days This type of move is the preferred method because it frees up the original reservation slot and places the reservation into an available slot To move reservations using the Change button 1 On Sheet View or Book View highlight the reservation you wish to move by tapping the reservation 2 Tap the Change button on the 7oo Navigation Barto display the Change Entry Dialog choices Restaurant Shift l Today oa Total Count 61 How Connection OT Bistr Lunch z 5 10 25 2007 i fi2 45 PM Seated A 1 22 PM Status Options lr e 5 i Add Change f Status Card Figure 2 15 Change Button on the Top Navigation Bar Chapter 2 Sheet View and Book View 19 3 In the Change Entry Dialog tap Move Entry Change Entry Guest Hame Lee Jaime Move Entry Cancel Entry Send E Mail Confirm View Change Log Figure 2 16 Move Entry Button on the Change Entry Dialog 4 The system will display the name and party size of the reservation you are moving at the bottom of the screen Sehect a mew shot and click POWE to complete the more or click INSERT to insert a new shot Click CAMCLL to cancel the operation if epnata PES Original Tima D Muye ssa se lesen paneer E p
168. ew tap the blocked slot to highlight it 2 Tap the Change button on the 7oo Navigation Barto display the Change Entry Dialog Restaurant Shift Today Total Count 5 How Connection OT Bistr Lunch ie 10 25 2007 12 45 pm 45 PM 12 45 PM ow gota Seated 35 1 22 PM erT Status T oo j Add f Change te Status Card Options Figure 2 32 Change Button on the Top Navigation Bar 3 Tap Unblock Slot If prompted enter a password that has access to this area to continue Configure Slot Change Entry Slot Figure 2 33 Unblock Slot Button on the Change Entry Dialog Changing the Sort Order on the Sheet Book and Floor Views The default sort order for the Sheet View Book View and Floor View is to sort the view by time status party size and table number You can change the sort order by tapping any of the column headings except for the Notes N column To change the sort order 1 Navigate to the Sheet View Book View or Floor View 2 Tap the column heading of the column you want to sort by the Name column for example The view re sorts in ascending order by that column The background of the column heading changes to a lighter shade of gray to indicate that the view is sorted by that column 3 Tap the same column heading again The view re sorts in descending order by that column 4 Tap the Time column to reset the sort order of the view to the default sort order Note that depending o
169. f four 3 Options Change report options 8 Find Search for a character or word 4 Close Close the selected report 9 Display Page Size Change the magnification of the re port display 5 Close All Close all open reports 10 Page Up Down Go the previous or next report page Working with Reports e You can view up to four different reports at once with each report displayed on a different tab To generate another report tap the Reports Tab and select the new report by tapping the appropri ate button e While viewing a report tap the Options button 3 to change the report options e Moving to another view in the OpenTable system will automatically close all open reports Printing and Exporting Reports Printing a Report While viewing a report tap the Print button 7 to print to an installed printer 212 OpenTable Software v7 0 User Manual Exporting a Report The export feature in any report lets you export the report data to different document formats Supported formats include Microsoft Excel Adobe Acrobat Rich Text format Text format and HTML format To export simply tap the Export button 6 Choose a format and file name to export the report Format Escel LS hi Acrobat Format PDF Rich Text Format ATF Text Format TT HTML Format Figure 19 34 Report Export Dialog Exporting to Microsoft Excel is not supported for Japan Installations To export your entire guest database use the guest export func
170. ff and web diners people booking reserva tions via the web are prevented from booking into these slots Blocking slots can be useful if you have overbooked other slots You can password protect the ability to unblock slots To block an empty slot 1 On the Sheet View Book View or Floor View tap an empty slot to highlight it 2 Tap the Change button on the 7op Navigation Barto display the Change Entry Dialog Restaurant on n Total Count 4 How Connection OT Bistr O aeann fr2 45 Pt 45 PM J il Seated a 1 22 PM WE Status Options Ef Add _ Change f Status cad Figure 2 30 Change Button on the Top Navigation Bar 3 Tap Block Slot The system blocks the slot The word Blocked appears in the name field to indicate that the slot is blocked and a 0 is displayed in the party size column Change Entry Slot pet Block Slot Configure Slot a Figure 2 31 Block Slot Button on the Change Entry Dialog 26 OpenTable Software v7 0 User Manual 4 You can enter the reason for the blocked slot by tapping the blocked slot and then tapping the Reser vation Notes Dialog at the bottom of the view Unblocking a Reservation Slot Users cannot book reservations into blocked slots If you wish to make a reservation into a blocked slot you must first unblock the slot and then immediately double tap the slot to begin the make reservation process To unblock a slot 1 On the Sheet View Book View or Floor Vi
171. g a new reservation and tapping Save on the Make A Reservation Dialog the system will display the Confirm Reservation Dialog Confirm Reservation Any changes to the E Mail Address or Marketing E Mail Options will be saved inthe quest record Reservation Reminder E Mail E Mail Address tiohnson yahoo com E Mail a reminder the morning of Send How Do Hot Send Marketing E Mails Figure 20 1 Confirm Reservation Dialog 2 If the guest has an E Mail address in the system the system will automatically populate the address field with the E Mail address If the guest does not have an E Mail address in the system you can enter one manually in the address field You have a few options on the Confirm Reservation Dialog e f this is a reservation for today the E Mail a Reminder the Morning of option will be grayed out If this is a reservation for a future date you can check the box E Mail a Reminder the Morning of option to let the system send a reminder E Mail on the morning of the reservation e Check the box Do Not Send Marketing E Mails option to opt out the guest from any marketing E Mail communication the guest will still receive any reservation related E Mails This setting will be saved as part of the guest s preferences 228 OpenTable Software v7 0 User Manual e Manually entering an E Mail address or changing the pre populated address on this dialog and tap ping the Send Now button will automatical
172. ge 100 Select one or more tables on the layout You can do this by Ctrl tapping or Shift tapping tables to select multiple tables You can also tap and drag a selection box around multiple tables on the layout All tables within the selection box are selected and a preview image of the last table selected is dis played in the Edit Pane on the left Tap Copy on the 7op Navigation Bar The selected tables are copied and positioned in the top left cor ner of the Floor Layout Pane Selected tables are surrounded by a dotted line rectangular box with squares at each of the four corners When selecting multiple tables the last table selected has the focus and the rectangular box and squares are green The Edit Pane on the left displays attributes and a preview image of the last selected table Tap and drag your tables to position them on the layout in the Floor Layout Pane You can use the arrow keys on your keyboard to move the tables five pixels at a time Or use the Ctrl arrow keys to make micro adjustments and move the tables one pixel at a time Tap Save to save your changes Deleting Tables from a Floor Layout To delete tables from a floor layout l 2 Load the floor layout that you want to edit For more information refer to Editing a Floor Layout on page 100 Select one or more tables on the layout You can do this by Ctrl tapping or Shift tapping tables to select multiple tables You can also tap and drag a selection
173. ges Rotating the Entire Floor Layout Occasionally you may need to rotate the entire floor layout usually due to a change in the location of the OpenTable system or the host stand You can do this using the More button at the top of the page in the Edit Floor Layout Dialog To rotate the entire floor layout 1 Load the floor layout that you want to edit for more information refer to Editing a Floor Layout on page 100 2 Tap More on the Joo Navigation Bar The More Dialog is displayed Chapter 13 Floor Layouts 109 3 Tap Rotate Floor Layout Counter clockwise to rotate the position of all tables ninety degrees counterclockwise All the tables are shifted accordingly You can also tap Rotate Floor Layout Clockwise to rotate the table positions in the other direction Repeat as necessary O Rotate floor layout clockwise Modify background picture e Assign background picture Figure 13 13 More Dialog 4 Tap Done The More Dialog is closed 5 Re position any tables if necessary 6 Tap Save to save all your changes Importing a Background Picture When creating or editing a floor layout you can import a background picture to appear behind the tables on the floor layout Background pictures typically show partitions walls and other objects on the floor for reference Background pictures must be saved as a bitmap BMP with the following dimensions width 465 pixels height 427 pix
174. go from the OpenTable system It does not delete the graphics file from your computer File name Folders Fai ch Vopentableychent_ _O ry cc Program Files OpenT able B Client 0 C 403 Read onl v Ga 411 ad j List files of type Graphics File gif Sc Figure 17 8 Import Confirmation E Mail Logo Dialog The graphics file containing the logo must be a GIF Graphics Interface Format and must be smaller than 128 pixels high two inches by 753 pixels wide about one screen width 10 In the Restaurant s E Mail Address section enter the restaurant s E Mail address This is the address that will receive any E Mail replies from guests and should be checked regularly Restaurant E Mail Address info mbistro O com From Display Hame OT Bistro Figure 17 9 Configuring Restaurant E Mail Address Settings 11 In the From Display Name field enter the From name which will be used on all Marketing reser vation reminder and confirmation E Mails that your guests receive from you 12 Tap Save to save your changes 176 OpenTable Software v7 0 User Manual Table Status Settings The Jable Status Settings section allows you to change reservation status colors and status code abbrevi ations These settings will be reflected in the Sheet View Book View Floor View In House View and Wait list View You can configure the color scheme of the status codes to suit y
175. gure 22 3 IBM 50 M51 Front View IBM S50 M51 Server Client Terminal Back View la n EL cian NUNTH o mum O F A 1 i miiy Figure 22 4 IBM S50 M51 Back View 1 Network Port 4 Power Outlet 7 Serial Port 2 Parallel Port 5 USB Ports 8 Video Port 3 Mouse Port 6 USB Ports 9 Keyboard Port 243 244 OpenTable Software v7 0 User Manual Posiflex J iva TP5700 5800 Server Client Terminal Front View Figure 22 5 Posiflex Jiva TP5700 5800 Front View Touchscreen Posiflex J iva TP5700 5800 Server Client Terminal Bottom View 1 2 3 f j 6 7 8 9 Figure 22 6 Posiflex Jiva TP5700 5800 Bottom View 1 Mouse Port 4 Serial Ports 7 Mouse Port 2 Network Port 5 Serial Port 8 USB Ports 3 Parallel Port 6 Power Outlet 9 Video Port Chapter 22 OpenTable Equipment 245 Posiflex J iva TP5700 5800 Server Client Terminal Left Side Figure 22 7 Posiflex Jiva TP5700 5800 Power Button on Left Side Posiflex J iva TP5700 5800 Server Client Terminal Right Side Figure 22 8 Posiflex Jiva TP5700 5800 Screen Tilt Adjustment Switch on Right Side 246 OpenTable Software v7 0 User Manual Netgear FS605 Switch Front View a Figure 22 9 Netgear FS605 Switch Power Indicator on Front View Netgear RP614 Router Front View Figure 22 10 Netgear RP614 Router Power Indicator on Front View Netgear RP614 Router Back View Figure 22 11 Netgear RP614
176. hat you want to edit For more information refer to Editing a Reservation Sheet on page 85 2 On the Edit Sheet Tab select the slot you want to change and tap the Change button The Edit Slot Dialog is displayed Edit Sheet FA dla lc E n stone sove anaeae m Bi Use the controls beneath the Sheet Details area on the left to add change delete and copy slots on this sheet Sheet Name Shift First Slot Last Slot Lunch 3 Lunch 11 00 AM 5 00 PM Sheet Details Sheet Summary Slot Size Standard 12 30 PM 2 ata cine sat com _S2 S Figure 12 17 Edit Sheet Tab on the Edit Sheet Dialog Chapter 12 Reservation Sheets 95 3 Set the slot s attributes slot type time party size minimum and maximum and table number Hours E epep ef ali Party Size Minimum Party Size Maximum HENDON Figure 12 18 Edit Slot Dialog One Slot Selected Epon Slot Time Size Min Max Slot Type Table 12 30 PM 2 4 Standard Slot Type Hours Before Expiration Standard v Never Expire v E 4 Tap the OK button to finish The slot is changed and a solid triangle red for Standard Slots blue for Manager Slots is displayed in the column next to it Repeat as necessary 5 Tap Save on the 7op Navigation Barto save your changes All symbols in the column are cleared Changing Multiple Slots on a Reservation Sheet To change more than one sl
177. he hotel that you want to delete or type in the first few letters of the hotel name in the Search Hotel List field 3 Tap the Delete button underneath the Hote List The system displays a confirmation dialog 7296 Confirm x 2 Delete Marriott SF e Figure 16 14 Delete Hotel Confirmation Dialog 4 Tap Yes to delete the hotel Adding a Concierge To add a concierge to a hotel 1 Tap Admin on the Side Navigation Bar Then tap the Hotels and Concierges button 2 In the Edit Hotels and Concierges Dialog tap the hotel where the concierge works The system dis plays a list of concierge entries in the Concierge List Tap the Add button underneath the Concierge List The system displays the Add Concierge Dialog Add Concierge First Hame Nev ie Last Hame Concierge Cancel Figure 16 15 Add Concierge Dialog 4 Enter the concierge s first and last name 5 Tap Save to save the concierge s information The concierge s name is added to the Concierge List Editing a Concierge To edit a concierge s information 1 Tap Admin on the Side Navigation Bar Then tap the Hotels and Concierges button 2 In the Edit Hotels and Concierges Dialog tap the hotel where the concierge works The system dis plays a list of concierge entries in the Concierge List 3 Tap the concierge s name 170 OpenTable Software v7 0 User Manual 4 Tap the Change button underneath the Concierge List The system dis
178. helle a C 7075769087 Work Figure 16 9 Guest Recognition Codes Displayed in Sheet View Guest Recognition Codes in Guest View Any Guest Codes that are selected as Guest Recognition Codes will also be displayed in the rightmost col umns on the Search Guest List Dialog and Guest dentification Dialog Search Guest List Jackson Betsy ie Company Hame ka Last Hame First Hame l Phone at least 3 digits Select Guest Hew Guest Clear y Phone Company Jackson Betsy 403 656 9004 School of Gifted Veg Figure 16 10 Guest Recognition Codes Displayed in the Search Guest Dialog Chapter 16 Lists 167 Hotels and Concierges In the Hotels and Concierges section you can add edit or delete hotels and concierges that provide guest referrals After adding a hotel you can add the concierges that work at the hotel Edit Hotels and Concierges Search Hotel List Search Concierge List sie O Argent Hotel STP TTT Beckett James 3 j l 5 Add Change Delete Add Change Delete Figure 16 11 Edit Hotels and Concierges Dialog 1 Search Hotel List Enter hotel name to start search 4 Search Concierge Enter concierge name to start search List within the selected hotel 2 Hotel List Displays a list of hotels in the 5 Concierge List Displays a list of concierges in the sys system tem 3 Hotel Editing Controls for adding changing 6 Concierge Editing Controls for adding changing and Controls and deleti
179. help you perform common scheduling tasks Scheduling wizards typically consist of 2 4 steps that guide you through the scheduling process There are seven different scheduling wizards that you can use e Open or change a shift open or change ONE shift on a SINGLE day e Open or change multiple shifts open or change MULTIPLE shifts on a SINGLE day e Schedule a date range change shifts across several days e Close a shift close ONE shift on a SINGLE day e Close a day close ALL shifts on a SINGLE day e Close a date range close ALL shifts across several days Edit Default or REGULAR Schedules change the Default or REGULAR Schedules Basic Wizard Controls Chapter 14 Schedules 123 All Scheduling Wizards have the same basic controls and layout Use the Back and Next buttons to move back and forth between different steps of the wizard The wizard will inform you if you did not enter any information that is required before allowing you to move on to the next step 1 Step 2 Calendar 3 Back Scheduling Wizard 2 Open a Shift Select Shift Select the shift you want to change Tap lt Next gt to continue Current Schedule for 12 12 2007 Breakfast 00 00 00 00 CLOSED i Select Shift Brunch 00 00 00 00 cLoseD v Lunch 11 00 AM 4 00 PM Brunch Lunch Lunch Dinner 5 00 PM 11 00 PM Dinner Dinner Sun Wed v In House Only 1 In House 1 00 00 00 00 In House Only 2 CLO
180. hen guest was seated time over under quoted time Preferences Notes Reservation Avg Seated vs Quoted average amount of time over under quoted time Avg Wait Time average amount of time quoted to waiting guests Historical waitlist information is maintained for eight days For example if today is Friday you can run the waitlist report for last Friday Any waitlist information older than eight days is purged from the system and will not appear in the In House waitlist report e You can cancel a waitlist party if a waiting guest decides to leave and you want to remove them from the waitlist Changing the status of a waiting party to Cancelled removes the party from the n House Waitlist View but you can still report on them if you select the Cancelled status e You can mark a waiting party with the No Show status if the party does not show up to be seated after repeated attempts to page or call them e Summary statistics and averages are calculated based on the contents of the report To see sum mary statistics for the whole shift select the specific date shift and all the statuses except for the No Show status Chapter 19 Reports View 207 Special Occasions Report Use the special occasions report to report on guest birthdays and anniversaries that you have captured in the Special Occasions fields in the Guests View To run a special occasions report 1 Tap Reports on the Side Navigation Bar Then tap the Sp
181. highlighted party on the floor switches view to the Floor View Add a new waitlist entry Guest s name and mobile phone num ber Count of of parties and people wait ing for a table 10 11 12 1 Last Name 2 First Name 3 Arrived 4 Pager ID 5 Mobile Phone 6 Party Size 7 Party Size Drop down 8 Wait Time 1 9 Wait Time 2 Add Waitlist Party First Hame Kathy Last Hame Rolands Area l Mobile Phone Table AlArrived Partiaty Arrived 13 Preferentes 408 657 9043 Party Size fone Wart Time Secs Arrived Chapter 5 In House Waitlist View 45 Features of the Add Edit Waitlist Party Dialog Status ne Ore Pon I Res Codes Booth Requested Res Hotes Anniversary lunch Figure 5 3 Add Edit Waitlist Party Dialog Guest s last name 10 Guest s first name 11 Time guest arrived and was 12 added to the waitlist Pager if restaurant uses pag 13 ers This field can be hidden Guest s mobile phone 14 of diners in the party 15 Select or enter a party size 16 greater than 6 Wait time quoted to the guest 17 Enter a custom wait time Adding a New Waitlist Party To add a new Waitlist Party 1 Tap the Waitlist button on the Side Navigation Barto see the n House Waitlist View You can also tap the Floor View button on the Side Navigation Bar and tap the Waitlist Tab on the far right to launch the Active Waitlist Guest Hotes Cancel Re
182. iac rissa e 249 Customer SUPDOrtIMT ASIA dessena aa aiai aiani 250 Chapter 1 Introduction 1 Chapter 1 Introduction What s New in v7 0 OpenTable nc continues to be the leading provider of Internet enabled customer relationship manage ment CRM marketing yield management and reservations solutions to the 538 billion global foodser vice industry With the release of v7 0 of the OpenTable software we continue to bring to market new functionality that will enhance the feature set and usability of the OpenTable electronic reservation book New Features The v7 0 release of the OpenTable Restaurant and Guest Management Software has several new features including the redesign of all administration and configuration tasks and the redesign of the 7oo Navigation Bar Many of the new features can be found in Admin View or on the Top Navigation Bar Some of the new features in v7 0 include e Redesigned Administration and Configuration Area All OpenTable system configuration has been completely redesigned and is now performed directly within the main OpenTable system there is no longer a separate Configuration Tool Simply tap Admin View to see the new configuration options Scheduling Wizard The new Scheduling Wizard has several short step by step wizards that walk users through basic scheduling tasks like opening and closing shifts and days changing default schedules etc Scheduling Changes from the Sheet and Book Views
183. iiesidvcicancccisennciideteaiananwiudwinewaddegsuddadsunadinssdeauvanuass 64 Adding a Future Waitlist ENUY 423 cucsnaeton citaavancabscsted edn duteaie cuutedabueunciianetsdataatoucedawysatieduntatuatielends 64 Changing the Sort Order on the Future Waltlist ccececcececseseeeeeeeeeeeueeeeeeeueeeeeaeaueeteeaeauteneeags 65 WS ING the FUGUE Waitlist icc itn uit iea tants TT Atak Seta a eaten arate wia ne nae ae cle eee eaten Ss 65 Transferring Future Waitlist Entries to Your Reservation BOOK ccccccececseseeeeeeeeeeeeeeteeseaeaneeneees 65 Chapter 8 Guests View vivir incisscscivutensateturscnteatidcncswseatnupeusesaeicaucuunsiasuaniusaees 67 GUES VIEW asi E haa ogee ee tunes a a a cca na hte eomreenae 67 Finding a Guest and Adding a New Guest ssssssssrsrsrsrrrrrrrsrersrsrrrrsrsrsrerrrrrnrrrerrrrnrrrererrrrrrne 68 pele iNO A OUEST aari EAA T E E E AT A utascthaatiationded needs 70 MERGING GUCSES aE E T A E A ehuen 70 GUES CAdATESS OS aiii EE EAA EA E E AETA 74 Chapter 9 Reserve View sinisicaesasintauacandiutccisunwandnteanindacniwagaccsssawananensannnaveaees 75 Features of the Reserve VIEW ssssssssrsssrsnrsrnrsrsrrrrrrtrororrrrt rtrt rtrt terr rr rP rP EPES EAPEPEEEPEPEEEEEEPEEE EEEE Eni 75 Chapter 10 Restaurant Notes cccccsssssssnesesssneneseneseseenenenesessesenenesesesseaees 78 Features Or Ne NOLES VIEW imiia nucena a na einen a a a A 78 Chapter 11 Admin View OvervieW scscsssssesesesseneseessnese
184. il than the Sheet View about each reservation but provides a more global view of your entire shift by showing you more reservations on one screen 1 2 3 4 5 6 i gt Total Count s0 How Connection 6 00 PM Seated Count 0 10 32 AM Status al ew eon Ala Trao froma soale premana DP 70 mente son mar Slot 4 Valenzuela 4 ee Taylor Rayi 4 7 45 Blocked 4 ia Bishops Ais D aes se Tanner Da2 iA 44 a 4 as TBEIBE uw ERE EE 6 00 Harper Hen 2 Lee Ginny 2 2 6 00 Mar Slot 4 Bloor Joan 4 a g o ae q amp wa cn on Tanner Da pA 20 Roberts mi 00 Erickson Tea p oo Mar Set feo fal Delaney ua eof jaj ee qas Ja B OC Jay a C O Res Codes Guest Hotes Guest Codes aaa e ea a SEE JE S o cn A r 7 Booth Requested 9 8 10 Figure 2 10 Book View 1 Displays symbols that signify an inserted 6 Notes N Red flag indicates a reservation note Yel slot changed slot or Expired Manager Slot low flag indicates a guest note Guest Recognition Codes also appear in this col umn 2 Time Time of the reservation or slot 7 Reservation Preferences special requests and com Notes ments for this reservation only 3 Name Guest name last first Also shows Walk 8 Reservation Reservation Codes for this reservation In Blocked Slot Manager Slot or Expiring Codes only Manager Slot 4 Size Actual of people for a booked reserva 9 Gue
185. ime 3 Tap the Save button at the bottom of the dialog 4 The system saves the new slot and refreshes the view The new slot continues to be highlighted and a solid red plus sign is displayed in the column to the left of the inserted slot to indicate that the Slot was added to this shift After inserting and saving an empty slot you can continue to make changes to the slot so long as it remains empty Regardless of the number of subsequent changes the system still considers it to be an inserted slot and will display the solid red plus sign in the column 12 00PM 4 Tanner Dan 4 650 555 0014 Home 05124 12 00 Pm 4 White Mark 4 C 650 555 0020 Home 05 24 12 00PM 4 LEE BRYAN 4 C 650 555 1211x2345 Horii 05 24 Figure 3 8 Sheet View with Inserted Slot The new slot Is inserted only for the selected shift on the selected day If you look at the same shift on a future day look for the solid red plus sign the slot you just added does not appear Chapter 3 Configuring Slots for One Shift 31 Inserting Multiple Empty Standard Slots To insert several empty Standard S ots with the same or similar characteristics 1 Navigate to the desired date and shift on the Sheet View Book View or Floor View All Slots Tab and tap the Add button on the Top Navigation Bar If prompted enter a password that has access to this area to continue Restau
186. ime may be password protected Saves the reservation Discards any changes to the reservation Takes you back to the guest search list and does not save Displays amount of time left for the reservation slot lock Guest s name Guest s title Guest s phone multiple types Guest s company Guest s E Mail address Preferences requests com ments for this reservation only 13 14 15 16 17 18 19 20 2l 22 23 24 Res Codes Concierges Edit Party Size Guest History Table User Guest Notes Guest Codes Credit Card Address History History p 23 24 Reservation Codes for this reservation Select the hotel and or concierge that referred the guest Enables user to change the spelling of the guest s name of diners in the party changes may be password protected of reservations cancellations no shows and walk ins total amp average guest spend Pre assigned or actual table User that took the reservation Guest preferences and comments Guest Codes for this guest Credit card for reservation if required Displays the guest s address Displays the guest s dining history Chapter 2 Sheet View and Book View 17 Hotels and Concierge Referrals You can track reservation referrals from concierges and hotels when making reservations To add a concierge to a guest reservation 1 Tap the Concierges button at the bottom of the Make A Reservation Dialog The sys
187. in party is seated at the selected table and Walk In appears as the name in the slot you selected If you entered the guest s name the name is displayed in parentheses after Walk In For example Walk In Smith John Time Max Tbl Figure 6 14 Walk In Entry with a Single Use Guest Name on the Sheet View Entering Walk Ins In An Inserted Slot Using the Walk In button at the bottom right of the Floor View will seat walk in parties in new inserted reservation slots To enter a walk in using the Walk In button 1 On the Floor View tap Walk In Res Codes Guest Hotes Guest Codes Party Size Table Seated at E T D Server Figure 6 15 Seating a Walk In on the Floor View 60 OpenTable Software v7 0 User Manual 2 Choose the size of the walk in party in the Add Walk In Party Dialog and tap OK Add Walk In Party Gieiaietes 2 Enter a single use name optional for this walk in guest Last Hame First Hame Search for Guest Res Hotes pf Hote This party is an INSERTED slot in your book Figure 6 16 Add Walk In Party Dialog Inserted Slot 3 After tapping OK you are brought back to the Floor View Tap a table to seat the party Walk In will appear as the name in a newly created slot in the book If you entered the guest s name the name is displayed in parentheses after Walk In For example Walk In Smith John Caution Inserting a slot can overbook your restaurant The note at the b
188. ing a Day on the Calendar View l Tap Admin on the Side Navigation Bar Then tap Sheets Floor Layouts Schedules 2 If prompted enter a password that has access to this area to continue 3 4 Use the Change Month and Change Year controls to navigate to the day you want to work with and Tap Yes to backup your reservation book Then tap the Schedules Tab to display the Calendar View tap that date to select it The Reservation Sheet Assignments Panel above the calendar changes to reflect the sheet assignments for the six shifts on that day e Closed shifts have the Closed option selected in the dropdown list e Open shifts display the name of the assigned reservation sheet in the dropdown list Tap Close Day on the 7op Navigation Bar All shifts in the Reservation Sheet Assignments Panel change to Closed Tap Closed Day Note on the 70op Navigation Bar if you want to enter a short note on why the day is closed Tap Save on the 7op Navigation Barto save your changes The following things are displayed on the date in the calendar e The Alternate Schedule icon appears indicating that the date has a schedule that is different from the Default Schedule e The Closed icon appears indicating that the entire day is closed e The Closed Day Note appears If you did not enter a note then CLOSED appears T You cannot close current or future shifts that have pending reservations For more informa tion refer to Cl
189. into the E Mail body Tap the Save icon on the editing toolbar to save your HTML E Mail to an HTML file Select the directory location and file name for your HTML file on the Save HTML Document Dialog and tap Save You can load the saved file later by tapping the Import HTML button To send any attachments in your E Mail tap the Attachments icon in the Edit Marketing E Mail Dialog to display the Edit Attachment List Dialog Tap the Add button to view the Attach File Dialog Browse for your file and tap the Open button to select it Tap the OK button to attach the file to your E Mail You can attach up to three documents to a Marketing E Mail 4 Sending Your E Mail Finally once your E Mail address list subject line and message are complete tap the Preview button on the editing toolbar to preview your E Mail Send a test E Mail to your own E Mail address by tapping the Send Test E Mail button note you cannot send the E Mail without first sending a test E Mail and entering your E Mail address You can send test E Mails to multiple addresses Enter the E Mail addresses and separate them with commas Sending a test E Mail to your own account Is a good practice and allows you to review what your E Mail looks like before sending it to a larger guest distribution list Sending a test E Mail enables the Send button If you are satisfied with your E Mail tap the Send button to send your E Mail to the distribution list Reporting How do
190. into the newly inserted slot in the reservation book The system highlights the reservation you just made and the new slot has a solid red plus sign dis played in the column to the left of the inserted slot to indicate that the slot was added to this shift Chapter 3 Configuring Slots for One Shift 33 Deleting Empty I nserted Slots Users can delete any empty inserted slots that are not needed for a shift Inserted slots are identified by a solid red plus sign in the column to the left of the slot To delete an empty inserted slot l 2 Navigate to the desired date and shift on the Sheet View Book View or Floor View All Slots Tab Tap the empty slot that you want to delete The slot is highlighted The slot must be an empty inserted slot has a solid red plus sign in the column Tap the Change button on the Top Navigation Barto display the Change Entry Dialog Restaurant i Today 3 3 ee Total Count 61 Connection OT Bistr 10 25 2007 12 45 PM Seated 35 i Options Figure 3 13 Change Button on the Top Navigation Bar Tap the Configure Slot button on the Change Entry Dialog f prompted enter a password that has access to this area to continue In the Configure Slot Dialog tap the Delete Slot button at the bottom The system displays a confir mation dialog Tap Yes If prompted enter a password that has access to this area to continue You can on
191. ion Hotes Generate Report Cancel Figure 19 27 In House Waitlist Output Options Tab 9 Tap the Output Options Tab to change the report sort order and the display of fields The default sort order is to sort by Arriva Time and then by Guest Last Name 10 To select fields for display tap the field name that you want to display on the report the button will look like it has been pressed in The following information can be displayed or hidden e Summary Statistics e Mobile Phone e Reservation Notes e Pager ID e Preferences 206 OpenTable Software v7 0 User Manual 11 Tap Generate Report to generate the n House Waitlist Report The n House Waitlist Report has three parts report header report detail and report footer summary Statistics The report header contains the following information e Shift e Report Date Range The report detail contains the following information e Guest s Last Name e Arrival Time that guest arrived Quoted Time that guest was quoted Status Wait Wait time in minutes e Guest s First Name e Party Size e Pager Pager ID The report footer summary contains the following information e No Shows of No Show e Net Entries Waitlist Parties parties net of no shows and cancel lations e Cancellations of Can e Net Covers Waitlist Covers net of no shows and cancel lations celled parties A Notes on the I n House Waitlist Report Sorted By Seated W
192. ist Figure 5 1 In House Waitlist Button on the Side Navigation Bar Each row in the n House Waitlist View represents a waiting party and displays the following information about the selected party e Arrival Time e Guest Recognition Codes e Dining Preferences e Quoted Time e Pre Assigned Table e Reservation Notes e Guest Name e Party Status e Party Size e Pager ID The Pager D and Dining Preferences are optional display fields and can be configured by tapping the Admin View Floor Management Settings button You can select up to four reservation codes as your dining preferences When you tap one of the waiting parties the bottom panel of the view displays more detailed information about the selected party including e Reservation Notes and Codes e Time stamps of several party status changes e Guest Notes and Codes if the guest was e The guest s mobile phone selected from the guest database This bottom panel is hidden when the waitlist has no waiting parties The lower right portion of the bottom panel displays the waiting party count and waiting cover count along with several controls that allow you to generate a waitlist report no show or seat the selected party or add a new waitlist party 44 OpenTable Software v7 0 User Manual Features of the In House Waitlist View 10 1 2 3 4 5 6 7 8 9 10 11 Restau Shift RTA rii Total Count A How Connection OT Bist Lunch FEAR i Seated 2 05 PM Status Sheet
193. l History ive Cancel Figure 8 7 View Guest Record When there is conflicting guest information in the Special Occasions section for example two anniversa ries the system adds the information to the Master record in the Guest Notes section If any of the Non Master guest entries have pending reservations or are on any waitlist the Sys tem will display an error message and not merge the guests This safeguard is designed to pre vent any contusion over lost reservations and waitlist entries Chapter 8 Guests View 73 10 8 Error 3 The merge cannot be completed Anderson Rob has 1 or more pending reservations Figure 8 8 Warning Message for Failed Guest Merges How the System Handles Data Conflicts for a Merge e The following special case applies only when merging three guests This case does NOT apply to the Guest Notes field If the master entry does not have information for the address E Mail Address Company Name or phone number i e home phone but the two non master entries have information for that field the system will display a dialog and ask you to select which informa tion to retain in the merged entry Select the information you wish to keep and tap Continue Merge Guests There was a conflict in the quest information to be merged Continue Cancel Please select the guest information you wish to keep E Mail Address randerson ssny com _ randerson sony com Phone Work 415 752
194. l message Tap the Send Now button at the bot tom You can expect an E Mail response within 24 hours What is the password for the OpenTable user login When turning on your OpenTable terminal and logging in to the computer users will usually log in as opentable without the quotes If you do not know the password for the OpenTable user please contact Customer Support Support phone numbers vary by country and are listed on the back page of the user manual How do I restart the OpenTable system if necessary Double tap the OpenTable icon on the desktop Alternatively tap the Start button in the lower left cor ner of the screen If the Start button is not visible press the Ctrl and Esc keys on the keyboard simulta neously to display the Windows Start Menu Tap the OpenTable icon on the Start Menu to launch the system What should I do if my connection status displays Offline and a red light When you are offline you are not connected to the OpenTable website and web diners cannot make res ervations to your restaurant Tap the Offline button to see a detailed description of your OpenTable con nection status in the Status Pane Dialog Tap Connect Now The system will attempt to restore your web connection If you continue to experience problems follow the suggested troubleshooting steps If you are unable to resolve the problem please contact Customer Support Support phone numbers vary by country and are listed on the b
195. lar 9 12 2007 11 42 AM 14 8 9 Description 10 15 Floor Layouts This Sheet is Assigned to Turn Times for this Sheet Assigned to this Sheet the following Days Dates a Dinner Sun Wed Show i uplicate fable Hombers 16 17 18 19 Figure 12 2 Add Sheet Dialog Properties Tab Properties Change basic sheet properties and 11 of Slots Number of reservation slots on this sheet settings Edit Sheet Add change delete reservation slots 12 of Covers Number of covers available on this sheet Tab and slot attributes Top Naviga Contains frequently used functions 13 Date Created Date and time this sheet was created tion Bar when editing reservation sheets Instructions Provides instructions on what to do 14 Date Modified Date and time this sheet was last changed Sheet Name Name of this reservation sheet 15 Description Short description of the sheet Shift Shift that the sheet is designed for 16 Turn Times Turn time settings by party size for this sheet Breakfast Brunch Lunch Dinner tap the clock icon to change In House 1 amp 2 Active Status is active if the sheet is as 17 Floor Layout Assign floor layouts to this sheet tap the Signed to a future day date or date Assignments icon to change range Type Type of sheet regular buyout holi 18 Show Duplicate Identifies any duplicate table numbers across day special event Table Numbers all of the assigned floor layouts First Slot Open time time of the first slot 19 Sheet List of fut
196. lid Blue Triangle Manager Slot was changed in some way time party size table slot A was blocked Empty Blue Triangle Expiring Manager Slot or Manager Slot has expired and has changed into a Standard Slot The slot may have been expired automatically by the A system or manually by a user Table 3 2 Slot Indicators Chapter 4 Party Status 41 Chapter 4 Party Status Status Choices You can use the Status button on the Joop Navigation Barto change the status of a highlighted reservation on the Sheet View Book View and Floor View or the highlighted waitlist party on the n House Waitlist View and Floor View Active Waitlist tab There are four status categories e Cancel No Show used to cancel or no show parties These parties are NOT expected to come in e Expected used to manage parties that are expected to come in but are not yet in the restaurant e n House used when parties are in the restaurant and waiting to be seated e Seated used to manage parties when they are seated at a table The Done status is a special Seated status that indicates that parties are done with their meal have left the table and the table is set and ready for the next party Change Party Status Ea Hame of Covers Delaney Jules 2 ew Cancel Ho Show Expected In House Seated cca Not Confirmed Partially Arrived ny saes oson Confirmed All Arrived Seated Figure 4 1 Change Party Status Dialog Using OpenTable S
197. lots are identical to the steps for configuring empty Standard Slots However there are some additional settings that you can configure for Manager Slots e The Configure Slot Dialog allows users to change the number of hours before the Manager Slot automatically expires and becomes a Standard S ot 38 OpenTable Software v7 0 User Manual e The Configure Slot Dialog allows users to expire the Manager Slot immediately and change it into a Standard Slot e If any changes are made to a Manager Slot a solid blue triangle is displayed in the column to the left of the slot to indicate that the slot was changed e Ifa Manager Slot is expired and turns into a Standard Slot an empty blue triangle is displayed in the column next to the slot to indicate that the slot has expired Configure Slot Slot Slot Date Slot Time Size Min Max Slot Type 1 12 12 2007 6 00 PM 3 4 Manager Expiration Hours Before Expiration Expiration Date Time 2 1 12 12 2007 5 00 PM 6 Time Hours Minutes eepe Poe mor e SIZE Table Panty Size Minimum Table 4 Aes eee ill l EE ceed a Block Hock Slot Hote 5 Unblock Block Expire How Cancel 9 10 il Figure 3 21 Configure Slot Dialog for Manager Slots 1 Slot Settings Date time party size and slot 7 Table Preassigned table number type settings for this slot 2 Hours Before Ex Set the time for the Manager 8 Block Slot Note Enter a note if you are blocking this pir
198. lumn and displays the guest informa tion Tap column next to guest name to select the guest checkmark appears Codes configured and assigned to the guest Chapter 8 Guests View 69 Searching for Guests To begin searching for guests 1 Tap Guests View on the Side Navigation Bar 2 Decide how you want to search for the guest You can search by guest name and or phone number or use the dropdown menu and select E Mail Address Company Name or Member ID e To search by guest name and or phone number enter a combination of last name first name and or phone number enter a minimum 3 digits or e Search by E Mail Address only enter a minimum 2 characters searches for any occurrence of the entered string For example type in Yahoo to find all Yahoo E Mail Addresses or e Search by Company Name only enter a minimum 2 characters searches for any occurrence of the entered string For example type in Apple to find all guest working at Apple or e Search by Member ID only enter a minimum of 4 characters Note that when you use the dropdown menu to search by E Mail Address Company Name or Mem ber ID the last name first name and phone number fields are disabled Last Name First Hame Phone at least 3 digits Company mame OR gift wv Hame Phone Company Bloor Joanna 212 666 5809 School for the Gifte emeen onssas femmor ewes ossoa sear oes eow OOOO e sentra ones wr ees oossoo sear on
199. ly delete inserted empty Standard Slots which are identified by a solid red plus sign in the column Configuring Empty Standard Slots The OpenTable system allows users to configure the settings for any empty slot You can password pro tect this capability to maintain control of your book There are visual indicators on the views that enable users to easily determine what slots have been changed 34 OpenTable Software v7 0 User Manual The Configure Slot Dialog for Standard Slots Users can use the Configure Slot Dialog to configure the time party size and table number settings for the Slot Configure Slot Slot Slot Date Slot Time Size Min Max Slot Type 1 102212007 5 00 PM 4 21 standard Time Hours Minutes e e e wn mfr S A S ZE Table Party Size Minimum Table g E i See es Block Block slot Hote 4 Unblock 6 Block ee m Figure 3 14 Configure Slot Dialog for Standard Slots 1 Slot Settings Date time party size and slot 5 Table Preassigned table number type settings for this slot 2 Slot Time Controls for setting the slot time 6 Block Slot Note Enter a note if you are blocking this slot 3 Party Size Set Controls for setting the slot par 7 Save Save the settings changes for this slot tings ty size minimum and maximum 4 Unblock Block Unblocks or blocks this slot 8 Cancel Cancel and return to the previous view Configuring an Empty Standard Slot To configure an empty Stan
200. ly save the entered E Mail address into the guest record 3 Tap the Send Now button to send the reservation confirmation E Mail Notes on reservation E Mails e You can customize the text in the E Mail in the Custom E Mail Text field Tap Admin on the Side Navigation Bar and tap the E Mail Settings button e Reservation confirmation and reminder E Mails for reservations made online at www opent able com are sent by the OpenTable website and NOT by the OpenTable system at the restaurant e Selecting the No Marketing E Mail option on the Guest Information Dialog will set the No Marketing E Mail flag for this guest in the Guests View The guest will NOT receive any Marketing E Mails from the restaurant but will continue to receive reservation related E Mails e You can also resend reservation confirmation E Mails after a change resend reservation confirma tion E Mails manually or send cancellation E Mails Chapter 21 Frequently Asked Questions 229 Chapter 21 Frequently Asked Questions General What do I do when I have a problem or question For immediate assistance please call Customer Support Support phone numbers vary by country and are listed on the back page of the User Manual If your problem is non urgent you can send an E Mail from the OpenTable system to Customer Support Tap Admin on the Side Navigation Bar Tap the Contact OpenTable button and fill in the template s Subject line priority of message and enter your E Mai
201. menu to select the Chit Printer 5 In the of copies section enter the number of copies to print 6 Check the box next to Print using large font if you want to print using a 12 point font size The default font size is 10 points 7 Tap Save to save your changes 158 OpenTable Software v7 0 User Manual Printing Chits To print chits 1 Go to Sheet View Book View Floor View In House View or Active Waitlist View by tapping the appro priate button on the Side Navigation Bar 2 Tap a reservation or waitlist entry to highlight it 3 Tap the Card button on the 7op Navigation Bar The OpenTable system will print a chit for the high lighted waitlist entry or reservation Connection Status Total Count Seated 5 E How 1 22 PM E 5 change Figure 15 39 Printing Chits Using the Card Button on the Top Navigation Bar Guest Card Settings The Guest Card report is designed to print reservation and guest details in a small 2 x 3 area on letter size or A4 paper Because the print area is limited to 2 x 3 all of the selected information may not fit and some information may be truncated You can configure the system to print all Reservation and Guest notes and codes on the Guest Card report by checking the Expand to Show All Notes and Codes option The Expand to Show All Notes and Codes option Is only for printing guest cards The system will always print all notes
202. method when you want to make changes to all your Friday dinner shifts For more information refer to Managing Reservation Sheets Using the Sheets Tab on page 82 Types of Slots in the OpenTable System There are three types of slots in the OpenTable system Standard Slots Manager Slots and Expiring Manager Slots a special type of Manager Slot Expiring Man No before time Optional before ager expires Yes after time expires No wards afterwards Table 3 1 Types of Slots in the OpenTable System Standard Slots appear as blank rows in your electronic reservation book Any web diner or restaurant user can book reservations into Standard S ots A majority of your electronic reservation book should be made up of Standard Slots Figure 3 1 A Standard Slot on the Sheet View Manager Slots appear as rows with Mgr Slot in your electronic reservation book Restaurants often configure the OpenTable system to prompt for a password when a restaurant user attempts to make a reservation into a Manager Slot Manager Slots are NOT available for booking by web diners Restaurants 28 OpenTable Software v7 0 User Manual primarily use Manager S ots to save a small number of slots for last minute reservations for VIPs and spe cial guests Figure 3 2 A Manager Slot on the Sheet View Expiring Manager Slots appear as rows with Exp Mgr X where X represents the configured expi ration time Expiring Man
203. min View 8 Servers Maintain a list of servers host staff that can be assigned to tables on the Floor View 9 Reservation amp Maintain a list of reservation and guest 10 11 12 13 Guest Codes codes that can be assigned to reservations and guests Hotels amp Maintain a list of hotels and concierges Concierges that provide guest referrals Access Rights Display a list of features that can be pass word protected in the OpenTable system Add edit or delete users disable or change passwords User Account Administration Change Password Change system password 80 OpenTable Software v7 0 User Manual Main Options The Main Options section contains three groups of configuration settings Sheets Floor Layouts Schedules create change delete and copy reservation sheets and floor layouts Set schedules to open and close shifts and days and assign reservation sheets to open shifts System Settings edit the restaurant s address and telephone information configure general set tings and reservation settings Floor Management Settings set the floor settings waitlist settings and chit guest card settings Main Options sheets Floor Layouts Schedules System Settings Floor Management Settings Figure 11 2 Main Options Sheets Floor Layouts Schedules System and Floor Management Settings Lists The Lists section helps you organize and manage your reserva
204. minimum and maximum into this new slot 4 Table Preassigned table number 8 Cancel Cancel and return to the previous view Inserting One Empty Standard Slot To insert an empty Standard Slot 1 Navigate to the desired date and shift on the Sheet View Book View or Floor View All Slots Tab and tap the Add button on the Top Navigation Bar f prompted enter a password that has access to this area to continue Total Count Connection 35 Figure 3 6 Add Button on the Top Navigation Bar 30 OpenTable Software v7 0 User Manual 2 The system displays the nsert S ot Dialog with controls for configuring the slot settings including time minimum party size maximum party size and table number Tap the appropriate controls on the nsert Slot Dialog to configure the slot time party size minimum and party size maximum If desired you can also enter a table number for the slot Insert Slot Slot Slot Date Slot Time Size Min Max Slot Type 1012212007 12 30 PM 2 4 Standard Time Hours Minutes E ee eel mm ASS aaa mize Party Size Minimum Ee ais Figure 3 7 Insert Slot Dialog The slot time of the slot must be no more than two hours earlier than the shift start time and no 1 more than two hours later than the shift end t
205. mple displays the server assignment using 7ab e Outlines with chairs e The second example displays the server assignment using 7ab e Outlines without chairs e The third example displays the server assignment using Webs with chairs e The fourth example displays the server assignment using Webs without chairs Chitra Chitra Figure 15 28 Server Section Display Options To configure your server sections display 1 Tap Admin on the Side Navigation Bar Then tap the Floor Management Settings button The Floor Settings Tab is displayed by default 2 In the Server Sections tap the Table outlines or Webs radio button Server Sections i Table outlines C Webs Figure 15 29 Configuring Server Sections Display in Floor View 3 Tap Save to save your changes Prioritize Floor View Arrivals As guests begin to arrive at your restaurant you can prioritize guest seating by time period or by shift When you select Within Each Time Period the system automatically prioritizes your guests in the Floor View based on the status and arrival time within each time period 7 15 7 30 etc A party with a status of All Arrived will have a higher priority over a party that has the same reservation time but has a status of Partially Arrived For example if there are two reservations at 7 30 PM one with a status of A Arrived and one with a status of Partially Arrived then the party that is A Arrived will be listed first in the Priori
206. much time you have left to complete this reservation Complete the Reservation To complete the reservation 1 Input all reservation details on the Make A Reservation Dialog When finished tap the Save button 2 Depending on how your reservation book is configured the system may prompt you to enter some required fields like phone number and user or to enter a password when saving the reservation If all required fields and passwords are entered correctly then the system saves the reservation and refreshes the screen The new reservation you added now appears in the book 16 OpenTable Software v7 0 User Manual Features of the Make A Reservation Dialog The Make A Reservation Dialog contains many features that are useful for tracking reservation information and any special guest requests Make a Reservation Dinner Wed 12 12 2007 6 Temporary hold on this slot expires in 2 07 Member ID Reservation Information i 16 T a IT E 17 a a T 10 School for the Gifte yh aaa m 19 11 White Gifted com Res Hotes Res Codes Guest Hotes Guest Codes 1 2 Quiet Table Ho codes Vegetarian 2 0 13 21 Concierge 22 Hot Concierge Referred 14 Concierges Credit Card Address 1 Shift Date 2 Time Controls 3 Save 4 Exit 5 Back 6 Timer 7 Name 8 Title 9 Phone 10 Company 11 E Mail 12 Res Notes Figure 2 14 Make A Reservation Dialog Shift and date of reservation Changes the reservation t
207. n Reservation Settings General Settings General Reporting 1 Launch Screen Saver after Report Paper Size 5 100 minutes iY Letter C A4 2 show navigation bar Reservation Report Format 6 i Left i Condensed C Right i Expanded 3 Detault Phone Guest Search C Home E Mail Address tf Work i Company Hame 7 i Mobile i Member ID Area Codes seating Counts US and Canada only C Show expected count every 7 415 408 650 510 707 a minutes Lz A iw Show current seated count Figure 15 2 Admin View System Settings General Settings Tab 1 Screen Saver Enable Disable screen saver 5 Report Paper Size Report paper size 2 Navigation Bar Navigation Bar location 6 Reservation Report Reservation report format 3 Default Phone Default phone type to display 7 Guest Search Default guest search format Number 4 Default Area Default area codes to display 8 Seating Counts Seating counts settings Codes Screen Saver The screen saver can be configured to launch after the OpenTable terminal is idle for a designated amount of time Activating the Screen Saver To activate the screen saver 1 Tap Admin on the Side Navigation Bar Then tap the System Settings button Chapter 15 System and Floor Management Settings 139 2 Tap the General Settings Tab In the General section check the box next to Launch Screen Saver after to activate the screen saver feature Then enter the of minutes in the minutes field The min u
208. n Sheet on page 85 Tap the Sheets Tab to view a list of existing reservation sheets To create a new reservation sheet tap the Add button In the Properties Dialog enter a new sheet name and use the dropdown menu to select the shift and type To change your first and or last slot time tap the clock and choose the appropriate times Review the turn times for this sheet To change a turn time for a party size tap the clock icon and select the turn time and tap Save To assign a floor layout to your reservation sheet tap the pencil icon to view a list of existing floor layouts To assign a floor layout to your reservation sheet highlight the floor layout that you want to use and tap the right arrow button For more information refer to Assigning Floor Layouts to the Sheet on page 88 Tap OK in the Assign Floor Layouts Dialog Tap the Edit Sheet Tab at the top to begin adding your slots Tap the Add button to configure your slots In the Add Slot s Dialog configure the slot type the slot time party size minimum and maximum and if you want to repeat this configuration Tap Add or Add and Continue button if you wish to continue ada ing slots When you are done configuring your slots tap the Add button to return to the Edit Sheet Tab ti For more information refer to Adding Slots to Reservation Sheets on page 92 and tap Save After you have completed your reservation sheet you need to assign it See the next question f
209. n View Accessing the Alternate Schedule View To access the A ternate Schedule View 1 Tap Admin on the Side Navigation Bar Then tap Sheets Floor Layouts Schedules 2 If prompted enter a password that has access to this area to continue 3 Tap Yes to backup your reservation book Then tap the Schedules Tab to display the Ca endar View 4 Tap Calendar on the 70p Navigation Bar and tap Alternate Schedules in the list to select that view The system displays the A ternate Schedules View with dates down the left side of the dialog and the 118 OpenTable Software v7 0 User Manual six shifts across the top of the dialog All dates shown are dates with an A ternate Schedule sorted by date in ascending order past dates are hidden recommended Check the box to see all Alternate Schedules in the Sys If the Show past dates checkbox at the bottom of the Alternate Schedule View is unchecked all Yz Creating or Adding an Alternate Schedule on the Alternate Schedules View To create or add an A ternate Schedule on the Alternate Schedule View 1 Load the A ternate Schedule View 2 Tap Add The system launches the Open or Change Multiple Shifts Wizard 3 Follow the on screen instructions in the Scheduling Wizard For more information refer to Open or Change Multiple Shifts Wizard on page 126 After completing the wizard the A ternate Schedule icon appears on the date indicating that it has a schedule that is different from the D
210. n of the Floor Timers to appear in ascending or descending order e Ascending counts up from zero and tracks how long a party has been seated e Descending counts down from the expected turn time To configure the direction of the warning display 1 Tap Admin on the Side Navigation Bar Then tap the Floor Management Settings button The Floor Settings Tab is displayed by default 150 OpenTable Software v7 0 User Manual 2 In the Direction section tap the Ascending or Descending radio button r Direction C Ascending up from 0 f Descending down to 0 Figure 15 25 Configuring the Direction of the Warning Display 3 Tap Save to save your changes Status Changes Configure the OpenTable system to automatically change the status of any entry that has a status of Paid to Bus Table after a designated amount of time Enter the number of minutes in the minutes field To enable the automated status change and set the time 1 Tap Admin on the Side Navigation Bar Then tap the Floor Management Settings button The Floor Settings Tab is displayed by default 2 In the Status Changes section check the box next to Change Paid Status to Bus Table after Status Changes p Change Paid Status to Bus Table after 10 minutes Figure 15 26 Configuring the Change Paid Status to Bus Table In the minutes field enter the number of minutes to wait before changing the status from Paid t
211. n on the Side Navigation Bar Then tap the System Settings button 2 Tap the General Settings Tab In the Guest Search section tap the E Mail Address Company Name or Member ID radio button to set your guest search default Guest Search E Mail Address Company Hame C Member ID Figure 15 10 Configuring the Guest Search Default 3 Tap Save to save your changes 4 Tap the Guest View button on the Side Navigation Bar You will see the additional search field default based on your selection F D Company Hame aan Last Hame First Hame Phone at least 3 digits a Hew Guest Figure 15 11 Search by Company Name When searching for guests you can search by e Any combination of last name first name and or phone number or e E Mail Address or e Company Name or Chapter 15 System and Floor Management Settings 143 Member ID You must enter a minimum of four characters in the Member ID field before the system begins searching Member IDs can contain both numbers and letters Searching by Member ID Is use ful for restaurants that use the OpenTable 3rd party APIs to manage and integrate a guest loy alty program with the OpenTable system In such programs every member Is assigned a Member ID that can be imported into the OpenTable system Seating Counts Configure the display of the Cover Count button on the 7op Navigation Barto display either the number of covers currently seated
212. n the Floor View for today s shifts Blocking a Table To block a table 1 On the Floor View tap an empty table 2 Tap the Block Table button in the lower right portion of the view The table is blocked a red circle with a line across it appears on the table M en a Raporta Scotcedat D 7 ETD T m cp Ep T Laai E Figure 6 7 Blocking Tables on the Floor View Table 1 Chapter 6 Floor View 57 Unblocking a Table To unblock a table 1 On the Floor View tap the blocked table 2 The Block Table button changes to the Unblock Table button Tap Unblock Table The table is unblocked and the red circle with a line across it disappears Res Hotes Res Codes Guest Hotes Guest Codes Party Size Table Arrived at E T D Server Figure 6 8 Unblocking Tables on the Floor View Seating at Blocked Tables You can seat parties at blocked tables in the same way you seat parties at regular tables The only differ ence is that the system will prompt you to confirm that you want to seat the party at a blocked table 7 Table is blocked Are you sure you would like to assign he table Figure 6 9 Confirm Dialog To Seat a Party at a Blocked Table on the Floor View Blocking Reservation Time Slots In Floor View Empty slots can be blocked for VIPs or large parties Slots can be quickly blocked in the Floor View while on the A Slots Tab Blocking a Slot in the Floor View 1 On the Floor View tap the A
213. n the Options section check the boxes next to the fields that you want to activate Options Require guest phone number Require user name W Display confirm dialog W Display reservation number Figure 15 20 Reservation Options 3 Tap Save to save your changes W If the display confirmation E Mail Dialog is selected the system will display a confirm dialog after users make change or cancel any existing phone reservations f tii Reservation Sort Order Use the Reservation Sort Order section to set the sort order for your reservations in all views You can use the default sort order or customize your sort order by Name Phone Size Status Table Number and Time To set your reservation sort order 1 Tap Admin on the Side Navigation Bar Then tap the System Settings button Chapter 15 System and Floor Management Settings 147 2 Tap the Reservation Settings Tab at the top In the Reservation Sort Order section select the radio button Use default sort order or Use custom sort order to set your sort order Reservation Sort Order Use default sort order f Use custom sort order Figure 15 21 Reservation Sort Order 3 When you select Use custom sort order tap the dropdown list and select the fields you want to sort by 4 Tap Save to save your changes Check the Sheet Book and Floor Views to make sure the sort order is what
214. n what you selected the different views can be sorted in a different order The sort order for all views resets back to the default sort order when you close and restart the OpenTable system Chapter 3 Configuring Slots for One Shift 27 Chapter 3 Configuring Slots for One Shift Maximizing the flexibility of the OpenTable electronic reservation book is one of the key ways that the OpenTable system can help restaurants increase business The more accurately the reservation book re flects the available seat table inventory in the dining room to restaurant users and web diners the more reservations you can take and the more diners you can serve in a given period of time in a 15 minute time increment in a shift in a day etc There are two main ways to configure slots in your reservation book e Using the Add and Change buttons on the Top Navigation Barto add new slots or configure the settings of existing slots for a shift on one day This is the fastest method and Is designed to make One time changes on the fly to one or a very small number of shifts directly from the Sheet or Book Views This chapter covers this method of configuring slots e Using the Schedules Sheets and Floor Layouts button in the Admin View to add new slots or con figure the settings of existing slots on reservation sheets assigned to multiple shifts This method is best suited for making systematic and recurring changes For example you would use this
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216. nal before Exp Mgr x Manager expires time expires Table 12 1 Types of Slots in the OpenTable System Standard Slots appear as blank rows in the Sheet Book and Floor Views Any Web diner or restaurant user can book reservations into Standard Slots A majority of your reservation sheets in your electronic reservation book should be made up of Standard Slots jewspm 4 Jeter 4 E S SE ee eie e a Figure 12 11 A Standard Slot on Sheet View Manager Slots appear as rows with Mgr Slot in the Sheet Book and Floor Views Restaurants often configure the OpenTable system to prompt for a password when a restuarant user attempts to make a reservation into a Manager Slot Manager Slots are not available for booking by Web diners Restaurants Chapter 12 Reservation Sheets 91 primarily use Manager S ots to save a small number of slots for last minute reservations for VIPs and spe cial guests hona w a Figure 12 12 A Manager Slot on Sheet View Expiring Manager Slots appear as rows with Exp Mor X in the Sheet Book and Floor Views where X represents the configured expiration time Expiring Manager Slots are a special type of Manager Slot that are configured to expire and automatically change to Standard Slots if they are still empty a few hours or days before the reservation is supposed to take place You can configure Expiring Manager Slots to expire 1 3 6 12 24 48 72 and 96
217. nd Guest Codes on the right The system dis plays the Edit Reservation Code Dialog Edit Guest Code Dialog 3 In the Edit Guest Code Dialog enter the new code then check the box next to A low Code to Print on Chits and Guest Cards if you want this code to print 4 Tap OK to save you changes Deleting a Code To delete a reservation and or guest code 1 Tap Admin on the Side Navigation Bar Then tap the Reservation and Guest Codes button 2 Inthe Edit Codes Dialog tap the code you want to delete then tap the Delete button underneath the code you selected Reservation Codes on the left and Guest Codes on the right The system displays the confirmation dialog 3 Tap Yes to delete the code The code is removed from all reservations guests Changing the Display Order of the Code To change the display order of the reservation and or guest codes 1 Tap Admin on the Side Navigation Bar Then tap the Reservation and Guest Codes button Chapter 16 Lists 165 2 In the Edit Codes Dialog tap the reservation or guest code that you want to move up or down in the list and then tap the up or down arrows Edit Codes Reservation Codes Guest Codes Hotel Referral Web Reservation Anniversary View Requested Lo Bier Se Pee td d r Add Change Delete Figure 16 7 Move Codes Up or Down 3 Tap Save to save your changes Guest Recognition Settings After setting
218. nd refreshes the view The expired slot continues to be high lighted and an empty blue triangle is displayed in the column to the left of the slot to indicate that the slot has expired The Name field is blank 6 Expiring Manager Slots that have expired appear as blank rows with an empty blue triangle indicator to the left of the row in the column D f you are configuring the Manager Slot settings in the Change Entry Dialog you can tap the Expire Now button at the bottom of the dialog to expire the slot immediately Making Reservations I nto I nserted or Changed Slots Making reservations into inserted or changed slots is exactly the same as making reservations into any other slot and follows the same rules as making reservations into any Standard S ot or Manager Slot The only difference is the indicator that is displayed in the column to the left of the inserted or changed slot will display a plus sign or triangle Slot I ndicators The column on the left side of the Sheet View Book View and Floor View contains visual indicators that identify slots that have been inserted or changed The table below summarizes the different defini tions of the indicators Solid Red Plus Sign Standard S ot was inserted into the shift Solid Blue Plus Sign Manager S ot was inserted into the shift Solid Red Triangle Standard Slot was changed in some way time party size table slot A was blocked So
219. ng hotels Controls deleting concierges Adding a Hotel To add a new hotel 1 Tap Admin on the Side Navigation Bar Then tap the Hotels and Concierges button 2 In the Edit Hotels and Concierges Dialog tap the Add button underneath the Hotel List 168 OpenTable Software v7 0 User Manual 3 The system displays the Add Hote Dia og Enter the hotel name address and telephone number Add Hotel x Hotel Name Address Line 1 Address Line 2 City State Zip Postal Code v Country United States v Area Phone Ext Z Y B Save Cancel Figure 16 12 Add Hotel Dialog 4 Tap Save to save your changes The hotel is added to the Hotels List Editing a Hotel To edit a hotel s information 1 Tap Admin on the Side Navigation Bar Then tap the Hotels and Concierges button 2 In the Edit Hotels and Concierges Dialog tap the hotel that you want to change 3 Tap the Change button underneath the Hotel List The system displays the Edit Hotel Dialog Edit Hotel xX Hotel Name Address Line 1 Address Line 2 City San Francisco State Zip Postal Code CA v Country United States v Area Phone Figure 16 13 Edit Hotel Dialog 4 Make your changes 5 Tap Save to save your changes Chapter 16 Lists 169 Deleting a Hotel To delete a hotel 1 Tap Admin on the Side Navigation Bar Then tap the Hotels and Concierges button 2 Inthe Edit Hotels and Concierges Dialog tap t
220. nge to edit the sheet You can also tap Add to begin editing a new sheet Reservation sheets are templates containing reservation slots After creating or editing your sheet you can assign the sheet to a shift on the Schedules Tab ST ee eens Banquet Regular Dinner Ho 5 00 PM 11 00 PM consectetur er ne storm stan pner oman ter ives foo oo omore fpem vows ony no feom tame ttre a ann moines e e e a omens ane a ESS fpem formen fes O Groa foom Tranemo eeo fome o om o am ee Add Change Delete Copy Exit Figure 12 1 Admin View Sheets Floor Layouts Schedules Sheets Tab Delete an existing reservation sheet List of all reservation sheets in the system 6 Copy Copy an existing reservation sheet Add a new reservation sheet 7 Exit Exit and return to the Admin View Change an existing reservation sheet 84 OpenTable Software v7 0 User Manual Add Sheet and Edit Sheet Dialogs Tapping the Add or Change buttons on the Sheets Tab will display the Add Sheet or Edit Sheet Dialogs These dialogs allow you to create and change your reservation sheets 10 1 2 Add Sheet f properties eat shoot Properties 3 Edit the reservation sheet properties sheet name party size turn times etc Tap on the Edit Sheet tab to add change and 11 4 delete slots for this sheet ae 12 5 Sheet Hame First Slot Date Created D Dinner 2 i PM 971272007 11 42 AM 13 6 Type Date Modified 7 Regu
221. niantaraaimesantaeunee enn 221 GUEST EX DORE ania A T O 223 Chapter 20 Reservation Reminder E MailS sssssnnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 227 Sending a Reservation Reminder E Mail c cccccececseseceeeeeeeeeeueeeseeeeeeeeeeseaueuteeeeaeseeeretseantnteres 227 Chapter 21 Frequently Asked Questions cssscscsesssesnesesesessseeeeneeseeenenens 229 Generalean aa a a aa aaa a a a ra cas elute N atanaet nae tces 229 OpenTable Software v7 0 User Manual WOKING WIth Reservation SHEETS sccnsscasesgan care nrnsendncaatworl yates arveisesendonteavaunndade ies ire aea 230 WOFKINO WiKi RESEIVGEONS neriesim e undue un auacuaend E teagan 233 ICI Ci OSES op ster tur hy a sca naeneu a varus ea nae Banaue a RA UR era UR emoreau 235 WOCKINO WW EIA MV CSS ccna ciate crn munities oil atte Uae A A alee oats Sea oan SunG adaware aa eu 237 Reservation and GUES COd ES srie a a E ETO aa aia 237 Fee Teil ls apescpitaseaned waatGesuaie wine Ge nh areas sve aaa WES ee Tagua EAL ee onde a hast eaten Go ene 238 REDONO stent hs ciate lesser sacha isteveus Se oa tc EB A alee Ts seen se cia 240 Chapter 22 OpenTable Equipment c cccscssseesesessseenseesesesssseneneneeeeeeaees 242 DELL GX60 Server Client Terminal Front ViQW cccccccecsessceceeeeseaeeueeteeeeeeeeteeseauaueetereeaesetess 242 DELL GX60 Server Client Terminal Back ViQW cccccececcececeeeeeeeeeeeeeueeeeeeeaeeeteeneatenteterateetens 242 IBM S50 M51 Server Client Termi
222. ns 12 00 Delaney a 12 16 Picara Ged a 12 16 e Jamel 12 30 Young Ta 2 All a ase 11 12 13 14 3 Floor R cata Timers orton 15 Res Hotes Res Codes Guest Hotes Guest Codes Party Size Table Seated 12 07 PM 0 hr 0 min Harmon Tracey Seated at a PM E T D 7 37 PM Block 16 Slot Server Figure 6 1 Floor View All Slots Tab Active Waitlist Tab Party Table Info Servers Sections Floor Timers Options Quick Tap Buttons Lists all reservations and empty slots for the shift Lists names of all parties waiting for a table Lists info for highlighted party table Tap to assign servers and see cover counts by server Show or hide server assignments Tap to display Floor Timers time elapsed or remaining based on turn time settings Options Include Changing the schedule the reservation sheet and floor layout Highlight a party slot and tap buttons to perform the operation 52 OpenTable Software v7 0 User Manual Floor View Options There are two different options that you can configure for the Floor View based on the size of your restau rant and your personal preference table styles and server sections f your restaurant has a large number of tables consider displaying tables without chairs on the floor layout so that it is easier to view and manage Table Styles You can choose to display tables either with or without chairs on the floor layout T
223. ns for specific types of reservations and or specific types of guest based on reservation and guest codes for example report on birthday reservations made by VIPs To run a reservation report 1 Tap Reports on the Side Navigation Bar Then tap the Reservation amp Cancellation button Chapter 19 Reports View 191 2 Inthe Reservation and Cancellation Report Options Dialog tap the Reservations button in the Report Type section to select the reservations report Reservation and Cancellation Report Options 2 Reservation and Guest r Date Range Report Type Start Date 12 12 2006 hg Today Reservations End Date 12 12 2006 i Today Cancellations Ho Shows Cancel Figure 19 6 Reservation and Cancellations Report Options Dialog Report Options Tab 3 Tap the Start and End Dates dropdown list controls to select the date for the report You can also tap the Today buttons to set your start and end dates for a report that covers just today 4 Tap the desired shift for the report only open shifts will be displayed 5 Tap the Reservation and Guest Codes Tab to see the next set of report options Reservation and Cancellation Report Options Reservation and Guest Report Options eee Output Options Select Reservation Codes Select Guest Codes Hotel Referral Guest Share Web Reservation Friend of GM ga Wheelchair Access Anniversary Vegetarian View Requested VIP Quiet Table TC Birthday Smoking Gradu
224. nssesssnenenesesessenees 79 AGI VIEW ognina E tan santa nan edaaba ta A ane ed inal eRe ada a 79 LE Vag ODON aonar rr treet tert te tr ntti tre rere Trin rent re anre thre terry tnt rene Merete rrr rrr ty 80 ESS Seeeia tate oie cuenta A E etn inca tenia S 80 Oer Options sraa r eat sre dua ean ease N Gee 81 OS cl ge eee etre rer een rere ie are rere en re a arr re eT Ee a Terr terre rrr e ete ty ert err er errr er mre rrr 81 Chapter 12 Reservation Sheets ccscscscsesesssnsneneneseesenenenesesseseeenenesesseenas 82 Introduction to Reservation SNeEtS sasrois miissen a a a a E aeRO 82 Managing Reservation Sheets Using the Sheets Tab ccccceccececceeeeeceeeeeeeeeeeeeeaeeeeaeteeaeeeeaees 82 TOS SINC ESTAD n E Sec a Act ta cl ie Ale ie oc ie etait ea esanet 83 Add Sheet and EGE Sneet Dal0GS sxizicisarsaupretisaniedseesbutwaretiettematasenalatenetaweanaisennet 84 Editing a Reservation Sheet Detalls garsciniroicioiroii aaa A A 86 RESCIVAUIOM SIOUS suuissatelestiaueeicuh cite EO a ly a Oya ccesa restos 90 Chapter 13 Floor Layouts sessscaseireasesictescaestoddutete veewssteneuuvndodiessuedeeuteeiledesde 98 Managing Floor Layouts Using the Floor Layouts Tab cccccecseceeeeceeeeeeeeeeeeeeeeeaeaueeeaeeeeaeaeeaes 98 Making FOO Layout Changes eisini A a A 99 Editing a Floor Cayo t Detalls eneinio a A E aie i 101 Chapter 14 Schedules s sssssnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 113 TVOCS 0T SCH
225. ntinue Tap Yes to backup your reservation book Then tap the Floor Layouts Tab Select the floor layout you want to edit Tap Change The Edit Floor Layout Dialog is displayed and the Edit Floor Layout Tab is selected by default Make your desired changes to the layout For more information refer to Editing a Floor Layout Details on page 101 Tap Save to save your changes Copying a Floor Layout Instead of creating a new layout you can save time by copying an existing layout and editing the copy To copy a floor layout l ot a aN Tap Admin on the Side Navigation Bar Then tap Sheets Floor Layouts Schedules If prompted enter a password that has access to this area to continue Tap Yes to backup your reservation book Then tap the Floor Layouts Tab Select the floor layout you want to copy Tap Copy The Copy Floor Layout Dialog is displayed Copy Floor Layout Floor Layout Hame Dinner Sun Wed Sun Wedi aa emen Figure 13 3 Copy Floor Layout Dialog Chapter 13 Floor Layouts 101 6 Enter a new name for the new layout layout names must be unique and tap Save Deleting a Floor Layout To delete a floor layout 1 Tap Admin on the Side Navigation Bar Then tap Sheets Floor Layouts Schedules If prompted enter a password that has access to this area to continue Tap Yes to backup your reservation book Then tap the Floor Layouts Tab Select the floor layout you want to delete
226. ny shift that they navigate to in the Sheet View Book View or Floor View All Slots Tab You can password protect this capability in the Admin View Access Rights area to maintain control of your book All inserted slots are available to both restaurant users as well as web diners for reserving There are visual indicators on the views that enable users to easily determine what slots have been inserted Inserting slots can overbook your restaurant It is important to insert slots only when you are s sure you can accommodate more guests during that time period Chapter 3 Configuring Slots for One Shift 29 The Insert Slot Dialog When inserting slots you will be working with the nsert S ot Dialog Insert Slot slot Slot Date Slot Time Size Min Max Slot Type 1 10 22 2007 12 30 PM 2 4 standard Time Hours Minutes oe Jajee ee mfr SA Size Table Party Size Minimum Table 2 af si aj ej ef sil ys Party Size Maximum OE ces ee Save and Add Save and Cancel Reserve 5 6 7 8 Figure 3 5 Insert Slot Dialog 1 Slot Settings Date time party size and slot 5 Save Inserts this new slot and returns to the type settings for this slot previous view 2 Slot Time Controls for setting the slot time 6 Save and Add Inserts this new slot and displays the More Insert Slot Dialog to add more slots 3 Party Size Set Controls for setting the slot par 7 Save and Reserve Immediately makes a new reservation tings ty size
227. o Bus Table 4 Tap Save to save your changes Floor View Notes and Codes In Floor View you can choose to display both Reservation and Guest Notes and Codes or only Reservation Notes and Codes To set the Floor View notes and codes display 1 Tap Admin on the Side Navigation Bar Then tap the Floor Management Settings button The Floor Settings Tab is displayed by default In the Floor View Notes and Codes section tap the Reservation And Guest Notes Codes or Res ervation Notes Codes radio button 5 2 Floor View Notes and Codes it Reservation And Guest Hotes Codes Reservation Hotes Codes Figure 15 27 Configuring the Notes and Codes Display in Floor View 3 Tap Save to save your changes Chapter 15 System and Floor Management Settings 151 Server Sections You can select two different ways to display server assignments on the Floor View Webs or Table Outlines If you select the Webs option the system will draw lines from the table to the server s name forming a web like pattern If you choose the Table Outlines option the Floor View will vary depending on the table style Server assignments for tables with chairs will be indicated by a colored outline around each table Server assignments for tables without chairs will be indicated by the border color of the table In the following figure 4 examples are displayed with the different server section options e The first exa
228. o Options Restaurant E Mail Address Save Cancel Preview the restaurant logo Options to clear a logo import a logo or preview logo placement Enter restaurant E Mail address and restaurant name in From display Save your settings Cancel your changes The E Mail Configuration Dialog allows you to configure all your E Mai settings for the OpenTable system for sending Marketing and reservation confirmation and reminder E Mails including e E Mail Gateway Settings e POP Mail Server Settings e Graphics Settings image directory logo e Authentication Settings e Custom E Mail Text e Restaurant E Mail Address One important group of settings is the E Mail gateway settings These settings determine how your E Mails get sent and your E Mail gateway or server is used Some restaurants may prefer to use a corporate E Mail gateway or their Internet Service Provider s E Mail gateway instead of the OpenTable E Mail gateway If Chapter 17 Other Options 173 you are unfamiliar with these types of settings please contact your Information Technology department or contractor for assistance If you do not configure your E Mail gateway settings properly you will not be able to send out any E Mails from the OpenTable system including Marketing Reservation Reminder Confir mation and Cancellation E Mails Configure Your E Mail Settings To configure your E Mail settings L 2 5 Tap Admin on the Side Navig
229. o change your table styles 1 Tap the Floor View button on the Side Navigation Bar 2 Tap the Options button in the lower right section of the screen 3 In the Options Dialog tap the Edit This Floor Layout button If prompted enter a password that has access to this area to continue 4 In the Edit Floor Layout Tab tap the Chair icon on the right side of the 7op Navigation Bar depend ing on your current table style tapping the Chair icon will either display or hide the chairs 5 Tap the Save icon on the 7op Navigation Bar to save your changes If you choose to display tables with chairs the of chairs displayed indicates the table s maximum party size Server Sections You can also choose two different ways to display server assignments Webs or Outlines f you select the Webs Option the system will draw lines from the table to the server s name forming a Web like pattern If you select the Outlines Option the Floor View layout will vary depending on the Table Style Server assignments for tables with chairs will be indicated by a colored outline around each table Server assign ments for tables without chairs will be indicated by the border color of the table geometric shape With Chairs Without Chairs With Chairs Without Chairs Webs Option Webs Option Outlines Option Outlines Option Chitra Chitra Figure 6 2 Floor View Display Options Chapter 6 Floor View 53 Assigning Server Sections Tapping the
230. ode Guest Export You can use the guest export feature to easily export all guest information from the OpenTable system into a tab delimited file You can import this file into Microsoft Excel Microsoft Access or some other type 224 OpenTable Software v7 0 User Manual of database program This enables users to analyze their guest data and or provide the guest information to their 3rd party partners for E Mail marketing The fields that are exported using the guest export feature include e Member ID e Guest Last Name e Guest First Name e Guest Company e Guest E Mail Address e E Mail Opt In e Mail Opt In e Address 1 e Address 2 e City e State e Zip e Country e Guest Notes e Birthday To export all guests Other Birthday Anniversary Work Phone Country Code Work Phone Home Phone Country Code Home Phone Mobile Phone Country Code Mobile Phone Pager Phone Country Code Pager Phone Fax Phone Country Code Fax Phone Hotel Phone Country Code Hotel Phone Other Phone Country Code Other Phone Reservation Count Cancellation Count No Show Count Walk In Count Average Amount Spent Total Amount Spent Creation Date Last Modified Never Archive Guest was Imported Is Archived Guest Codes 1 20 You CANNOT perform the guest export if you are using OpenTable Anywhere You must be using the OpenTable Server or Terminal to generate the file This precaution is to safeguard against performance problems in
231. odes hold down the Ctrl key on your keyboard and tap each code that you want to select 10 Tap the And or Or button to use the desired combination of reservation and guest codes For exam ple report on guests with the VIP guest code 11 Tap the Output Options Tab to see the next set of report options Guest Report Options Show ALL guests Show filtered list of guests Sorting Sort by Last Hame v Company Then by First Name v Generate Report Cancel Figure 19 19 Guest Report Options Dialog Outout Options Tab 12 You can use this tab to change the sort order of the guest report Tap the dropdown list controls to select the desired fields to sort by 200 OpenTable Software v7 0 User Manual 13 On this tab you can also select the Company field to display on the report Tap the button to display the field on the report the button will look like it has been pressed in 14 Tap the Generate Report button to generate your guest report The guest report contains the following information e Last Name e Zip Postal Code e Date of Last Reservation e First Name e Mail Opt In Flag e of Reservations e Address e E Mail Address e of Cancellations e Company optional e E Mail Opt In Flag e of No Shows e City e Phone Number e Guest Spend optional e State Guest spend information can be selected and contains data only if POS Integration is activated The mail and
232. og Change Party Status Hame 2 of Covers Delaney Jules 2 eat Cancel Ho Show Expected In House Seated cca Mot Confirmed Partially sive F d weston Confirmed All Arrived Seated tene Paged 2 ooa a net t Paid Bus Table Figure 2 28 No Show Status on the Change Party Status Dialog 4 The system changes the status to Vo Show the background color of the reservation also changes to the no show color configured in the system The reservation is still visible on the Sheet View Book View and Floor View Chapter 2 Sheet View and Book View 25 Changing the Status of a Reservation To change the status of a reservation 1 On the Sheet View Book View or Floor View highlight the reservation you wish to change by tapping the reservation once on the Floor View you can also tap a table with a seated party 2 Tap the Status button on the 7oo Navigation Barto display the different status choices Restaurant Shift Today ll F Total Count How Connection OT Bistr Lunch a 10 25 2007 r2 as PM MI Seated 35 N 122 I PM M Status i Options 4 Add Change Status f Figure 2 29 Status Button on the Top Navigation Bar 3 Tap the desired status The status of the reservation is changed AN Some status changes are not allowed depending on the current status and date Blocking a Reservation Slot You can block reservation slots so that internal restaurant sta
233. og to let you know that the merge is complete All information from the Master entry has been retained for 72 OpenTable Software v7 0 User Manual ti special exceptions refer to Important Notes About Merging Guest Records on page 73 Only the Master entry is displayed in the list 2666 Information Merge complete Figure 8 6 Merge Completion Dialog 9 Select the guest name to view the updated information Search Guest List Anderson Rob Last Hame First Hame Title v Edit Do Hot Archive Contact Information Special Occasions Guest History Phone Type Area Phone Birthday R Ext a 415 752 0908 aa m _ ex Work April 1 Sd NS Company _ Wi Other Birthd sory O piian Ho Marketing Februan i randerson sony com m E Mail Anniversary Month Day Last Modified Address January s 27 Address Line 1 1200 Main Street Guest Notes Guest Codes Prefers red wine Address Line 2 Wheelchair Access Prefers window table Yegetarian VIP TC City smoking Friend of Menlo Park Prefers Joe as his Owner Friend of waiter Employee Investor State Zip Postal Code Special Event Friend of ICA 94508 Special Occasions Chef Friend of Randall Country merged Customerlmport Wine f l l Other Birthday 06 17 Friend of Sam LC United States ha Ho Mail Anniversary 11 13 Frequent Special Guest ail Member ID
234. oncierge reservation referral statistics Referral information is captured when making reservations in the system using the Concierge Referral button in the lower left hand por tion of the Make A Reservation Dialog Concierge Sandy Marriott SF i Concierges 415 444 5555 Figure 19 2 Concierge Indicator in the Make A Reservation Dialog To run a concierge report 1 Tap Reports on the Side Navigation Bar Then tap the Concierges button 2 In the Concierge Report Options Dialog tap the Start and End Date dropdown list controls to select the date for the report You can also tap the Today buttons to set your start and end dates for a report that covers just today Sun Mon lue Wed Ihu Iri Sat 20 A 26 29 J i 3 3 a S F 49 W 41 AEA 1 d4 tS 16 iT ia i8 W H 2 2J 34 25 FR 27 2 M g Figure 19 3 Concierge Report Options and Calendar Dialog 3 Tap the Generate Report button to generate the concierge report Concierge Report Options Start Date 12122006 Today End Date 12122006 Today Cancel Figure 19 4 Concierge Report Options Dialog The concierge report contains the following information for referred reservations e Hotel Name e Reservations e Concierge Name e Covers e Hotel Phone e Cancellations No Shows e No Show Rate 190 OpenTable Software v7 0 User Manual Close of Shift Report The close of shift report shows the numbers of walk ins cancell
235. ons Reservation and Guest Codes Tab 9 On this tab you can filter the report by selecting the desired reservation and guest codes To select multiple codes hold down the Ctrl key on your keyboard and tap each code that you want to select 10 Tap the And or Or button to use the desired combination of codes For example get special occasions for guests with the VIP guest code 11 Tap the Special Occasions Tab to see the next set of report options Guest Special Occasions Options Show ALL guests Show filtered list of guests Report Options amie ae Special Occasions Output Options Select Special Occasions Birthday Anniversary Other Birthday Select All Clear All Show highlighted Special Occasions that occur across ALL dates Start Date Within a date range Month End Date Month Generate Report Cancel Figure 19 31 Guest Special Occasions Special Occasions Tab 12 Select the Special Occasion type to report on To select all types tap the Select All button 210 OpenTable Software v7 0 User Manual 13 Use the dropdown list for Month and Day to set a date range for when the special occasion occurs 14 Tap the Output Options Tab to see the next set of report options Guest Special Occasions Options Show ALL guests Show filtered list of quests Report Options iiie Sis Special Occasions Sorting Show Sort by Special Occasion Y Company Then by L
236. ook If you entered the guest s name the name will appear as Walk In followed by the guest s name For example Walk In Smith J ohn How do I configure floor timers in Floor View Floor timers help the host staff know how long a party has been seated or how much longer the party Is expected to stay To configure the floor timers tap Admin on the Side Navigation Bar Then tap the Floor Management Settings button Tap the Floor Settings Tab to set the color and time settings for the new floor timers For more information refer to Floor Timers on page 148 How do show a party has left the table Once a party is done dining you can change the status to Bus Table while the server staff clears and sets the table for the next party When the table is ready mark the table with the Done status so that you can seat the next party at that table In Floor View tap the table and then tap the Status button on the 7op Navigation Bar Tap the Done sta tus to show that this table is now available A faster way to clear the tables is to use the Done button at the bottom right in Floor View How do change a party s status On the Sheet View Book View or Floor Views highlight the reservation you wish to change by tapping the reservation once on the Floor View you can also tap a table with a seated party Tap the Status button on the Jop Navigation Bar and then tap the desired status How do I block or unblock a table On
237. or hidden e Guest Phone Numbers e Guest Notes e Guest Codes 12 Tap the Generate Report button to generate the cancellation report The cancellation report con tains the following information e Shift e Party Size e Notes e Date Range Table Number e Codes e Reservation Date e Last Name e Date the reservation was made e Cover Count e First Name e Date and time of cancellation e Reservation Time e Phone Number No Show Report The no show report generates a list of your reservations that have a no show status You can filter the report to show no show reservations for specific types of reservations and specific types of guests within a date range To run the no show report 1 Tap Reports on the Side Navigation Bar Then tap the Reservation amp Cancellation button 2 In the Reservation and Cancellation Report Options Dialog tap the No Shows button in the Report Type section Reservation and Cancellation Report Options Reservation and Guest p Date Range Report Type Start Date 12 12 2006 t Today Reservations 1242 2006 Tod End Date T aei Cancellations Choose Shift Ho Shows Lunch Dinner Generate Report Cancel Figure 19 13 Reservation and Cancellations Report Options Dialog Report Options Tab 3 Tap the Start and End Dates dropdown list controls to select the date for the report You can also tap the Today buttons to set your start and end dates for a report that covers just today
238. or more details How do I assign my reservation sheet to be used on a specific date Tap Admin View Sheets Floor Layouts Schedules f prompted enter a password that has access to this area to continue Tap Yes to backup your reservation book Tap the Schedules Tab to view a calendar with different reservation sheet assignments In the Calendar View select the day s that you want to assign your reservation sheet In the Reservation Sheet Assignment section select the shift and tap the dropdown menu to select your reservation sheet Tap Save on the 7op Navigation Barto save your changes How do I reassign my Default or REGULAR Schedule for the day Tap Admin View Sheets Floor Layouts Schedules f prompted enter a password that has access to this area to continue Tap Yes to backup your reservation book Tap the Schedules Tab to see the Calendar View In the calendar month select the day s that you want to reassign your default schedule Tap the Use Defaults button on the 7op Navigation Barto reassign your default schedule on that day Tap Save on the Joo Navigation Barto save your changes What is an Alternate Schedule An alternate schedule is a schedule that is different from your Default or REGULAR schedule For example if you are open on Thanksgiving Day you may have a different schedule from your Defau t or REGULAR schedule When you assign an A ternate Schedule the dates appear in red in the monthly Ca endar View To cre
239. or the expected number of covers within the next several minutes To configure the seating counts display 1 Tap Admin on the Side Navigation Bar Then tap the System Settings button 2 Tap the General Settings Tab at the top In the Seating Counts section tap the Show expected count every enter number of minutes or Show current seated count radio button to set your seating counts default Seating Counts C Show expected count every 0 minutes f Show current seated count Figure 15 12 Configuring Seating Counts 3 If you choose the first option Show expected count every enter the number of minutes in the min utes field typically 15 or 30 minutes 4 Tap Save to save your changes 5 The Cover Count button on the Jop Navigation Bar will change depending on your preference Restaurant Shift a Wednesday i Total Count 10 a How Connection OT Bistr Dinner oe 1242 2007 6 00 PM Hext 30 min 1 S40PM Status Figure 15 13 Cover Count Button on the Top Navigation Bar Set to Show Expected Counts Every 30 Minutes Restaurant shift d Wednesday i Total Count 10 f 4 How Connection Dinner w 12 12 2007 6 00 PM x Seated Count 1 5 20PM Status Figure 15 14 Cover Count Button on the Top Navigation Bar Set to Show Current Seated Counts 144 OpenTable Software v7 0 User Manual Reservation Settings In the Reservation Settings Tab you can configure your reservation time limi
240. or your Marketing E Mail To edit your E Mail address list tap the Edit Address List button The Edit Address List Dialog is displayed To delete individual E Mail addresses hold down the Ctrl key and tap the E Mail address to be deleted To select several E Mail addresses in a row tap the first entry hold down the Shift key and tap the last entry to highlight the block of E Mail addresses Tap the Delete Selected button to remove these E Mail addresses To add individual E Mail addresses tap the Add Single button enter the E Mail address on the Add Single E Mail Address Dialog and tap OK To change the filtering criteria tap the Add from DB button to return to the Guest E Mail Options Dia log To delete all the E Mail addresses in the distribution list tap the Delete All button 3 Composing Your E Mail Once your E Mail Distribution list is set you are now ready to compose your E Mail Tap the Subject field and type in a subject line A subject line is required for sending E Mails Tap the Body field and compose your E Mail You can format your E Mail by highlighting the text and tapping the formatting buttons Other options for creating content include Cutting and pasting content for your E Mail from other applications or importing content saved in HTML format Hypertext Markup Language from applications like Microsoft Word Tap the Import HTML but ton to browse the file location on your computer and import the HTML file
241. ords For example a report with 120 000 total guests will generate 2 files each file consisting of 60 000 guests 4 Tap the Export button to begin the export The system displays a progress bar as it exports guests The export process may take several minutes depending on the size of your guest database 5 When the guest export is complete the system displays another Guest Export Dialog informing you that the export is complete The message also lists the number of guests exported the export file name s and directory location Guest Export 13 guests have been exported to a sub directory called CADocuments and SettingsiaAll UsersiApplication DataiopenTablevllient_ _OlOTExpornt20070815 141848 Remember to check the guests mail and E Mail opt in flags to see ifthey wish to receive mailings and E Mails fram the restaurant Export Options i onp erpant quests with EMail addresses eee QUESTS thet here changed sinte gas200r _ i neude archived guestintentmiatian P Epor inta multiple nes imar umimi puestrecards pertle Figure 19 49 Guest Export Dialog Completion Message 226 OpenTable Software v7 0 User Manual 6 Tap Close to clear the dialog 7 To access the file first hit Shift F10 to close the OpenTable system 8 Double tap the My Computer icon on the desktop and double tap Local Disk C Navigate to the directory listed in the Guest Export Dialog to find the file After generating the guest export file
242. ort HTML Import HTML E Mail file created 10 Editing Toolbar Various buttons can be used to format previously the E Mail body add images save the E Mail body etc 4 Insert Image Link Insert a link in your E Mail to an 11 E Mail Body Body of the E Mail containing text im image located on a public web ages image links etc server 5 Embed Image Embed an image directly into 12 of Recipients Lists the total of recipients in the E your E Mail Mail distribution list 6 Send Test E Mail Send E Mail to one or more test 13 Attach button Launches the Edit Attachment List di E Mail account alog for adding attachments 7 Send Send Marketing E Mail 3 Tap the Edit Address List 2 button to create the E Mail address list 214 OpenTable Software v7 0 User Manual 4 In the Edit Address List Dialog tap the Add from DB button Edit Address List x Add From DB Add Single Delete Selected Delete All ELEL OK Cancel Figure 19 36 Edit Address List Dialog 5 The system displays the Guest E Mail Options Dialog Tap the Show All Guests button to generate an unfiltered report Depending on the number of guests that you have in the system an unfiltered list of E Mails may take several minutes to generate Guest E Mail Options Show 4LL guests Show filtered list of guests nie ae ae Show Guests who have made reservations Include archived information Start Date End Date Within this date range 844000 F
243. ort the list in descending order e When changing the status of a waitlist party the only active status buttons are Cancelled No Show Partially Arrived All Arrived Paged 1 Paged 2 Paged 3 Partially Seated and Seated 64 OpenTable Software v7 0 User Manual Chapter 7 Future Waitlist The Future Waitlist View allows you to maintain a list of guests that are interested in dining during a specific future day or shift when the restaurant is fully booked for example during special event days like Valen tine s Day and restaurant events The Future Waitlist View is different than the n House Waitlist View or Active Waitlist The n House Waitlist View and Active Waitlist are intended to keep track of quoted times and guests that are on the premises and are waiting for a table during the current shift The Future Waitlist View is intended to track guest requests for reservations on future dates Adding a Future Waitlist Entry To add a future waitlist entry 1 In Sheet View or Book View tap the Shift button 1 on the Joop Navigation Bar to select the desired shift 2 Tap the Calendar button 2 on the 7op Navigation Bar to navigate to the desired date 1 2 7 shift e poa A Total Count 14 A How Connection Dinner ow 12 9202007 7 30 PM Seated Count O C 3 28AM Status a gt F j 4 Time Avail Tbl Name St Phone N Made ist ee 8 30 PM a0 Pm Summers Jaime 2 N
244. ose Shift Lunch Dinner Cancellation Date Range Ho Filter On Fitter On Cancel Cancel Date Date Ho Shows Generate Report Cancel Figure 19 9 Reservation and Cancellations Report Options Dialog Report Options Tab 3 Tap the Start and End Dates dropdown list controls to select the date for the report You can also tap the Today buttons to set your start and end dates for a report that covers just today 4 Tap the desired shift for the report only open shifts will be displayed 5 If you wish to filter by the date that the reservation was cancelled tap the Filter on Cancel Date button and select your date range Reservation and Cancellation Report Options 7 Reservation and Guest F Date Range Report Type Start Date 12 12 2006 tal Today Reservations End Date jizn 2 2006 ad Today Cancellations Choose shift Ho Shows Dinner Cancellation Date Range Start Date 12 12 2006 ad Today No Filter On Filter On Cancel Cancel Date Date End Date 12 12 2006 ad Today Generate Report Cancel Figure 19 10 Reservation and Cancellations Report Options Dialog Filtering by Cancellation Date 194 OpenTable Software v7 0 User Manual 6 Tap the Reservation and Guest Codes Tab to see the next set of report options Reservation and Cancellation Report Options z Reservation and Guest z Report Options Ca Output Options Select Reservation Codes Select Guest Codes Hotel Referral
245. osing Shifts That Have Reservations on page 135 Chapter 14 Schedules 117 Schedules Tab Alternate Schedules The A ternate Schedule View in the Sheets Floor Layouts Schedules Dialog shows all the Alternate Sched ules in the system Alternate Schedules are one time schedule changes on one day that override your Default Schedule or Date Ranges The Alternate Schedule View is designed to provide an easy way to see and change all A ternate Schedule overrides Sheets Floor Layouts Schedules Floor Layouts Schedules j Ej Bilt LAR Ew Alternate a 6 Scheduling Add Range Edit Defaults Schedule _ w The list view displays a list of Aternate schedules for days where your schedule is different from your regular or f Defauk schedules Dates that are on this list appear in red in the Monthly Calendar View n T Date Breakfast Brunch Lunch Dinner In House Onty 1 In House nby 2 J 11 22 2007 CLOSED CLOSED Lunch 2 Dinner Sun Wed CLOSED CLOSED aos 2 Show past dates 3 4 5 Figure 14 2 Schedules Tab Alternate Schedule View 1 Alternate Displays a list of dates with Alternate 4 Change Change the selected Alternate Schedule Schedules Schedules 2 Show Past Hide or show Alternate Schedules that 5 Delete Delete the selected Alternate Schedule Dates have passed 3 Add Add a new Alternate Schedule 6 Exit Exit and return to Admi
246. ot on your reservation sheet 1 Load the reservation sheet that you want to edit For more information refer to Editing a Reservation Sheet on page 85 2 On the Edit Sheet Tab select all the slots you want to change by Ctrl Tapping individual slots or Shift Tapping a block of slots Tap the Change button Sheet Hame Shift Sheet Details 12 30 PM 2 4 First Slot Lunch 11 00 AM 5 00 PM Standard Standard Standard Manager Standard Standard Standard Standard Standard Standard 11 cvao oie _can _ SE dafla ala aE mer soena 5 Use the controls beneath the Sheet Details area on the left to add change delete and copy slots on this sheet Edit Sheet X Sheet Summary gt 10 Top Total Figure 12 19 Edit Sheet Tab on the Edit Sheet Dialog 96 OpenTable Software v7 0 User Manual 3 The Edit Slots Dialog is displayed Check the box next to the attribute you want to change for all 5 selected slots and make your changes You have selected multiple slots for editing To Edit a slot attribute for the selected slots tap the attribute s checkbox and make your changes All other attributes will remain unchanged Slot Type Hours Before Expiration Standard v Never Expire v Hours Minutes SN eee HA Ae DEGHDLIIE mongsa nil IV Party Size Maximum A eee Figure 12 20 Edit Slot Dialog Multiple Slots Selected Tap
247. ottom of the Add Edit Walk In Party Dialogs indicate whether or not the walk in has been seated in an inserted or existing slot Multi Seating Walk ins Multi seating is used to seat walk in parties at more than one table To multi seat a walk in party at more than one table 1 Seat the walk in party at a table as described in previous sections 2 Tap the party s table and tap the Multi button on the bottom right portion of the Floor View Res Codes Guest Hotes Guest Codes Party Size z Walk In Smith John Table 5 Seated 3 30 PM 0 hr 0 min Seated at 3 30 Ph E T D 4 30 PM Done ne Walk In Server Figure 6 17 Multi Seating a Walk In on the Floor View 3 Tap all the tables that the walk in party will occupy 4 Tap the Multi button again The tables will change color to the seated status color and will be marked as one party Chapter 6 Floor View 61 Editing Guest I nformation for Walk Ins If the restaurant is busy it is possible to seat a walk in party and enter the guest s name and reservation notes and codes later when the hostess has more time There are two ways to handle guest names for walk ins a user can enter a single use guest name or select the guest from the guest database Entering a Single Use Guest Name for a Walk In A single use guest name is only associated with that specific walk in entry and is NOT saved in the guest database To add a single use guest name to a walk in party
248. ou cannot delete an Alternate Schedule if there are pending reservations on that date AND the Default Schedule that takes the place of the Alternate Schedule is Closed Chapter 14 Schedules 119 Schedules Tab Ranges View The Ranges View in the Sheets Floor Layouts Schedules Dialog shows you all the Date Ranges you have scheduled Date Ranges allow you to create a repeating schedule over several days that temporarily replace your Default or REGULAR Schedule The Ranges View is designed to provide an easy way to see and change all existing Date Ranges Sheets Floor Layouts Schedules aA i ELS LEK Eii Ranges 3 Scheduling Add Range Edit Defaults WF Range View displays a list of recurring schedules that span across several days where the schedules are different from your Default Schedules Dates that are in a range will display the date range icon inthe Monthly Calendar View LIST OF DATE RANGES ee ee me a o Holiday Single 12242007 12 25 2007 r gt 4 Add Change Delete RESERVATION SHEET ASSIGHMENT FOR THE RANGE Holiday Show past ranges 5 2 CLOSED CLOSED CLOSED CLOSED CLOSED CLOSED Figure 14 3 Schedules Tab Ranges View 1 List of Date List of date ranges 4 Edit Controls Add change or delete selected date Ranges range 2 Reservation Sheet Reservation sheet assignments for 5 Show Past Ranges Hide or show date ranges that have Assignment the selected date range passed 3 Exit Exit Schedules Ta
249. ou want to copy Tap Copy at the bottom of the dialog The Copy User Account Dialog is displayed Copy User Account User Hame First Hame Manager Last Hame Manager Password min f characters aa Confirm Password T Save Cancel Figure 18 7 Copy User Account Dialog Enter a new User Name First Name and Last Name Enter a password minimum 7 characters Then re enter the same password Tap Save to save your changes Disabling a User Account To disable a user account l Tap Admin on the Side Navigation Bar Then tap the User Account Administration button The Edit User Accounts Dialog is displayed Highlight the user account that you want to disable 3 Tap Disable lock icon at the bottom of the dialog to disable the user account The user account sta tus now says No in the Active column This user account will no longer have access to any of the password protected features Enable a User Account To enable a user account l Tap Admin on the Side Navigation Bar Then tap the User Account Administration button The Edit User Accounts Dialog is displayed Highlight the user account that you want to enable Tap Change at the bottom of the dialog The Edit User Dialog is displayed In the Account Status section tap the dropdown and select Active Tap Save to save your changes Chapter 18 Users 187 Change User Password If you need to change or reset a pas
250. our needs Table Status Settings All Arrived Assumed Seated Bus Table Cancelled Check Dropped Cleared Confirmed Dessert Left Message Ho Answer Hot Confirmed Late Paged 1 Paged 2 Color Click to Edit Click to Edit Click to Edit Click to Edit Click to Edit Cancel Figure 17 10 Admin View Table Status Settings Dialog Changing a Status Color To change a status color Tap Admin on the Side Navigation Bar Then tap the Table Status Settings button The 7ab e Sta tus Settings Dialog is displayed Tap the Click to Edit button for the code that you want to change The Co or Dialog is displayed Select a new color for your table status Tap OK Tap Save to save your changes l 4 Changing a Status Code To change the abbreviation or status code 1 Tap Admin on the Side Navigation Bar Then tap the Table Status Settings button The Table Sta tus Settings Dialog is displayed 2 Double tap the code that you want to change A cursor will appear in the Code field Chapter 17 Other Options 177 3 Enter a new code and hit Enter on your keyboard 4 Tap Save to save your changes POS Settings Point of Sale POS integration is a separate service and is not available in all markets For more details about configuring POS Integration please refer to the POS Integration User Manual Contact OpenTable You can report a problem or suggest a product enhancement by sending an E
251. ouse Waitlist View 43 Chapter 5 In House Waitlist View The n House Waitlist View allows you to manage a guest waitlist for one of today s shifts You can access this view by tapping the Waitlist button on the Side Navigation Bar This view is an expanded more feature rich full screen version of the Active Waitlist on the Floor View For more information refer to Active Wait list on page 63 The n House Waitlist View and the Active Waitlist are different views presentations of the same guest data but the n House Waitlist View displays more information and has more features Use the Active Waitlist if you prefer to see both the Floor View and the waitlist on one screen and or you are used to the way the waitlist works from prior versions of the software Use the n House Waitlist View to see more information about each party including an indicator for parties that are past their quoted wait time Pager ID if applicable dining preferences notes and mobile phone number Using the In House Waitlist View The n House Waitlist View is designed to let users see a great deal of information about all waiting parties at a glance for one of today s shifts this waitlist cannot be used for shifts on previous or future days Whenever there is a waiting party on the list the color of the hourglass on the n House Waitlist View but ton on the Side Navigation Bar changes to red and an exclamation point is added to the button Waitl
252. out Dialog Edit Floor Layout Tab Change basic floor layout properties and settings Add change delete and position tables on the floor layout Save the floor layout Print the floor layout Undo the last command Redo the last command Save a copy of this floor layout with a different name See additional functions 9 10 11 12 13 14 15 Chairs Exit Instructions Layout Name Top Navigation Bar Edit Pane Floor Layout Pane Hide or display chairs on all tables Exit the Add or Edit Floor Layout Dialog Provides instructions on what to do Name of this Floor Layout Contains frequently used functions when editing floor layouts add change copy delete and add remove floor timers Set table attributes The pane changes depending on the selected action Create edit and delete tables in the floor layout pane Chapter 13 Floor Layouts 103 Adding Tables to a Floor Layout To add tables to a floor layout 1 Load the floor layout that you want to edit For more information refer to Editing a Floor Layout on page 100 2 On the Edit Floor Layout Dialog make sure the Edit Floor Layout Tab is selected and tap Add on the Top Navigation Bar The Edit Pane on the left of the dialog changes to display the Add Table controls Figure 13 6 Edit Floor Layouts Dialog Add Tables Button on the Top Navigation Bar 3 Use the controls at the top of the Edit Pane to set the table at
253. ove the calendar changes to reflect the sheet assignments for the six shifts on that day 3 In the Reservation Sheet Assignments Panel find the shift you want to close and tap the correspond ing dropdown list for that shift Select the empty reservation sheet you just created Do not select Closed in the dropdown list 4 Tap Save on the 7op Navigation Barto save your changes The following things are displayed on the date in the calendar e The Alternate Schedule icon appears indicating that the date has a schedule that is different from the Default Schedule e The start times and shift names of the open shifts appear Rescheduling Existing Reservations 1 Navigate to the shift you Closed in the Sheet or Book View All existing reservations are still visible and no empty slots are available for booking 2 Call each guest that has a reservation on the shift and reschedule them for a different day 3 When you move each reservation to the new day and time the system displays a confirmation dialog asking if you want to delete the inserted reservation slot This is the slot that the reservation was just moved from 4 Tap Yes to remove the slot This prevents leaving empty slots on the Closed shift Chapter 15 System and Floor Management Settings 137 Chapter 15 System and Floor Settings System Settings The second option in the Main Options section of the Admin View is System Settings Tap the System Settings bu
254. p Cancel 2 3 5 3 Figure 2 17 Controls for Moving an Existing Reservation 1 Move Completes the move into the slot 4 Original date Original date and time of the reservation selected by the user and time being moved 2 Party Info Guest Name and party size 5 Cancel Cancels the move 3 Insert Moves the reservation into a newly inserted slot 5 You now have three options e To move the reservation to an existing empty reservation slot tap the slot and tap the Move but ton 1 at the bottom of the view to complete the move You can use the Ca endar button on the Top Navigation Barto move to a different day and search for an empty slot e To move the reservation to a newly inserted reservation slot tap the Insert button 3 at the bot tom of the view to create the new slot and then tap OK to complete the move e To cancel the move tap the Cancel button 5 f you are moving a reservation from a slot that was inserted at the same time that the reser vation was made the system will orompt you to keep or discard the resulting empty inserted slot on the shift View Change Log The Change Log displays a history of changes that were made to a reservation including when the reser vation was made changes to the date time or party size and the name of the computer that was used to make the changes To view and or print the Change Log 1 On Sheet Book or Floor View highlight the reservation 20 OpenTable Software v7 0 User
255. p the desired table to seat the party For more information refer to Seating a Waitlist Party on page 49 Partially Seating To partially seat a party from the Sheet View Book View or Floor View l 2 3 Tap a reservation to highlight it Tap the Status button on the 7op Navigation Bar and select the Partially Seated status The system will switch to the Floor View Tap the desired table to partially seat the party The system changes the table color to show that the table is partially seated 4 When the party has completely arrived tap the party s table on the Floor View and tap the Seat but ton in the lower right portion of the view to complete the seating Multi Seating To seat a party across multiple tables 1 Tap a reservation to highlight it 2 Tap the Seat button in the lower right portion of the view 3 The Multi button will now appear in the lower right portion of the view Tap the Multi button _ Res Hotes Res Codes Guest Notes Guest Codes Party Size Tanner Dan a p Ho codes Table Seated 2 40 PM 0 hr 0 min Seated at 2 40 PM Reports i En Block TD Done Slot Walk In Server Figure 6 5 Multi Seating a Party on the Floor View 4 Tap all the tables that you would like to use for the party 5 Tap Multi one more time to complete the seating Switching Tables You can move a party to another table after they have been seated by tapping the party s current t
256. play the Floor Timer position of the currently selected table Floor timers are displayed for all tables on the layout in the Floor Layout Pane Figure 13 11 Edit Floor Layout Dialog Floor Timers Button on the Top Navigation Bar 3 Select one or more tables on the layout You can do this by Ctri tapping or Shift tapping tables to select multiple tables You can also tap and drag a selection box around multiple tables on the layout 108 OpenTable Software v7 0 User Manual All tables within the selection box are selected and a preview image of the last table selected is dis played in the edit pane on the left Edit Floor Layout You have started to edit the table timer positions Select one or more tables on the floor layout On the left panel use the arrow keys or drag the table timer to the desired position Tap the Edit Table Timer button again to finish 5 Dinner Sun Wed A ee ee More i p d Undo Redo eae tee meat Le Fe q amp soos 2 mi paee ij Table 7 Seats 26 6 top 2 Figure 13 12 Positioning Floor Timers Using the Edit Pane 4 To re position the floor timers for the selected tables tap and drag the floor timer to its new location in the Edit Pane on the left side of the dialog All the floor timers for the selected tables are re posi tioned You can use the arrow keys on your keyboard to make micro adjustments and move the floor timer one pixel at a time 5 Tap Save to save all your chan
257. plays the Edit Concierge Dia log Edit Concierge First Hame An Last Hame Miler Cancel Figure 16 16 Edit Concierge Dialog 5 Make your changes 6 Tap Save to save your changes Deleting a Concierge To delete a concierge 1 Tap Admin on the Side Navigation Bar Then tap the Hotels and Concierges button 2 In the Edit Hotels and Concierges Dialog tap the hotel where the concierge works The system dis plays a list of concierge entries in the Concierge List 3 Tap the concierge s name 4 Tap the Delete button underneath the Concierge List The system displays a confirmation dialog 7298 Confirm Delete James Beckett a Figure 16 17 Delete Concierge Confirmation Dialog 5 Tap Yes to delete the concierge Chapter 17 Other Options 171 Chapter 17 Other Options In the lower left portion of the Admin View is the Other Options section Tap the E Mail Settings button to configure your E Mail Settings for sending E Mails Tap the Table Status Settings to configure your table status colors For restaurants who have Point of Sale integration enabled tap the POS Settings but ton to configure your POS settings The POS button is grayed out if POS integration is disabled Tap the Contact OpenTable button to send an E Mail to OpenTable Support for assistance or to submit an en hancement suggestion Main Options Lists sheets Floor Layouts Schedules Servers System Settings Reserva
258. pleted covers parties that have finished dining Cover Count 10 Expected Covers Cover Count Summary 16 Covers pale coders 0 Completed Covers 3 30 5 00 5 15 5 30 5 45 6 00 6 15 6 30 6 45 7 00 7 15 7 30 7 45 6 00 6 15 6 30 6 45 9 00 9 15 9 30 9 2 2 2 4 2 2 Pa 2 4 2 d 2 2 Ea Waiting Report Print Close Figure 19 21 Cover Count Report 3 Tap the Print button to print a copy of the report 4 Tap the Waiting Report button to generate a report of the Partially Arrived or All Arrived parties that are waiting to be seated Cover Count Report Reports View The second version of the cover count report displays time slots along the left side of the report and also shows cover counts for each reservation by time slot as well as subtotals by time slot To generate a cover count report 1 Tap Reports on the Side Navigation Bar Then tap the Cover Count button 2 In the Cover Count Report Options Dialog tap the Shift Date dropdown list control to select the date for the report Cover Count Report Opti Shift Date 121272006 v Choose Shift Dinner Figure 19 22 Cover Count Report Options Dialog 3 Tap the desired shift for the report only open shifts will be displayed 4 Tap the Generate Report button to create the cover count report The cover count report contains the following information e Reservation Date e Total cover count by time slot e Shift e Cover count by time slot by
259. pushing large export files across the web 1 Tap the Reports button on the Side Navigation Bar Then tap the Guest Export button 2 If prompted enter a password that has access to this area to continue Chapter 19 Reports View 225 3 The system displays the Guest Export Dialog informing you that all guests in your OpenTable system are about to be exported Select any desired export options Guest Export Xx You are about to export all guest information into a tab delimited file Click Export to continue Export Options Only export guests with E Mail addresses Include quests that have changed since Include archived guest information Export into multiple files max 60 000 guest records per file WN 5 Export Figure 19 48 Guest Export Dialog Warning Message 1 Export Guests Only exports guests with an 4 Export into Depending on report size export the with E Mail E Mail address multiple files report in multiple files 2 Include Guest Guests with updated guest data 5 Export Tap to start the export process since since specify date 3 Include Archived Includes archived guest data Guest Information If you select the nclude archived guest information box the system will warn you that it will access archived data for the report typically guests that have not made a reservation in more than 24 months If you select Export into multiple files box each file will contain a maximum of 60 000 guest rec
260. r and slot type Standard or Manager 4 If you choose to add a Manager Slot then the Hours Before Expiration dropdown is enabled and you can configure the slot to be an Expiring Manager Slot by setting the expiration time You can also set the expiration time to never expire If you want to choose a party size gt 6 use the party size dropdown menus to select or enter a differ ent party size 5 Choose how many slots to create If you want the slots to repeat over a certain time interval for example add four deuces starting at 5 00 PM AND repeat the slots every hour check the Repeat Every checkbox at the bottom of the Add S ot s Dialog and select the time interval 6 Tap the Add button to finish The Add S ot s Dialog is closed and the new slots are added to the sheet and continue to be highlighted A plus sign is displayed in the column next to the new slots to indicate that the slots were added 7 Review your changes in the Sheet Details and Sheet Summary areas Repeat as necessary 94 OpenTable Software v7 0 User Manual 8 Tap Save on the 7op Navigation Barto save your changes All symbols in the column are cleared If you tap Add and Continue instead of Add on the Add Slot s Dialog the slots are added but the Add Slot s Dialog continues to be displayed for you to add more slots Changing One Slot on a Reservation Sheet To change a slot on your reservation sheet 1 Load the reservation sheet t
261. r ID display in n House Waitlist View 1 Tap Admin on the Side Navigation Bar Then tap the Floor Management Settings button 2 Tap the Waitlist Settings Tab 3 Check the box next to Display Pager ID in the Waitlist Floor Management Floor Settings Waitlist Settings Chits Cards Options Search for Waitlist quests in the database W Display Pager ID in the Waitlist Figure 15 34 Display Pager ID in the Waitlist 4 Tap Save to save your changes Configuring Dining Preferences Restaurants that maintain a wait during a shift often receive common requests from waiting guests that need to be tracked Guest may have some type of table and or dining room preference like smoking out door booth etc You can configure the waitlist to track up to four dining preferences for waiting parties Preferences appear as buttons on the Add Waitlist Party Dialog Edit Waitlist Party Dialog and as columns in the n House Waitlist View When editing a waitlist entry tapping the preference button selects that preference and the associated reservation code Tapping the preference button again de selects the preference If a preference is selected a check appears in the appropriate preference column for the wait ing party in the n House Waitlist View To configure the waitlist dining preferences Tap Admin on the Side Navigation Bar Tap the Floor Management Settings button Chapter 15 System and Floor Management Settings 155
262. r a password Enter a valid password and tap OK The second method Is not recom mended because it can greatly impact the operational flow 234 OpenTable Software v7 0 User Manual How do I cancel a reservation You can cancel a reservation in the Change Party Status Dialog or in the Change Entry Dialog Both meth ods cancel the reservation and remove it from all views To cancel a reservations using Change Party Status tap the reservation you wish to cancel Tap the Sta tus button on the 7op Navigation Bar to see a list of party statuses Tap the Cancelled button and then tap Yes to confirm the cancellation To cancel a reservations using Change Entry tap the reservation you wish to cancel Tap the Change but ton on the 7op Navigation Bar Tap the Cancelled button and then tap Yes to confirm the cancellation How do No Show a party Highlight the reservation you wish to no show by tapping the reservation once Tap the Status button on the 70p Navigation Bar and then tap the No Show button The system changes the status to Vo Show The reservation is still visible in the different views but the background color changes to the color that was chosen in the Admin View Table Status Settings to represent a No Show What is the Reservation Change Log The reservation change log documents reservation information such as date and time of the original res ervation changes to date time or party size adding viewing or changing credit car
263. r on the left or right side of the screen for more information refer to Navi gation Bar on page 139 Both navigation bars are visible in all views except in the Reserve View and Guest View 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 oreet tc e ca 16 E aa ra EA Gara Book Time Max Tbl Name st Phone N Made amp 17 e3 jron a Bucov nois afe esosssooss viome oss as roaa E 18 9 rasan a feae swo ae eosa rone osma ne Frya anf a foeaney uies 4 fc fesoss50028 ome E ost 19 H hirovul a franer ban 4 es0sss 0014 Home osma aee izoo pn white ware a c_e80sssanz0 Home osz 20 i LEE BRYAN REEE E Mizon a Pearaceore Tale es0sss00zs riome on 21 aj E 57 zoom a How DE 23 f peasema EP 24 a oeM fT S a 5 Res Hotes Res Codes Guest Hotes Guest Codes aA Enjoys Merlot Friend of Owner Friend of Chef Reports Figure 2 1 Top and Side Navigation Bars in Sheet View 1 Restaurant Display Restaurant name 14 Card Print chit for highlighted party 2 Options Change Schedule Sheets 15 Sheet View Display Sheet View 3 Shift Change shifts 16 Book View Display Book View 4 Day Back Move calendar back one day 17 Waitlist Show current shift In House Waitlist 5 Date Display calendar 18 Floor View Display Floor View 6 Day Forward Move calendar forward one day 19 Future Show waitlist for future dates 7 Time Dropdown Jump to the select
264. ran lt Country Code gt lt Phone gt gt lt Extension gt y 49 1234 5678 x99999 Hana Kon lt Country Code gt lt Phone gt lt Extension gt g Song 852 1234 5678 x 99999 Table 1 1 Phone Formats by Country 4 OpenTable Software v7 0 User Manual lt Country Code gt lt Phone gt lt Extension gt Japan 81 123 456 7890 x 99999 or 81 123 4567 8901 x99999 eco lt Country Code gt lt Phone gt lt Extension gt 52 1234 5678 x 99999 deaan lt Country Code gt lt Phone gt lt Extension gt sap 65 1234 5678 x 99999 Spain lt Country Code gt lt Phone gt lt Extension gt P 34 123 456 789 x 99999 lt Country Code gt lt Area Code gt lt Phone gt lt Extension gt 44 1234 567 8901 x 99999 Default or 44 123 4567 8901 x 99999 or 44 12345 678901 x99999 United Kingdom United States lt Area Code gt lt Phone gt lt Extension gt 123 456 7890 x 99999 Table 1 1 Phone Formats by Country Dates and Time Date displays will vary depending on the country configuration Auto Closed Special Dates and Holidays Days that are automatically closed in the reservation book will vary by country Reporting In the guest special occasions and mailing labels reports and when generating a Marketing E Mail distri bution list you can filter by area code for systems configured for the US and Canada only Report print outs are configured to print on Letter size paper for systems configured for the
265. rant 4 Today Total Count How Connection OT Bistr hos 10 25 2007 REAR 12 45 PM gt hd i Seated si 1 22 PM ae Status Options P4 s i Pada Status Figure 3 9 Add Button on the Top Navigation Bar 2 The system displays the nsert Slot Dialog Tap the appropriate controls to configure the slot time party size minimum and party size maximum If desired you can also enter a table number for the Slot Insert Slot alot Slot Date Slot Time Size Min Max Slot Type 10 22 2007 12 30 PM 2 4 standard en EA es Party Size Minimum ecd a a Party Size Maximum Save and Add Save and Cancel More Reserve Figure 3 10 Insert Slot Dialog 3 Tap the Save and Add More button to insert the new reservation slot with your configuration set tings 4 The system saves the new slot and refreshes the view The new slot continues to be highlighted and a solid red plus sign is displayed in the column to the left of the inserted slot to indicate that the slot was added to this shift The nsert Slot Dialog continues to be displayed with the settings you con figured 5 If you wish to add more slots with the same set of characteristics simply tap the Save and Add More button and the system will add more slots with those same characteristics You can also change the slot settings in the nsert S ot Dialog and tap the Save and Add More button 6 When you are ready to add your
266. rder and which fields to display The default sort order is to sort by reservation time and then by guest name within each reservation time Chapter 19 Reports View 197 10 To select fields for display tap the field name that you want to display on the report the button will look like it has been pressed in The following fields can be displayed or hidden e Guest Phone Numbers e Guest Notes e Guest Codes 11 Tap the Generate Report button to generate the no show report The no show report contains the following information e Shift e Party Size e Notes e Date Range e Table Number e Codes e Cover Count e Last Name e Date the reservation was made e Reservation Date e First Name e Reservation Time e Phone Number Guest Report The guest report generates a list of guests and can be filtered based on their reservations address or code information To run a guest report 1 Tap Reports on the Side Navigation Bar Then tap the Guest button 2 In the Guest Report Options Dialog tap the Show All Guests button to generate an unfiltered report Depending on the number of guests in the system an unfiltered report may take several minutes to generate your guests out of the OpenTable system The export file will also be easier to import into f you want to access all guest records it is faster to use the guest export feature to export all s another software program like Microsoft Excel or Access Guest Report Options Show ALL gue
267. re that the final product looks the way you expect it to look and that all image links work properly and display images properly It is highly recommended to send test E Mails to a few different test E Mail addresses on different E Mail ser vices because different E Mail programs interpret and display HTML and images differently It is also rec ommended to open your test E Mails on a different computer than the one you use to edit and send your E Mails to ensure that the images display properly As a general rule of thumb you should always send test E Mails after you make changes to the E Mail and before you send it to a wider audience y Although HTML fs a fairly mature standard all E Mail clients AOL Yahoo GMail etc interpret gt HTML in slightly different ways It is a good practice to send test E Mails to several different types of E Mail clients to ensure that your E Mail looks and works the way you intend it to Chapter 19 Reports View 221 Mailing Labels The mailing labels feature allows you to print mailing or shipping labels for all guests with addresses in the system To generate mailing labels 1 Tap Reports on the Side Navigation Bar Then tap the Mailing Labels button 2 Inthe Guest Mailing Labels Options Dialog tap the Show All Guests button to generate an unfiltered report Depending on the number of guests that you have in the system an unfiltered report may take several minutes to generate Guest Mailing L
268. re v7 0 User Manual 2 Tap Add at the bottom of the dialog The Add User Dialog is displayed Add User Z4 Edit user account information and select access rights to assign to the user User Hame Account Status Change 6 Host Stand Active x Password First Hame Description Host Host Stand Last Hame Host aon eee erenneren seems pacarane 7_ omngenessraion ine oroen acicommeenavsins fT Configure Manager Slots Configure empty Manager Slots Configure Standard Slots Configure empty Standard Slots Delete Inserted Slots Delete empty inserted Standard Slots Figure 18 4 Add User Dialog 3 Enter a User Name First Name and Last Name 4 Enter a description in the Description field 5 Tap the Change Password button to set the user s password 6 Tap the the blank column under A fow column next to the features that you want the user to have access to A checkmark will appear in the A ow column Tapping the feature again removes the check mark and the user will no longer have access to this feature 7 Tap Save to save your changes The user s password will allow the user to access all features that have a checkmark next to it Edit User Account To edit a user account 1 Tap Admin on the Side Navigation Bar Then tap the User Account Administration button The Edit User Accounts Dialog is displayed 2 Highlight the user that you want to edit Chapter 18 Users 185 3 Tap
269. re v7 0 User Manual Changing Table and Table Attributes on a Floor Layout To change tables and table attributes on a floor layout 1 Load the the floor layout that you want to edit For more information refer to Editing a Floor Layout on page 100 2 On the Edit Floor Layout Tab on the Edit Floor Layout Dialog tap Change on the Top Navigation Bar The Edit Pane on the left of the dialog changes to display the Change Table controls 3 Select one or more tables on the layout You can do this by Ctri tapping or Shift tapping tables to select multiple tables You can also tap and drag a selection box around multiple tables on the layout All tables within the selection box are selected and a preview image of the last table selected is dis played in the Edit Pane on the left Selected tables are surrounded by a dotted line rectangular box with squares at each of the four corners When selecting multiple tables the last table selected has the focus and the rectangular i box and squares are green The Edit Pane on the left displays attributes and a preview image of the last selected table 4 Use the controls at the top of the Edit Pane to set the table attributes of the selected tables You can e Enter a Table in the Table field max 5 characters e Select the number of seats for the table using the Seats dropdown control e Select the shape of the table using the shapes buttons just above the table preview image e Ch
270. report only open shifts will be displayed Chapter 19 Reports View 203 4 Tap the Reservation and Guest Codes Tab to see the next set of report options Guest Card Options Reservation and Guest Report Options Gods Select Reservation Codes Hotel Referral Web Reservation fit Guest Share Friend of GM Anniversary Vegetarian View Requested VIP Quiet Table TE Birthday Smoking Graduation Highchair Window Requested Select All Clear All Investor Select Guest Codes Wheelchair Access Friend of Owner Friend of Employee ai Select All Clear All To make multiple selections hold down the CTRL key Generate Guest Cards Cancel Figure 19 24 Guest Card Reservation and Guest Codes Tab 5 Filter the report by selecting the desired reservation and guest codes To select multiple codes hold down the Ctrl key on your keyboard and tap each code that you want to select 6 Tap the And or Or button to use the desired combination of reservation and guest codes 7 Tap the Generate Guest Cards button to generate the guest cards report The guest card report contains the following information e Name e Reservation Date e Reservation Time e Party Size e Table Number e Arrival Time e Seated Time e Server Name e Phone Number e Reservation Guest Notes e Reservation Guest Codes In House Waitlist Report e Cancellations e No Shows e Last Reservation e Reservation Count
271. ress For more information refer to E Mail Settings on page 172 After booking a new reservation and tapping Save on the Make A Reservation Dialog the system will dis play the Confirm Reservation Dialog Note You can configure to hide or display the Confirm Reservation Dialog under System Settings If the guest has an E Mail address in the system the system will automat Chapter 21 Frequently Asked Questions 239 ically populate the E Mail address field If the guest does not have an E Mail address in the system you can enter one manually in the address field On the Confirm Reservation Dialog you can select E Mail a Reminder the Morning of option to have the system send a reminder E Mail on the morning of the reservation Tap the Send Now button to send the reservation reminder E Mail Note If this is a res ervation for today the Mai a Reminder the Morning of option will be grayed out and disabled Do Not Send Marketing E Mails option to opt out the guest from any Marketing E Mails they will still receive reservation confirmation and reminder E Mails This setting will be saved as part of the guest record Manually enter an E Mail address or change the pre populated address then tap the Send Now button to automatically save the entered E Mail address into the guest s record Note You can customize the text in the E Mail in the Custom E Mail Text field Navigate to Admin View E Mail Settings button E M
272. rmed Partially sive F j esor Confirmed All Arrived Seated Wrong Number pee Dessert Figure 2 22 Cancelled Status on the Change Party Status Dialog 4 If prompted enter a password that has access to this area to continue 5 Tap Yes to confirm the cancellation or No to exit without canceling 2474 Confirm ED Are you sure you wish to CANCEL this party 2 Lee Jaime party of 4 on Wednesday December 12 2007 at 7 30 Phil i Figure 2 23 Cancellation Confirmation Dialog 6 If you tap Yes the system cancels the reservation and removes it from all views Canceling a Reservation Using the Change Button An alternate method to cancel reservations is to use the Change button 1 On the Sheet View Book View or Floor View highlight the reservation you wish to cancel by tapping the reservation Chapter 2 Sheet View and Book View 23 2 Tap the Change button on the 7oo Navigation Bar to display the Change Entry Dialog Restaurant Shift z Today A Total Count B41 How Connection Lunch 4 10 25 2007 el 12 45 PM Seated 35 422 PM Status T Options z Add Change Status Figure 2 24 Change Button on the Top Navigation Bar 3 Tap Cancel Entry on the Change Entry Dialog Change Entry Guest Hame Lee Jaime Move Entry Cancel Entry Send E Mail Contirm View Change Log Figure 2 25 Cancel Entry Button on the Change Entry Dialog 4 If prompted enter a password that
273. s Notes Res Codes OK Status Preferences Guest Notes Guest Codes Cancel Pager ID 12 13 PM 143 Qui Quiet Table 14 Smo Smoking Pat Patio Guest Codes 15 16 17 Preferences special requests and comments for this entry only Reservation Codes for this entry only Saves the waitlist entry Set party status to Partially Arrived or All Arrived displays for new entries Up to four configurable and optional dining preferences selected from the list of Reservation Codes Guest preferences and comments for this guest active only if guest is se lected from the database Guest Codes for this guest active if guest is selected from the database Discards any changes to the entry 46 OpenTable Software v7 0 User Manual 2 Tap the Add button on the Top Navigation Bar Restaurant Shift 4 Total Count Connection OT Bistr Fi Lunch Seated iO Status Options Figure 5 4 Add Button on the Top Navigation Bar 3 From the n House Waitlist View you can also tap the Add button in the lower left portion of the view if there is at least one waitlist entry The Add Waitlist Party Dialog is displayed Res Codes Guest Hotes Guest Codes Arrived 4 53 Phl Ames Sally Anniversary Birthday Patio All Arrived Mobile 415 555 1676 dinner Paged 1 Total of Parties Waiting 6 Paged 2 Total 4 of Covers Waiting Paged3 Waitlist Ho Show Rp Figure 5 5 Add Button on
274. se it e Makes the size of your E Mail smaller e Takes less time for you to send the E Mail e Decreases the chances of having your Marketing E Mail filtered out as a virus spam or junk mail because there are no attachments or embedded files that might be mistaken for a virus Inserting image links takes a little extra time and coordination to set up initially because you have to make sure to copy the image files files with an extension of GIF BMP J PG etc to the right location on your server Most professionally created Marketing E Mails and 3rd Party Marketing E Mail firms use this method and insert image links into the E Mails they send out Advantages of Embedding Images Into the Marketing E Mail Body When using this method to place graphics into a Marketing E Mail the images are inserted directly into the E Mail and are part of the E Mail Embedding images directly into the E Mail is easier to set up initially but it is not recommended because it e Makes each E Mail larger in size e Increases the likelihood of having the E Mail not reach the intended guest because it has been fil tered out as spam Inserting Links to Images To insert image links into the E Mail body 1 Generate the E Mail distribution list as described in the previous sections 2 Place your cursor in the E Mail Body pane at the exact location where you want the image to appear 3 On the Edit Marketing E Mail Dialog tap the Insert Image Links button The
275. seating parties on the floor and keeping track of the status of all tables at any given point in time Tables are color coded to reflect their current status empty partially ar rived seated paid etc With the addition of the new Floor Timers button each table displays the time elapsed or time remaining based on your turn time settings As parties complete their meals and leave you can clear the table change status to Done and seat the next party The new Options button gives you options for scheduling and editing the floor layout You can also assign servers to tables maintain a waitlist and make a reservation from the Floor View Features of the Floor View 8 9 10 Main Dining Room als e i 1 asee aba jeak Add Status od _ mm 2 3 4 5 Quiet Table 6 7 1 Floor Layout Display Tabbed interface to navigate be Name tween all layouts 4 max 2 Floor Layout Layout of tables in the restaurant 3 Table with Chairs and Floor Timer 4 Res Notes 5 Res Codes 6 Guest Notes 7 Guest Codes 8 Reservations Tab 4 top table Outline color indicates server Show Reservation Notes for selected party Tap to edit notes Show Reservation Codes for selected party Tap to assign codes Show Guest Notes for selected party Tap to edit notes Show Guest Codes for selected par ty Tap to assign codes Parties to be seated for the shift 9 10 11 12 13 14 15 16 Reservatio
276. ser Manual for contact information Status Panel STATUS SERVICE DETAILS 2 FOS Integration Not Enabled Notifications Last Notification 5 seconds ago OpenTable Connection Your OpenTable system is having problems connecting to the Internet and online diners are unable ta make change or cancel online reservations Please tallow these troubleshooting 3 suggestions to resolve the problem Check all network cables and make sure they are securely plugged in Make sure the OpenTable computer server iz connected ta the hub Make sure the hub is turned on and connected to the DSL modem router Make sure the DSL modem router if turned on and connected to the DSL line Turn off your hub and OSL modenm router and wait 15 seconds Then turn them back on If the problem persists please call OpenTable Customer Support for further assistance 1 Figure 2 3 Status Panel Dialog 8 OpenTable Software v7 0 User Manual Options In the new Options Dialog you can easily change your schedule and your reservation sheet Close This Day Close This Shift or Edit this Reservation Sheet for this day or tap the Scheduling Wizard for step by step instructions to perform other scheduling tasks If the system is configured to password protect one or more of these features the system will prompt you for a password For more information refer to Access Rights on page 179 Tap the Options button to view the Options Dialog Reservation Sh
277. shop Make sure you save the picture as a bitmap with the appropriate dimensions and copy it to a computer using the OpenTable software Then follow the steps to import the picture Modifying a Background Picture To modify an existing background picture that is assigned to a floor layout 1 Load the floor layout that you want to edit For more information refer to Editing a Floor Layout on page 100 2 Tap More at the top of the page The More Dialog is displayed Chapter 13 Floor Layouts 111 3 Tap Modify Background The system launches Microsoft Paint Use Microsoft Paint to edit your background picture and add shapes logos colors etc vaerbiBF tmp bmp Paint olx File Edit View Image Colors Help J E E ETAN N EuN FE ETEN m mAN For Help click Help Topics on the Help Menu Figure 13 16 Editing a Background Picture in Microsoft Paint Tap File Save on the menu bar to save your changes Tap File Exit on the menu bar to exit Microsoft Paint and return to the OpenTable system Tap Done to close the More Dialog Tap Save to save all your changes oe ok or Assigning a Background Picture To assign a background picture to the floor layout 1 Load the floor layout that you want to edit For more information refer to Editing a Floor Layout on page 100 2 Tap More at the top of the page The More Dialog is displayed 3 Tap Assign Background The Assign Ba
278. sign to make it clear that the slot was inserted You can configure and change the settings of an empty inserted Standard Slot several times and the indicator will continue to be a solid red plus sign e The Configure Slot Dialog will display an additional button the De ete Slot button This button allows you to delete the empty inserted slot Configure Slot Slot Slot Date Slot Time Size Min Max Slot Type 12 12 2007 5 15 PM 2 4 standard SEN eles eee ce See fro a Panty Size Maximum Block Block Slot Hote Unblock 7 Delete Slot Cancel Figure 3 18 Configure Slot Dialog for Inserted Standard Slots Only Inserted Slots can be deleted from the book In order to delete all other slots including _ Standard Slots Manager Slots and Expiring Manager Slots you must use the Sheets Floor Lay outs Schedules button in the Admin View to delete slots from the appropriate reservation sheets Restoring Changed Slot Settings Users can restore the original slot settings for any empty changed slots Changed slots are identified by a red or blue triangle in the column to the left of the slot To restore the original settings for a changed slot 1 Navigate to the desired shift on the Sheet View Book View or Floor View All Slots Tab 2 Tap the empty slot that you want to restore The slot is highlighted The slot must be an empty changed slot has a red or blue triangle in the
279. splay the Change Entry Dialog choices Restaurant Shift Today Total Count 51 How Connection OT Bistr Lunch b 10 25 2007 12 45 PM Seated 1 22 PM _ Status Options Fg i Add Change Status Card Figure 7 3 Top Navigation Bar 66 OpenTable Software v7 0 User Manual 3 Tap Move Entry Change Entry Guest Hame Summers Jaime Move Entry Cancel Entry Figure 7 4 Move Entry Button on the Change Entry Dialog 4 The system will display the name and party size 2 and the original date and time of the entry 4 you are moving at the bottom of the view Select anew slot and click MOVE to complete the move or click INSERT to insert a new slot Click CANCEL to cancel the operation Original Time December 12 2006 amp 6 00 PM Ciparetti Sylvio party of 2 Figure 7 5 Controls for Moving a Future Waitlist Entry 1 Move Completes the move 4 Original date and Original date and time time 2 Party Info Guest Name and party size 5 Cancel Cancels the move 3 Insert Inserts a new slot 5 You now have three options e To move the future waitlist entry to an existing empty reservation slot tap the Sheet View or Book View button on the Side Navigation Bar navigate to the desired date and shift tap the slot and tap Move 1 at the bottom of the view to complete the move You can tap the Calendar but ton on the Jop Navigation Barto move to a different day e To move the future
280. st Notes Guest preferences amp comments for this tion or the recommended party size if it is guest an empty slot 5 Table Pre assigned or seated table number 10 Guest Codes Guest Codes for this guest Tbl 14 OpenTable Software v7 0 User Manual Making a Reservation in Sheet or Book View There are several ways to make a reservation in the OpenTable system This section will cover making a reservation in the Sheet View and Book View The steps are nearly identical Making a Reservation To make a reservation 1 Tap the Sheet View or Book View buttons on the Side Navigation Bar 2 If you have multiple shifts open on that day go to the 70op Navigation Bar and tap the Shift button to change to a different shift on the same day 3 Tap the Date button to display a calendar 4 Navigate to and tap the desired date then tap OK The screen will refresh and display the day s reser vations and available slots on the Sheet View or Book View Restaurant Shift z Today i Total Count 61 How Connection Lunch B 4025 2007 12 45 PM Seated 35 4 1 22PM Status Options sr q gt Add Change Status Figure 2 11 Top Navigation Bar Figure 2 12 Calendar Chapter 2 Sheet View and Book View 15 5 Tap an empty reservation slot and hit Enter on your keyboard or double tap the desired empty slot The system displays the Guest dentification Dialog Guest Identification Lunch on Wednesday December 12 2007 a
281. st con trols to select the of minutes and seconds to lock a slot when making a new reservation Time Limits Lock slot for 3 minutes foo seconds Figure 15 16 Configuring Time Limits Tap Save to save your changes Tap the Sheet View button on the Side Navigation Bar Double tap an empty slot and select any guest to start making a reservation The system displays the Make A Reservation Dialog The timer will display the remaining time for the temporary hold on the reservation YS a w Make a Reservation Lunch Wed 12 12 2007 11 00 AM Temporary hold on this slot expires in 2 00 Figure 15 17 Reservation Lock Timer on the Make A Reservation Dialog Large Party Settings You can enter a number you consider to be a large party When a party that is greater than this number is booked the party will display in red text in all views To set your large party settings 1 Tap Admin on the Side Navigation Bar Then tap the System Settings button 2 Tap the Reservation Settings Tab at the top In the Large Party Size section check the box next to Display in red if larger than to activate it then enter a party size in the field Large Party Size W Display in red if larger than 7 Prompt for password if larger than a Figure 15 18 Configuring Large Party Display Settings 3 Tap Save to save your changes All reservations with a party size larger than the value entered will be
282. sts Show filtered list of guests Report Options ions Guest Output Options Show Guests who have made reservations Include archived information Start Date End Date Within this date range 8 13200 Y Today 813 200 Today a minimum number of z or more reservations times Within specific shifts Lunch Dinner Show Guests who have been modified Start Date End Date Within this date range 8 13 20 v Today 8 13 20 Today Generate Report Cancel Figure 19 16 Guest Report Options Dialog Report Options Tab 3 You can also tap the Show Filtered List of Guests button to generate a filtered report all the report option tabs will be activated and will allow you to configure the options for your report 4 Tap the Report Options Tab and tap each button to see the various configuration options You can create a guest report for guests that dined within a specific date range dined a minimum number of times and dined during a specific shift You can also include guests who have been modified within a 198 OpenTable Software v7 0 User Manual specific date range Tap the box next to nc lude archived information to include archived guest data The system will warn you if the report will access archived data for the report 5 Tap the Addresses Tab to configure the report to filter by state city zip postal code or area code US and Canada only Note that you c
283. sword you can do this without knowing the old password Simply enter a new password and re enter the password again to confirm To change or reset a user s password 1 Tap Admin on the Side Navigation Bar Then tap the User Account Administration button The Edit User Accounts Dialog is displayed 2 Highlight the user that you want to change the password 3 Tap the Change Password button on the bottom of the dialog The Change Password Dialog is dis played Change Password Hew Password Confirm Hew Password Figure 18 8 Change User s Password 4 Enter a new password minimum of 7 characters Then re enter the same password 5 Tap Save to save your changes Change Password When you need to change your password or another user s password you can do this by going to Admin View and tapping the Change Password button You must have the old password in order to change it If you or a user forgets their old password then you must go to the User Account Administration section For more information refer to the Change User Password section above To change a user s password 1 Tap Admin on the Side Navigation Bar Then tap the Change Password button 2 If your system is configured to password protect the ability to change passwords the system will prompt you for a password Enter a valid password and tap OK 3 The Change Password Dialog is displayed Change Password Old Password New
284. system cannot communicate with the OpenTable website web diners can not make reservations into the restaurant when this occurs Tap the indicator to see more details and some troubleshooting tips A full list of new features can be found in a separate document called What s New in Opentable Software v7 0 2 OpenTable Software v7 0 User Manual Conventions Used in This Manual The User Manual assumes that the user is using a touchscreen when using the system and will use phrases like Double tap the reservation or Touch OK when describing user interactions with the sys tem Users can also connect and use a mouse with the OpenTable system If you are using a mouse sim ply substitute the word click in place of tap or touch for all instructions e g Double click the reservation or Click OK The terms guest customer and diner are used interchangeably throughout the User Manual to refer to restaurant patrons that make reservations and or dine at a restaurant OpenTable System Differences by Country The OpenTable software has fairly robust support for system installation and configuration for restaurants outside of the US including support for international addresses and phone numbers There are subtle user interface and formatting differences depending on the default country configuration of the system Required Guest Fields When adding guests to the system in Guests View or the Make A Reservation Dialog
285. t Reporting Report Paper Size i Letter C A4 Reservation Report f Condensed C Expanded Figure 15 8 Configuring the Report Paper Size 3 Tap Save to save your changes Reservation Report Format You can choose between two different formats for the reservation report Condensed or Expanded The condensed format prints the reservation report with less space between each reservation and has a line separator between groups of reservation time slots The expanded format prints the reservation report with more space between reservations and has a line separator between each reservation To configure the reservation report format 1 Tap Admin on the Side Navigation Bar Then tap the System Settings button 142 OpenTable Software v7 0 User Manual 2 Tap the General Settings Tab In the Reporting section tap the Condensed or Expanded radio button to set your reservation report format Reporting Report Paper Size Letter C Ad Reservation Report f Condensed Expanded Figure 15 9 Configuring the Reservation Report Format 3 Tap Save to save your changes Guest Search In addition to searching for guests by a combination of last name first name and telephone number you can also search for guests by E Mail Address Company Name or Member ID You can configure which of these three options to display by default To configure your guest search default 1 Tap Admi
286. t posos 00 00 4 Edit Edit Server Sections i Table outlines 6 Webs Prioritize Floor View Arrivals Within each time period For the Shift Figure 15 22 Admin View Floor Management Settings Floor Settings Tab Enter minutes to change Floor Timer Display color scheme 1 Warning Display Customize color schemes for Floor Timer display 2 Color Settings Option to automatically change status from paid to bus table 3 Status Changes 4 Floor View Notes Show or hide guest notes and Codes codes on the Floor View Floor Timers 5 Choose direction of Floor Timer as cending or descending Direction Display table outlines or webs for the server section Server Sections Display arrivals within each time peri od or for the entire shift Prioritize Floor View Arrivals Floor timers are displayed on the Floor View in hours and minutes for all parties seated at a table The timers can be set to ascending to track how long the party has been seated Timers can also be set to descending to count down from the expected turn time how long you expect a party to dine down to Chapter 15 System and Floor Management Settings 149 zero Turn times can be set for each reservation sheet by party size For more information refer to Set ting Turn Times for the Sheet on page 87 You can configure the minutes setting to change the color scheme of the Floor Timers when a guest n
287. t large party settings new reservation settings and the reservation sort order System Settings Restaurant Information General Settings Reservation Settings Time Limits Reservation Sort Order Lock slot for 1 i Use default 4 p H TTS Use custom Joo r seconds Son by Large Party Size Then by Display in red if larger than 5 Then by 2 f I 5 F Prompt for password if larger than Then by is r ptions Require guest phone number 3 _ Require user name W Display confirm dialog l Display reservation number Figure 15 15 Admin View System Settings Reservation Settings Tab 1 Time Limits Maximum time that a reserva 3 Options Options for reservations tion slot can be locked 2 Large Party Size Enter a number considered to 4 Reservation Sort Set reservation sort order for all views be a large party Order Reservation Time Limits You can configure the system to temporarily lock a reservation slot for a minimum of two minutes or a maximum of nine minutes forty five seconds after a user double taps an empty reservation slot During this time the user has exclusive rights for a limited amount of time to complete the reservation To set the reservation time limit 1 Tap Admin on the Side Navigation Bar Then tap the System Settings button Chapter 15 System and Floor Management Settings 145 2 Tap the Reservation Settings Tab at the top In the Time Limits section tap the dropdown li
288. t 11 00 AM Last Hame First Hame Phone at least 3 digits i Hame Select Guest Hew Guest Clear 7 i ese corny Gardner Hathalie 212 666 5809 School for the Gifted YIP Garner Hatalie 650 555 0039 School for the Gifte o Gonzalez Juanita 650 555 0040 School for the Gifte WE Gordon Ashley 650 555 0034 School for the Gifte a Gray Jennifer 650 555 0027 School for the Gifte _ Figure 2 13 Guest Identification Dialog 6 Enter the guest s last name first name and or the guest s phone number or you can use the field on the right to search by E Mail Address Company Name or Member ID If the correct guest appears in the list check the phone number double tap the name or tap the guest name once to highlight it and tap the Select Guest button If there are no matches for your guest tap the New Guest button to create a new guest record The Make A Reservation Dialog will appear You can search by a combination of name and phone number or just by E Mail Address Com pany Name or Member ID Entering Reservation Details You are now in the middle of making a reservation and have locked this reservation slot for a limited amount of time During this time you have exclusive rights to this slot and no one else will be able to make a reservation in this slot On other terminals the slot will display n Progress in the name field There is also a countdown timer at the top of the Make A Reservation Dialog that shows you how
289. t Cards 3 Expand to show all notes and codes TAVE Cancel Figure 15 36 Chits Cards Tab 1 Include Select items to be included on 3 Guest Cards Check box to show all notes and codes the chits cards Guest Cards only 2 Card Printing Select statuses that will 4 Chit Print Settings Enter chit print settings and number of automatically print a chit copies to be printed n order to print chits you must purchase connect and install a thermal roll printer on the OpenTable terminal Do NOT set your installed thermal roll printer as the default printer for your computer Depending on your computer s operating system you may need to install an i alternate printer driver first as the default driver and then install the thermal roll driver Include Settings This section allows you to select the fields that you want to display when printing chits and guest cards When printing Reservation and Guest Notes and Codes the system will print ALL notes on chits To config ure chit guest card settings 1 Tap Admin on the Side Navigation Bar Tap the Floor Management Settings button 2 Tap the Chits Cards Tab Chapter 15 System and Floor Management Settings 157 3 In the nclude section check all fields that you wish to include on the Chit Guest Card Fields with a checkmark next to them indicate that the field is selected for printing Include Arrival Time Reservation Hotes Reservations Last visit
290. t Schedule for 12 12 2007 Breakfast 00 00 00 00 CLOSED v E Brunch 00 00 00 00 Select Shift Breakfast cLoseD v Lunch 11 00 AM 4 00 PM Brunch Lunch Lunch Dinner 5 00 PM 11 00 PM Dinner Dinner Sun Wed v C In House Only 1 In House 1 00 00 00 00 In House Only 2 CLOSED v In House 2 00 00 00 00 CLOSED v 31 Calendar lt Back na gt Cancel Figure 14 7 Open a Shift Select Shift 5 Tap the dropdown control to see the list of available reservation sheets for that shift To open the shift tap one of the reservation sheets in the list to assign the reservation sheet to that shift To close the shift tap Closed Repeat as necessary for all shifts Scheduling Wizard 3 Open a Shift Assign Reservation Sheet ea Use the dropdown to assign the reservation sheet to the shift Tap lt Finish to complete the schedule changes Current Schedule for 1212 2007 Breakfast 00 00 00 00 cLoseD v l Brunch 00 00 00 00 cLoseD v Lunch Lunch 11 00 AM 4 00 PM 11 00 AM 4 00 PM Lunch v l Lunch v Dinner 5 00 PM 11 00 PM CLOSED Dinner Sun Wed 7 Lunch Lunch 3 CLOSED v In House 2 00 00 00 00 CLOSED v 31 Calendar lt Back Finish Figure 14 8 Open a Shift Assign Reservation Sheet a 6 Tap Finish to save your new schedule settings and return to the previous view 126 OpenTable Software v7 0
291. t to generate a filtered list tap the Show Filtered List of Guests button the report option tabs will be activated and it will allow you to select the options for your list In the Report Options Tab you can filter your list by Dined within a specific date range Dined more than a minimum number of times Dined within specific shifts and or show guests who have been modified within a date range Tap the Addresses Tab to filter your report by state city zip postal code or area code US and Canada only Check the desired address option state city zip postal code and area code to display a list of values Press the Ctrl key on the keyboard to select more than one item Note You can only filter addresses using one of these four criteria You cannot combine criteria Tap the Reservation and Guest Codes Tab to see the next set of options Filter the report by selecting the desired reservation and or guest codes To select multiple codes hold down the Ctrl key on your key board and tap each code Tap the And or Or button to use the desired combination of codes Tap the Generate E Mail button at the bottom of your desired report tab to generate an E Mail list All guests that satisfy your selection criteria AND that have an E Mail address will be selected for this E Mail 240 OpenTable Software v7 0 User Manual 2 Editing Your E Mail List Next in the 70 Field on the Edit Marketing E Mail Dialog you ll see the distribution list f
292. tart Date End Date Figure 14 10 Create a Schedule for a Date Range Select Dates and Enter Date Range Name 4 Use the Change Month controls on the Start Date Calendar to navigate to the date you want for the start of the date range Tap the date to select it 5 Use the Change Month controls on the End Date Calendarto navigate to the date you want for the end of the date range Tap the date to select it The End Date must be later than the Start Date 6 Tap Next On Step 3 of the wizard you must select the type of date range you want to create Select the date range type and tap Next e Single Day Schedule Date Range this type of range repeats the same schedule over several con secutive days 128 OpenTable Software v7 0 User Manual 7 8 Multi Day Schedule Date Range this type of range repeats the same weekly pattern over several consecutive weeks Scheduling Wizard Ea 3 Create a Schedule for a Date Range Select Type 1 4 Select the type of date range you want to create Tap lt Next to continue Every day has the same schedule This is a Single Day Schedule date range every day of the date range has the same schedule Select this type if you want to close your reservation book for several consecutive days C Each day of the week can have a different schedule This is a Muti Day Schedule date range each day of the week c
293. tate option will display a list of states that have been captured in guest addresses 10 Press the Ctrl key on the keyboard and tap each state that you want to select When the system gen erates the list it will only include guests that live in the selected states 11 Tap the Reservation and Guest Codes Tab to see the next set of options Guest E Mail Options Hotel Referral Guest Share Web Reservation Friend of GM Lars Wheelchair Access Anniversary i Figure 19 39 Guest E Mail Options Dialog Reservation and Guest Codes Tab 216 OpenTable Software v7 0 User Manual 12 On this tab you can filter the report by selecting the desired reservation and guest codes To select multiple codes hold down the Ctrl key on your keyboard and tap each code that you want to select 13 Tap the And or Or button to use the desired combination of codes For example get E Mail addresses for guests that had reservations that have the Birthday reservation code AND were made by guests with the VIP guest code 14 Tap the Generate E Mail button All guests that satisfy your selection criteria AND that have an E Mail address will be selected for this E Mail The system will add the guest E Mail addresses to the 70 field on the Edit Marketing E Mail Dialog The E Mail distribution list will not include any guests that have opted out of the restaurant s Marketing program Guests are considered opted out if the No Marketing E Mail Flag on their guest r
294. tatuses 1 In the Sheet View Book View or Floor View tap a reservation to highlight it and tap the Status but ton on the 7op Navigation Bar Restaurant Today f Total Count 51 How Connection 10 25 2007 12 45 PM Seated 35 A 1 22 PM Status Change Status Figure 4 2 Status Button on the Top Navigation Bar 42 OpenTable Software v7 0 User Manual 2 The system displays the Change Party Status Dialog The reservation s current status is in bold type Tap the desired status for the reservation 3 The reservation will change to the corresponding status color tap a different reservation to see the background color change If you are on the Sheet View the ST Status Column will change to the Status code for the new status Be sure to mark your cancellations and no shows with the appropriate status to accurately reflect guest dining history and ensure accurate reporting and billing Notes You can access the Change Party Status Dialog in several ways e On the Floor View double tap a table with a seated party e On the Sheet View double tap the ST Status Column for the desired reservation e On the Sheet View Book View or Floor View highlight the desired reservation and tap Status button on the 7op Navigation Bar scheme of reds Cancel Party No Show etc yellows No Answer Not Confirmed etc and Configure your status colors to establish your own color scheme Consider a color coding s greens Confirm
295. tem displays a list of hotels and their concierges 2 Tap the name of the desired hotel to highlight and select it Once a hotel is highlighted all concierges for that hotel appear in the concierge list on the right Start typing in the Search Concierge List field to jump to the concierge Tap the desired concierge name to highlight and select the concierge to unse lect tap the Clear button 3 Tap Select to complete your selection and return to the Make A Reservation Dialog The selected hotel and concierge name will appear in the lower left portion of the dialog Selecting a hotel or con cierge will automatically assign the Hotel Referral reservation code to the reservation Managing the Hotel and Concierge Lists You can add hotels and concierges while on the Hote and Concierges Dialog Tap the Add button at the bottom of the Hotels list on the left to add a new hotel Tap the Add button at the bottom of the Con cierge list on the right to add a new concierge To make changes to an existing highlighted hotel or con cierge tap the corresponding Change button To remove a hotel or concierge from the list highlight the selection and tap the corresponding Delete button For more information refer to Hotels and Con cierges on page 167 Credit Cards The Credit Card button is used to save a credit card for a reservation Data Is saved as part of the reser vation and not in the guest s record 1 Enter the type of card number
296. tes setting determines the amount of idle time before the screen saver is launched General a Launch Screen Saver after i 1400 minutes Show navigation bar i Left i Right Figure 15 3 Configuring the of Minutes of Idle Time Before Launching the Screen Saver 3 Tap Save to save your changes Disabling the Screen Saver To disable the screen saver 1 Tap Admin on the Side Navigation Bar Then tap the System Settings button 2 Tap the General Settings Tab In the General section uncheck the box next to Launch Screen Saver after to deactivate the screen saver feature General Launch Screen Saver after 400 minutes Show navigation bar i Left i Right Figure 15 4 Disabling the Screen Saver 3 Tap Save to save your changes Navigation Bar To configure the position of the navigation bar to display on the right or left side of the screen 1 Tap Admin on the Side Navigation Bar Then tap the System Settings button 140 OpenTable Software v7 0 User Manual 2 Tap the General Settings Tab In the General section tap the Left or Right radio button to set the location of the navigation bar General MW Launch Screen Saver after 100 minutes Show navigation bar i Left C Right Figure 15 5 Configuring the Navigation Bar Location 3 Tap Save to save your changes Default Phone The default phone type determines which phone number will be displayed automa
297. the In House Waitlist 4 Depending on your configuration the system will prompt you to search the guest database for an existing guest or type in a single use guest name you must enter either a first or last name Prefer ences are configured in the Admin View Floor Management Settings Waitlist Settings Tab for more information refer to Waitlist Settings Tab on page 153 Select the appropriate party size and quoted wait time both must be gt 0 5 If configured tap any of the Preference buttons to set dining preferences for the party 6 Add any notes guest description special requests etc 7 Set the party status by tapping the Partially Arrived or All Arrived button and tap OK The party is added to both the n House Waitlist View and the Active Waitlist Editing an Existing Waitlist Party To edit an existing waitlist party 1 From the n House Waitlist View or the Floor View Active Waitlist Tab find and double tap the wait list party that you want to edit The Edit Waitlist Party Dialog is displayed 2 Make your desired changes and tap OK The changes are saved Assigning Dining Preferences for a Waitlist Party You can select up to four reservation codes and make them selectable dining preferences for the waitlist These dining preferences are displayed as Preference buttons on the Add Waitlist Party Dialog and Edit Waitlist Party Dialog and as columns in the n House Waitlist View These preferences might be r
298. tically when you make a new reservation To select the default phone type 1 Tap Admin on the Side Navigation Bar Then tap the System Settings button 2 Tap the General Settings Tab In the Default Phone section tap the Home Work or Mobile radio button to set your default Default Phone C Home i Work C Mobile Figure 15 6 Configuring the Default Phone Type 3 Tap Save to save your changes Area Codes The Area Codes field allows you to enter area codes that will display in the area code dropdown list when making a reservation or adding a guest to the system Area codes are supported for the US and Canada only To enter your default area codes 1 Tap Admin on the Side Navigation Bar Then tap the System Settings button Chapter 15 System and Floor Management Settings 141 2 Tap the General Settings Tab In the Area Codes section tap the Area Codes field and enter the area codes to be displayed rea Codes US and Canada only 415 408 650 510 707 Figure 15 7 Configuring Area Code Defaults U S and Canada Only 3 Tap Save to save your changes Report Paper Size To configure the report paper size for all printed reports 1 Tap Admin on the Side Navigation Bar Then tap the System Settings button 2 Tap the General Settings Tab In the Reporting section tap the Letter or A4 radio button to set your report paper size defaul
299. tings 1 Load the reservation sheet that you want to edit For more information refer to Editing a Reservation Sheet on page 85 Tap the Properties Tab Change the Sheet Name Sheet Names are required and must be unique Use the dropdowns to select a different Shift and Type Tap the clock icons to change the open time First slot and close time Last slot for the sheet Tap Save on the Top Navigation Barto save your changes Au WN Setting Turn Times for the Sheet The 7urn Times grid on the Properties Tab allows you to set the estimated time that a party will take to finish dining You can enter different turn time settings based on party size larger parties usually have a longer turn time The values you select here will determine the estimated time of departure ETD and when the floor timers change color on the Floor View For more information refer to Floor Timers on page 148 To configure turn times for the sheet 1 Load the reservation sheet that you want to edit For more information refer to Editing a Reservation Sheet on page 85 2 Tap the Properties Tab 3 Locate the 7urn Times for this Sheet grid in the lower left part of the dialog Turn Times for this Sheet Figure 12 6 Turn Times for this Sheet Grid on the Properties Tab 4 Select the party size range you want to change in the grid 88 OpenTable Software v7 0 User Manual 5 Tap the
300. tion amp Guest Codes Floor Kianagement Settings Hotels amp Concierges Other Options Users E Mail Settings Access Rights Table Status Settings OS Se wns Change Password Contact OpenTable Figure 17 1 Admin View Other Options 172 OpenTable Software v7 0 User Manual E Mail Settings E Mail Configuration Outgoing SMTP Server smtp sbc cam Domain 1 smtp sbe com Porn Humber 24 Use Secure Connection 55L W Use Authentication User ID utilization 2 Password be ar t Re type Password Use POP before SMTP for Authentication POP Server 3 smtp she com POP Por Humber Ei Custom E Mail Text max 1500 characters Thank you for choosing OT Bistro Ye look forward to your visit Marketing E Mail Image Directory httpd ww mrestaurant comiimnages i 5 Reservation E Mail Restaurant Logo 7 Clear Logo Import Logo Preview Restaurant E Mail Address info mbistro O com g From Display Hame OT Bistro Cancel 1 0 Figure 17 2 Admin View E Mail Configuration Dialog 1 E Mail Settings Enter E Mail gateway settings 2 Authentication Settings 3 POP Settings Enter Authentication settings Enter POP Mail Server settings 4 Custom E Mail Text Enter a customize message for reservation and reminder E Mails 5 mage Directory Enter the path to the Marketing E Mail Image Directory 6 7 10 Logo Preview Log
301. tion and guest codes servers and hotel concierges Servers add change or delete servers and assign servers to a day and shift Reservation amp Guest Codes add change or delete reservation and guest codes Select two reser vation or guest codes as your guest recognition codes for display in the Sheet Book and Floor Views Hotels amp Concierges add change or delete a list of hotels and or concierges Lists SEeErmeErTS Reservation amp Guest Codes Hotels amp Concierges Figure 11 3 Lists Servers Reservation and Guest Codes Hotels and Concierges Chapter 11 Admin View Overview 81 Other Options You can configure E Mail and table status settings in the Other Options section e E Mail Settings configure E Mail settings enter a customized message for reservation and reminder E Mails and import your restaurant s logo for display at the top of all phone reservation E Mails e Table Status Settings select and edit custom color settings for each table status e POS Settings configure your POS Point of Sale integration settings If this button is grayed out then you do not have POS enabled in your machine e Contact OpenTable send an urgent E Mail or an enhancement request to OpenTable support Other Options E Mail Settings Table Status Settings PUS Settings Contact penTable I Figure 11 4 Other Options E
302. tion on the Reports View The guest export will generate the list faster and will be easier to import into another software pack age like Microsoft Excel or Access For more information refer to Guest Export on page 223 Marketing E Mails You can use the E Mail feature to send Marketing E Mails to all guests that have an E Mail address in the system You can also target specific guests for E Mail marketing campaigns based on guest codes and other guest information or you can send an E Mail to just one guest In order for the E Mail feature to function properly you must e Ensure that you are connected to the web e Enter valid E Mail gateway configuration settings including a restaurant E Mail address in the Admin View E Mail Settings Area All E Mail replies to Marketing and reservation reminder E Mails will be sent to the restaurant E Mail address Creating an E Mail Distribution List To create an E Mail distribution list 1 Tap Reports on the Side Navigation Bar Then tap the E Mail button Chapter 19 Reports View 213 2 The Edit Marketing E Mail Dialog is displayed Edit Marketing E Mail To Edit Insert Import Address HTML Image Sema List Link Subject 12 Attachments 0 Attachments 13 Figure 19 35 Edit Marketing E Mail Dialog 1 To E Mail distribution list 8 Subject Subject of the E Mail 2 Edit Address List Edit the distribution list 9 Attachments Lists any files attached to the E Mail 3 Imp
303. to the Properties Tab The Floor Layouts Assigned to This Sheet grid displays the assigned floor layouts 90 OpenTable Software v7 0 User Manual 8 Tap Save on the 7op Navigation Barto save your changes When creating and assigning floor layouts you may mistakenly assign the same table numbers to different tables Although the system allows this the system will warn you If this occurs If duplicates exist the Show Duplicate Table Numbers button on the Add Edit Sheet Dialog is enabled Tap the Show Duplicate Table Numbers button to view the Duplicate Table List You can edit the appropriate layouts to remove the duplicates After completing your floor layout assignments the system will display your floor layouts on the Floor View whenever the reservation sheet is assigned to a shift Reservation Slots Things you Should Know About Reservation Slots Reservation slots represent the times that the restaurant plans on accepting diners at the restaurant Each reservation slot has several attributes including the date time party size minimum and maximum and a pre assigned table number optional The minimum and maximum party size settings for a reservation Slot control the party sizes that can be booked on the web and through the Reserve View There are three types of reservation slots in the OpenTable system Standard Slots Manager Slots and Expiring Manager Slots a special type of Manager Slot Expiring No before time ves Optio
304. ton to create the report How do I find out how many web reservations we had last month Tap Reports on the Side Navigation Bar and tap the Reservations button Choose the first day of last month as your start date and the last day of last month as your end date Tap the Reservation and Guest Codes Tab Tap the Web Reservation code in the Reservation Codes List on the left Tap the Generate Report button to create the report 242 OpenTable Software v7 0 User Manual Chapter 22 OpenTable Equipment In the event that you need to call the OpenTable support desk for assistance the support staff may ask you to perform various tasks with the OpenTable equipment to help troubleshoot the problem We have provid ed several pictures of the equipment to assist you in identifying the correct hardware Please note that your equipment may be slightly different depending on your specific environment DELL GX60 Server Client Terminal Front View OPEWTARE AE Sendes Taa INANA Eap Sue Coda FOP POR AS Chrome 1FRAS AS osh 2 ihn Ends Fa APR Ep e tiar co ow ai pea Figure 22 1 Dell GX 60 Front View 1 CD Drive 2 USB Ports 3 Power Button DELL GX60 Server Client Terminal Back View Figure 22 2 Dell GX 60 Back View 1 Parallel Port 4 Power Outlet 7 Keyboard Port 2 Mouse Port 5 Serial Port 8 USB Ports 3 Network Port 6 Video Port Chapter 22 OpenTable Equipment IBM S50 M51 Server Client Terminal Front View Fi
305. tons to edit the settings Note that access to some settings may be password protected After you make and save your changes all changes will take effect immediately on all computers running the OpenTable software This chapter will give you a high level overview of the different groups of configuration settings in the Admin View Subsequent chapters will explore each group of settings in more detail Admin View Main Options Sheets Floor Layouts Schedules system Settings Floor Management Settings Other Options 4 E Mail Settings 5 Table Status Settings Sheets Floor Layouts Schedules System Settings Floor Management E Mail Settings Table Status Settings POS Settings Contact OpenTable 7 Contact OpenTable Figure 11 1 Create edit or view your reservation sheets floor layouts and schedules Edit restaurant information and configure general settings and reservation settings Set Floor View Waitlist and Chit Guest Card settings Configure E Mail settings for sending reser vation confirmations and Marketing E Mails Set the reservation status colors and status code abbreviations Set Point of Sale integration settings POS integration is an optional feature Send an E Mail to OpenTable Support for assistance or to suggest enhancements Servers g Reservation amp Guest Codes 9 Hotels amp Concierges 10 Access Rights 11 12 Change Password 13 Ad
306. tration After configuring system Access Rights you can create different user accounts that have access to some or all password protected features For example you may want to allow your host and reservation staff to have access to a few select features while giving your managers access to most or all features Edit User Accounts 6 Assign feature access rights to new and existing users Tojconfigure the system to prompt for a password to access specificifeatures go to the Admin View and tap Access Rights Admin Admin Admin The Admin group is a pre set adi D a a a a a E a gt Fe fa Change Add Change Delete Copy Disable Password 8 9 10 11 12 13 14 Figure 18 3 Admin View Edit User Accounts 1 User Name User name 8 Add Add a new user account 2 First Name First name of user 9 Change Edit user account 3 Last Name Last name of user 10 Delete Delete user account 4 Active Status of user account 11 Copy Copy an existing user account to create a new account 5 Description Description of user account 12 Disable Disable user s account 6 Instructions Provides instructions on what to do 13 Change Password Change user s password 7 Users Displays a list of user accounts 14 Exit Exit and return to Admin View Add a new User Account To add a new user account 1 Tap Admin on the Side Navigation Bar Then tap the User Account Administration button The Edit User Accounts Dialog is displayed 184 OpenTable Softwa
307. tributes As you set the table attributes the preview image at the bottom of the Edit Pane changes to reflect the settings You can e Enter a Table in the Table field max 5 characters e Select the number of seats for the table using the Seats dropdown control e Select how many tables to add using the controls e Select the shape of the table using the shapes buttons just above the table preview image e Change the size of the table using the slider controls to the right and below the preview image of the table You can also tap the height and width dimensions in the upper and lower right corners of the preview image and enter specific values for the height and width Add Floor Layout a You have started to add tables On the left panel configure the table properties of seats shape etc for the new tables Select the of tables to add and tap Add Now to add them to the floor layout 6 Special ad Fe oa Save As More im MA nE ihr t 2 x He Table Seats Text Size 3 4 top v le pts v B Figure 13 7 Edit Floor Layout Dialog Edit Pane for Adding Tables 4 Tap Add Now The tables are added in the top left corner of the F oor Layout Pane The Add button is unselected and the Change button is immediately selected Repeat as necessary 5 Tap and drag your tables to position them on the layout 6 Tap Save to save your changes 104 OpenTable Softwa
308. tton to enter your restaurant s address and phone numbers and configure general restaurant and reservation settings Enter your restaurant s contact information in the Restaurant Information Tab In the General Settings Tab configure settings such as the placement of your navigation bar or the default phone type In the Reservations Settings Tab enter reservation settings such as time limits to hold a new reservation slot or the sort order of your reservations Restaurant I nformation Tab The Restaurant Information Tab allows you to enter basic restaurant information including restaurant name address phone and fax numbers In the Short Name field enter an 8 character short name for the restaurant which is displayed in the OpenTable system s Top Navigation Bar System Settings Restaurant Information General Settings Reservation Settings Restaurant Hame T Bistro Shon Hame OT Bistr Address Line 1 799 Market Street Address Line 2 Suite 400 City San Francisco State Zip Postal Code jean 94103 Country united States Area Phone 415 ee 4200 T Area 415 E 344 2560 E Cancel Figure 15 1 Admin View System Settings Restaurant Information Tab 138 OpenTable Software v7 0 User Manual General Settings General Settings Tab In the General Settings Tab you can configure the following settings System Settings Restaurant Informatio
309. ty PR column When you select For the Shift the system automatically prioritizes your guest seating across the entire shift A party that arrives first in the shift with a status of A Arrived will be listed in the Priority PR col umn first For example if there is a reservation at 7 15 that is Partially Arrived and a reservation at 7 30 that is A Arrived the 7 30 party will be prioritized higher in the PR column To configure how the system prioritizes F oor View arrivals 1 Tap Admin on the Side Navigation Bar Then tap the Floor Management Settings button The Floor Settings Tab is displayed by default 152 OpenTable Software v7 0 User Manual 2 Inthe Prioritize Floor View Arrivals section tap Within each time period or For the Shift radio but ton to set your priority arrival setting e With this setting you can have two parties marked as 1 For example a 5 30 party and a 6 00 party that are both A Arrived will both be marked as 1 e The For the Shift option sets the order within the entire shift Prioritize Floor View Arrivals f Within each time period For the Shift Figure 15 30 Prioritizing Floor View Arrivals 3 Tap Save to save your changes 4 To view your priority arrival setting tap the Floor View button on the Side Navigation Bar 5 The number in the Pr co umn indicates the priority status of each party Reservations All Slots Waitlist Figure 15 31 Using Priori
310. ty Status Within Each Time Period Chapter 15 System and Floor Management Settings 153 Waitlist Settings Tab You can configure several different preferences on the Waitlist Settings Tab including how guests are entered in the waitlist and which dining preferences are displayed in the n House Waitlist View Floor Management Floor Settings Waitlist Settings Chits Cards Options 1 Search for Waitlist quests in the database 2 Display Pager ID in the Waitlist Waitlist Preferences Select codes for waitlist preferences V Preference 1 Display V Preference 2 Display 3 Quiet Table ifr IV Preference 3 Display Smoking sme W Preference 4 Display Pat Save Cancel Figure 15 32 Waitlist Settings Tab 1 Search Guest Check box to search for waitlist 3 Preferences Displays waitlist preferences 1 4 in Database guests in the database Waitlist View 2 Display Pager ID Check box to display Pager ID in Waitlist View Configuring How to Search for Waitlist Guests You can configure the system to use one of two different methods for users to enter guest names in Wait list View e When you check the first box Search for Waitlist guests in the database the OpenTable system searches for the guest in the guest database Seating the guest will display the guest s name fol lowed by Walk In in parentheses For example a walk in entry for John Smith would display Smith John Walk In
311. u can also tap the Select Alland Delete Guests buttons to delete all guests displayed in the list Tap the C ear All but ton to unselect all guests 4 Tap the Delete Guest button at the bottom of the dialog You must have selected at least one guest to enable the De ete Guest button 5 If prompted enter a password that has access to this area to continue 6 The system displays a confirmation dialog Tap Yes to confirm the deletion The system will delete all selected guest s displayed The deleted entries are no longer displayed Y Notes on using the delete guest features e Guests that have a pending reservation or are on any waitlist cannot be deleted e You can password protect the De ete Guest feature in the Admin View Access Rights area Depending on the situation you may wish to merge guests instead of deleting them Merging guests preserves the guest history of all the guest records that are merged together See the next section for details on merging guests Merging Guests When entering guests into the system sometimes guests are mistakenly added twice You can merge guest records in the Search Guest List Dialog All reservation history will be reassigned to the merged guest record To merge guests 1 Tap Guests View on the Side Navigation Bar 2 Type in the guest information either enter last name first name and or phone number or use the drop down menu and enter the E Mail Address only Company Name only or M
312. u want to select 10 Tap the And or Or button to use the desired combination of codes For example include guests that had reservations that have the Birthday reservation code AND were made by guests with the VIP guest code 11 Tap the Output Options Tab to see the next set of report options Guest Mailing Labels Show ALL guests Show filtered list of guests Last Name Y Company Then by First Hame Y Mailing 30 per sheet Avery 5160 Avery 5260 6 per sheet Avery 5264 Avery 5164 Generate Labels Cancel Figure 19 47 Guest Mailing Labels Outout Options Tab 12 You can use this tab to change the sort order of the mailing labels report Tap the dropdown list con trols to select the desired fields to sort by 13 On this tab you can also select the Company field to display on the report Tap the Company button to display it on the report the button will look like it has been pressed in 14 Tap the Generate Labels button to create your mailing labels Mailing labels contain the following fields e First Name e Address e State County Region Province e Last Name e City e Zip Postal Code e Company Notes on Mailing Labels e The OpenTable system references Avery a standard label manufacturer label types for printing mailing labels e In order for a mailing label to print for a guest the guest must have the following fields Last Name Address1 City and Zip Postal C
313. ude archived guest data The system will warn you if the report will access archived data for the report 208 OpenTable Software v7 0 User Manual 5 Tap the Addresses Tab to configure the report to filter by state city zip postal code or area code US and Canada only Note that you can only filter addresses using one of these four criteria Guest Special Occasions Options Figure 19 29 Guest Special Occasions Addresses Tab 6 Check the desired address option state city zip postal code and area code to display a list of val ues for the option For example checking the state option will display a list of states that have been captured in guest addresses 7 Press the Ctrl key on the keyboard and tap each state that you want to select When the system gen erates the report it will only include guests that live in the selected states Chapter 19 Reports View 209 8 Tap the Reservation and Guest Codes Tab to see the next set of options Guest Special Occasions Options Show ALL guests Show filtered list of guests Report Options ee Special Occasions Output Options Select Reservation Codes Select Guest Codes Hotel Referral Web Reservation RRR Anniversary Friend of Owner i i Friend of Employee v Window Requested Investor Select All Clear All Select All Clear All To make multiple selections hold down the CTRL key Generate Report Cancel Figure 19 30 Guest Special Occasi
314. ule changes Current Schedule for 10 25 2007 Breakfast 00 00 00 00 CLOSED F Brunch 00 00 00 00 Select Shift Breakfast CLOSED Y Brunch Lunch 11 00 AM 4 00 PM meen f Lunch Dinner 5 00 PM 11 00 PM Dinner Dinner Sun vWed 7 In House Only 1 In House 1 00 00 00 00 F In House Only 2 CLOSED 7 In House 2 00 00 00 00 CLOSED EF Calendar eS Figure 2 7 Scheduling Wizard s Close This Shift Dialog You can only Close A Day or Shift that has no pending reservations Edit This Reservation Sheet When you tap Options Edit This Reservation Sheet button the system takes you to the reservation sheet scheduled for the current day and shift you are viewing You can add slots change slots or copy the reservation sheet For more information refer to Editing a Reservation Sheet Details on page 86 Tap Save on the 7op Navigation Barto save your changes Tap the Exit button to return to Sheet View Edit She i B Save As Save and Exit ee st ee eem e e ee o ee ee i e ee Standard First Slot Chapter 2 Sheet View and Book View 11 Last Slot Lunch 11 00 AM 4 00 PM emm e a seme emm e e e emm e e e Add Changej Delete Copy Figure 2 8 Edit Sheet Dialog Save your changes Print your reservation sheet Provides step by step instructions to complete a task Return to Calendar view 8 11 45 AM 1 Save 2 Print 3 Scheduling Wizard
315. up Reservation and Guest Codes you can select any two codes to display in Sheet View Book View Floor View In House Waitlist View Future Waitlist View and Guests View This will enable your staff to immediately recognize VIPs and special reservations without viewing the reservation details Guest Recognition Reservation Codes Guest Codes Display VIP ec Figure 16 8 Guest Recognition Settings Setting Guest Recognition Codes To set the guest recognition codes 1 Tap Admin on the Side Navigation Bar Then tap the Reservation and Guest Codes button 2 At the bottom of the Edit Codes Dialog select the desired codes from the dropdown lists in the Guest Recognition area Reservation Codes are on the left and Guest Codes are on the right 3 The system will display a three character abbreviation for the code in the Display field This is how the Guest Code will display in the various views You can edit this field and customize the abbreviation if desired 4 Tap Save to save your settings 166 OpenTable Software v7 0 User Manual Guest Recognition Codes in Sheet View The Guest Recognition Codes that you selected appear in the Notes N column in the Sheet View Book View and Floor View In House Waitlist View and Future Waitlist View Time Max Tbl D ff _ 11 45 AM 4 Jackson Betsy 2 C 408 656 9001 Work nasama carkaren 4 C 6505550029 Home f200Pu a morrison Roc
316. ure days Sunday Saturday Assignments dates or ranges that this sheet is assigned to Last Slot Close time time of the last slot Chapter 12 Reservation Sheets 85 The 7op Navigation Bar in the Sheets Tab displays buttons for frequently used functions when editing res ervation sheets mm at EI E Calendar Save 4s Save and Exit d a Redo a a 1 2 3 4 5 6 7 8 9 Figure 12 3 Top Navigation Bar on the Add or Edit Sheet Dialog 1 Save Save your changes to the sheet 6 Calendar Exit the Add or Edit Sheet Dialog and jump to the Schedules Tab Calendar View 2 Print Print the reservation sheet 7 Save As Save a copy of this sheet with a different name 3 Undo Undo the last command 8 Save and Exit Save your changes and exit the dialog 4 Redo Redo the last command 9 Exit Exit the Add or Edit Sheet Dialog 5 Scheduling Exit the Add or Edit Sheet Dialog Wizard and jump to the Scheduling Wizard Adding Creating a Reservation Sheet To add or create a new reservation sheet to the system 1 Tap Admin on the Side Navigation Bar Then tap Sheets Floor Layouts Schedules If prompted enter a password that has access to this area to continue Tap Yes to backup your reservation book Then tap the Sheets Tab Tap Add The Add Sheet Dia og is displayed and the Properties Tab is selected by default Enter a name for the new sheet sheet names must be unique and select the Shift and Type Tap the clock icons to set the th
317. us review an Expiring Manager Slot example Assume that an empty Manager S ot is configured to take place at 7 30pm on a Thursday dinner shift and has an expiration time of 6 hours The slot continues to have all the characteristics of a Manager Slot prior to Thursday at 1 30pm 6 hours before the slot is scheduled to take place If the Manager Slot is still not booked by Thursday at 1 30pm the system auto matically expires the Manager S ot and changes it to a Standard S ot This releases the slot and makes it available for booking by web diners and restaurant users without requiring a password To configure the expiration time for Manager S ots 1 Navigate to the desired shift on the Sheet View Book View or Floor View All Slots Tab 2 Tap the empty Manager Slot that you want to change The slot is highlighted 3 Tap the Change button on the 7op Navigation Bar Restaurant Shift j Today Total Count 61 G Now Connection OT Bistr Lunch BE 10 25 2007 gt 12 45 PMY semear n dl orem satus Options F i Add Change Status Card Figure 3 22 Change Button on the Top Navigation Bar 4 Tap the Configure Slot button on the Change Entry Dialog f prompted enter a password that has access to this area to continue 5 Tap the Hours Before Expiration Dropdown at the top of the Configure S ot Dialog and select the of hours You can configure the Manager S
318. utton displays a slot that exactly matches your selected time If there is no match the button is blank and disabled 12122007 Dinner 3 Tap the button for the available reservation slot you want to select The system displays the Guest Guest Identification Identification Dialog Dinner on Wednesday December 12 2007 at 7 15 PM E za company Hame ka Last Hame First Hame Phone at least 3 digits Select Guest Hew Guest Clear i ine on Gardner Nathalie 212 666 5809 School for the Gifted VIP Garner Hatalie 650 555 0039 School for the Gifte SS Gonzalez Juanita 650 555 0040 School for the Gifte a Gordon Ashley 650 555 0034 School for the Gifte aS Gray Jennifer 650 555 0027 School for the Gifte i Figure 9 3 Guest Identification Dialog Chapter 9 Reserve View 77 4 Enter the guest s last name first name and or the guest s phone number in the Guest dentification Dialog f the correct guest appears in the list check the phone number double tap the name or tap the guest name once to highlight it and tap the Select Guest button If there are no matches for your guest tap the New Guest button to create a new guest record The Make A Reservation Dialog will appear 5 Input all reservation details on the Make A Reservation Dialog When finished tap the Save button 6 Depending on how your reservation book is configured the system may prompt you to enter some required fields like phone number and user
319. ve the entry you will not be allowed to change the guest again for that entry e f the walk in party changes their mind and leaves without dining after they have been seated change the status of the walk in entry to either Cancelled or No Show Active Waitlist The Active Waitlist Tab on the Floor View allows you to manage a guest waitlist for one of today s shifts To see the Active Waitlist tap the Floor View button on the Side Navigation Bar and tap the Waitlist Tab on the far left For more information refer to Using the In House Waitlist View on page 43 e For instructions on how to add a party to the Active Waitlist refer to Adding a New Waitlist Party on page 45 e For instructions on how to edit a party on the Active Waitlist refer to Editing an Existing Waitlist Party on page 46 e For instructions on how to change a waiting party s status on the Active Waitlist refer to Changing the Status of a Waitlist Party on page 47 e For instructions on how to seat a party from the Active Waitlist onto the floor refer to Seating a Waitlist Party on page 49 Using the Active Waitlist e When there are 1 parties on the waitlist the Waitlist label on the Waitlist Tab turns red e When the quoted time has passed for a waiting party the Waitlist label on the Waitlist Tab blinks e Tap a column header except the Notes column to sort the list in ascending order by that column e Tap the column header again to s
320. view the Calendar Tap the desired date and tap OK The screen will refresh and display the day s reservations and available slots Tap an empty reservation slot and hit Enter on your keyboard or double tap the desired empty slot The system displays the Guest Identification Dialog Enter the guest s last name first name phone number or company name If the correct guest name appears in the list check the phone number double tap the name or tap the guest name once to high light it and tap the Select Guest button If there are no matches for your guest tap the New Guest but ton to create a new guest record The Make A Reservation Dialog will appear Input all reservation details and tap Save to save the reserva tion How do make a new reservation in the Reserve View Tap Reserve View on the Side Navigation Bar Tap the appropriate buttons to select the desired date party size shift and time for the reservation you want to book The system displays up to three standard reservation slots and one manager slot if any based on your selected search criteria If there is an exact match the slot will appear as the 2nd button The system will also display the nearest available standard slots before and after your selected time as the 1st and 3rd buttons If there is no exact match the 2nd button will be blank Decide which of the available reservation slots to use Tapping that time slot brings up the Guest dentifi cation Dialog
321. w slot s to the sheet when editing reservation sheets Provides instructions on what to do 13 Change Change the attributes of the highlighted slot s Name of this reservation sheet 14 Delete Delete the highlighted slot s Shift that the sheet is designed for 15 Copy Copy the highlighted slot s Breakfast Brunch Lunch Dinner In House 1 amp 2 Open time time of the first slot 16 15 Shift the highlighted slot s to start 15 minutes earlier than their current setting Close time time of the last slot 17 15 Shift the highlighted slot s to start 15 minutes later than their current setting Displays all reservation slots for this sheet Chapter 12 Reservation Sheets 93 To add slots to your sheet 1 Load the reservation sheet that you want to edit For more information refer to Editing a Reservation Sheet on page 85 2 On the Fait Sheet Tab tap the Add button The Add S ot s Dialog is displayed Slot Time Size Min Max Slot Type Table 5 00 PM 2 4 Standard in Slot Type l Hours Before Expiration Standard Never Expire Hours Minutes 12 4 2 3 4 5 oo 15 AM PM 6 T 8 g 10 11 30 45 Party Size Minimum Table fe fej ejef all Party Size Maximum panna cee ee Repeat Every Hours Figure 12 16 Add Slot s Dialog 3 Set the slot s attributes including time party size minimum and maximum table numbe

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