Online Reservations - Action Systems, Inc.
Contents
1. Pe od2 10 00AM 9 00PM Open 5 3 O Thursday Pe od3 10 00AM 9 00PM Open 5 3 Friday Period 1 10 00AM 9 00 pN Open 5 3 Friday Pe od2 10 00AM 9 00 pN Open 5 3 Friday Period 3 10 00AM 9 00 pM Open 5 3 Saturday Period1 10 00AM 9 00PM Open 5 3 O Saturday Peiod2 10 00AM 9 00PM Open 5 3 O Saturday Period3 10 00AM 9 00 PM Open 5 3 o ix n PES D A A EA ul MARA ESA EN a E I m EE D A uu EA General Configuration Copyright O 2005 Action Systems Inc ASI Restaurant Manager Reservations Service Time difference from server Enter the number of hours difference between the local time at the store and the time of the server hosting the reservations service The time at the server is shown to the right of the entry field in red If the local time is the same then enter 0 Max people per table Enter the maximum number of people in a party for online reservations If a customer enters a higher number than this setting he will be asked to call the restaurant to process the reservation Min Reservation Lead Time Enter the amount of time required between the current time and the time of the reservation For example if you require that reservations be entered at least 10 hours before the desired reservation time you would enter 10 If the customer attempts to reserve a table for a time that is greater than the current time by less than this setting she will be prompted to make the reservation via phone Recurring Week2. and manage all your reservations In the latter case reservations taken over the phone are entered using the provided touchscreen friendly reservation entry screen Implementation Tips Website Be sure to clearly indicate on your website s home page that online reservations are possible Encourage reservations for busy periods such as weekend nights by suitable call to action text such as Don t be left without a table this weekend Reserve here now Advertising To fully benefit from the online reservations it is important that you include your website address in all your advertising and if appropriate some words to let customers know that they can reserve tables online For example you might include the following reservations recommended Online at lt your website address gt or call lt your phone gt Web Restaurant Directories There are number of internet based restaurant directories you can list your restaurant on eg www restaurants com Many of them provide standard areas in the directory listing to include a link to a reservation system If it is not available you can usually include the link in the description section for your restaurant Reservation Concepts The underlying online reservations structure is similar to some manual reservation books where each dining period lunch dinner is divided into 15 minute time slots with a limited number of reservations allowed per time slot The number
3. of reservations allowed per time slot is a function of the capacity of your restaurant number of tables seats production throughput how fast food is prepared and service capabilities servers runners busboys etc Allow too many reservations per time slot and you run the risk of some unhappy customers because of long wait times and poor service Too few and you are loosing customers unnecessarily and underutilizing your staff Copyright O 2005 Action Systems Inc ASI 3 Restaurant Manager Reservations Service Establishing the correct time slot reservation limits is half science half trial and error Use your best guess to establish the initial limits and adjust them as necessary over time Setup Accessing the Reservations Administration Center Access the administration logon page by clicking on the Reservations link found at the following address http lt your restaurant website address gt admin htm where lt your restaurant website address gt is the address of your website Enter the username and password assigned to your account This will display the Reservation Administration home page like the one shown below Chat f E Iz P Chat n Chew nC f Online Reservation Administration Reservation Manager All Stores v Search Reservations Reservations Summary FirstName Total Reservations 3 Lamiio People 12 Parties of 2 1 Reservation Date From 3 17 2005 Parties of 3 0 Rese
4. Overbook Pending v General Information Store Address 1734 Elton Road Suit 219 suit 219 City Siver Spring State MD Zip Code 20903 Phone Number 301 445 6100 Store selection Use the combo box at the top of the form to select the store you wish to configure You must configure all stores one by one before allowing online reservations Configuration Information The chain and store ids are assigned by the system and shown for information purposes only The Reservation Link shows the URL that must be incorporated on your website to allow customers to enter online reservations Enter the following information as appropriate Store Name Name of the restaurant Administrator Email Email address to use to receive messages reservation alerts and other messages Copyright 2005 Action Systems Inc ASI Restaurant Manager Reservations Service Send Reservation Alert to Admin If this box is checked an email is sent to the administrator every time an online reservation is made Allow Overbook Pending Check this box if you wish reservations to go through as Pending Confirmation even if the requested time slot is full At the time the customer makes the reservation she is alerted that the requested reservation needs to be confirmed by the restaurant via phone or email before it becomes firm Address The address entered here is displayed on the screen used by your customers to enter reser
5. Reserve x HE at i m Please select date time and party size 1 Date 2 Time 3 Party Size 4 RESERVE Mar April2005 May 7 TER em i 1 Reserve Sun Mon Tue Wed Thu Fri Sat Chat n Chew 3 Available reservation times on 4 22 2005 1734 Elton Road Suit 219 Suit 219 11 30 AM to 02 30 PM Open 2 2 13 14 15 04 30PM to 0930PM Open egenos eiecit PES a 2 Tel 301 445 6100 26 27 28 29 4 5 8 rf 8 9 If the requested time slot is available the customer then enters their contact information using the following screen Copyright O 2005 Action Systems Inc ASI 10 Restaurant Manager Reservations Service aro Make a Reservation Reservations are free See how online reservations work First Name Reservation on 3 23 2005 Wednesday at 7 00 PM for Last Name AENA Phone Chat n Chew Store 1 Email 1734 Elton Road Silver Spring MD 20903 Special Requirement TEL 301 745 5741 vi Upon sending the reservation the customer will either receive a confirmation number or a message indicating that the reservation is pending confirmation The latter occurs if the limits established for the time slot are exceeded Manual Phone Reservations The Restaurant Manager Reservations service can also be used by the restaurant to enter reservations taken over the phone or by other means For this an easy to use touchscreen interface is accessible from the Reservations Man
6. agement screen by clicking on the New button at the top of the reservations list E dd 04 21 2005 07 00PM 12 Confirmed ChatnChew Confirm Delete 1 Copyright a 2005 by Action Systems Inc Reservations entered using the touchscreen interface are not subject to the restrictions imposed on online reservations Thus you can enter reservations for any date and time of the day and any party size Entering a reservation is simple use the calendar on the left to first select the date and then use the numeric pads to enter the time and party size To enter the customers name and contact information Copyright O 2005 Action Systems Inc ASI 11 Restaurant Manager Reservations Service first select the field of interest by touching it and then use the touch keyboard to enter the information Alternatively you can use a regular keyboard changing fields by use of the tab key If you make a mistake use the Clr key to clear the field Reservation Entry for Chat n Chew lela Em nas sr 7 To finalize the reservation touch the Confirm button Reservations Management Displaying Selected Reservations Use the Search Reservations filter block to select the reservations shown on the screen You can filter by date time range customer name and reservation status Copyright O 2005 Action Systems Inc ASI 12 Restaurant Manager Reservations Service Reservat
7. all places that are related to chain name Restaurant Logo Upload Use this to upload the logo for your chain restaurant It is displayed on the left upper corner of each page Recommended dimensions are 200 by 200 pixels or smaller There is a maximum file size limit of 100KB The size of the image can be changed by adjusting the height and width box and click change button After this click refresh button on the browser to view the effect Chain Restaurant website URL Website address for chain restaurant Used to direct user to your restaurant s website where appropriate Login information Click on the New button to create Login Name password pairs for the restaurant staff who will manage the reservation system Note that you must create at least one Login Name password pair for your chain restaurant Store Configuration Copyright 2005 Action Systems Inc ASI 5 Restaurant Manager Reservations Service Click on the Store Configuration to set the parameters specific to each restaurant in the chain Chat n Chew Chata ewf Online Reservation Administration Store Configuration Chatn Chew B Configuration Information Chain ID 1 Store ID 1001 Store Passcode 0 http www rmwservices comreservation reservation aspx chain id 1 amp store id 1001 Reservation Link Store Name Chat n Chew Administrator Email malison actionsystems com Send Reservation Alert to Admin v Allow
8. gs 5 eiecit a cias 9 Override Dates coat di RI Red sto rte e e D eta epa rue ue RR d ee ale E e e eat 10 ENTERING RESERVATIONS sss sss sese sese essen 10 Online Reservations uote itr eth ai de E dar bra lid 10 Manual Phone Reservallons cistitis a ra e a taa 11 RESERVATIONS MANAGEMENT sss sss sss sssssssssssssssssssssseeeennenn ennenen 12 Displaying Eeee HT Telan 12 COnfrMING RESCIVALIONS TTT 13 Viewing Reservation Flistorles ri oio tete ter tru eee e e rat ER o e va ERE e RE Yann 13 Printing the Reservations B atada 14 Exporting the Reservations Staind lila ti 14 RESERVATIONS INTERFACES cucccciiommiommiomicaiomianionaeiccicccaicecaicneccermenlicrnmedn 14 Windows Printer Interface iriiri nie E eva deae re dd EAE oa AA ed ceno dean eda de oed taa ea ee vdd daa odas 14 NIE 14 Restaurant Manager Hostess Module Interface sssssssssssssssesseeene enne nennen nnns tene enne nennen nanen 15 Restaurant Manager Reservations Service Introduction Restaurant Manager s Reservations service allows your customers to reserve tables at your restaurant anytime anywhere via the internet The reservations service enhances customer satisfaction and increases your sales by making it easy to book a table and it decreases your labor costs by reducing the time spent taking reservations over the phone Use the reservation service to supplement your manual book based reservation system or to record
9. ion Manager Search Reservations First Name Last Name Reservation Date From 3 17 2005 lt ES 5 Reservation Time From w w w Reservation Date To 3 18 2005 lt EE El Reservation Time To Mi m A Reservation Status All Status v Confirming Reservations Reservations requiring confirmation are clearly marked with a red Pending label under the Status column In the example below the first reservation of the list is pending confirmation and the following 2 are already confirmed Export History Alex Mullen 301 222 3333 amulen yahooo com 03 17 2005 08 30PM 4 Confirmed Chat n Chew Store 1 Confirm Delete History David Osbome 202 123 4444 Dosb asi com 03 17 2005 09 00PM 2 Confirmed Chat n Chew Store 1 Confirm Delete 1 To confirm a reservation simply click on the Confirm link at the end of the reservation line If an email address is available for the customer she will be sent an email confirming the reservation Otherwise you should let the customer know the reservation is confirmed via phone Viewing Reservation Histories Click on the History link to view the actions taken on any given reservation The example below shows a reservation that was auto confirmed on May 17 Copyright 2005 Action Systems Inc ASI 13 Restaurant Manager Reservations Service Chats Online Reservation Administration EOS Reservation Details Na
10. ion Systems Inc ASI 15
11. ly Settings You can program up to 3 different reservation time periods for each day of the week Start by setting the desired parameters at the top of the table then checking the boxes on the left for the periods that you wish the settings to be applied Start time First time at which you allow reservations to be made End time Time that last reservation is allowed Max People per 15 minutes enter the maximum number of people you can handle for any given 15 minute time slot For example if you have a restaurant with a capacity of 160 people and you want to allow the full booking of the restaurant in a one hour time period you would set this parameter to 40 Max Tables per 15 minutes enter the maximum number of tables reservations you can handle for any given 15 minute time slot Note that this number does not take in consideration the number of people associated with each reservation For example if you have a 40 table restaurant and you want to allow the full booking of the restaurant in a one hour time period you would set this parameter to 10 Important The setting of the above two parameters is very much dependent on the labor resources available to handle the customers as well as the capacity of the restaurant In the example above if you only had 2 servers available for any given time slot you would have to reduce the maximum values or customer service would suffer given say that each server could handle a maximum of 5 tables
12. me Alex Mullen Email amullen yahooo com Confirmation Number 82457 Phone 301 222 3333 Notes Patio dining area Reservation History Submission 03 17 2005 05 12 PM Online User 03 17 2005 08 30 PM 4 Chat n Chew Confirmation 03 17 2005 05 12 PM Auto Confirmation 03 17 2005 08 30 PM 4 Chat n Chew Printing the Reservations List Use the Print button to obtain a list of the reservations for the selected date time range You will want to do this on a daily basis if you are using the service only to accept online reservations so you can consolidate the list with your reservation book Alternatively you can set up a Printer Reservation Interface so that reservations are printed out at the hostess desk as they come in See the Reservations Interface section below for more information Exporting the Reservations List Use the Export button to output the reservations list in spreadsheet format Excel Reservations Interfaces Windows Printer Interface This interface allows you to route reservations to a windows printer as soon as they are entered online This is useful if you use a reservations book to consolidate all your reservations phone verbal email etc Setup Copyright O 2005 Action Systems Inc ASI 14 Restaurant Manager Reservations Service Restaurant Manager Hostess Module Interface This interface automatically updates the restaurant manager hostess module database with incoming online reservations Copyright O 2005 Act
13. per hour or 20 customers per hour you would set them to 2 or 3 and 10 respectively Store reservation Status Select the one of the three options available for the period you are programming e Closed Reservations are not allowed e Open Reservations accepted e Call to reserve Online reservations disabled Customers must call restaurant via phone to book tables Copyright O 2005 Action Systems Inc ASI 9 Restaurant Manager Reservations Service Reservations made online will be accepted and automatically confirmed if the party size number of reservations and total number of people for a requested time slot are not exceeded Reservations that cause the limits to be exceeded are not accepted Instead a message prompts the user to call the restaurant to make a reservation Override Dates You can override any of the recurring weekly settings creating additional reservation periods tied to a specific date Simply enter the desired settings and the override date and then click on the override button For example if the restaurant is closed on Xmas day you would set the store status to closed and enter 12 25 lt year gt in the override date field Entering Reservations Online Reservations Customers reserve tables at your restaurant by first entering the desired date time and party size via the screen shown below The time section clearly indicates the range of times during which reservations are allowed y Chat of ips
14. re stat An ASI Technology er Online Reservations User Manual Version 1 0 Preliminary Release April 2005 Copyright O 1989 2005 Action Systems Incorporated All Rights Reserved First Edition April 2005 RESTAURANT MANAGER is a registered trademark of Action Systems Inc ASS ACTION SYSTEMS INC 1734 Elton Road 219 Silver Spring MD 20903 Email support actionsystems com WWW http www actionsystems com Table of Contents INTRODUCTION cui tom 3 IMPLEMENTATION TS od 3 WED IE M 3 AdVettlsirigie 5 ceni ETE sees song bera cols ume ae ARA RA Oi 3 Web Restaurant DIrectorles 5 5 aio al 3 RESERVATION CONCEPTS ii tac cewnc cree ro aC UC a ecce Uca cono CE e Ern e Eiaa iaaii 3 cju AAA AP 4 Accessing the Reservations Administration Center sss seen enne nnne ennt nnne ens 4 Chairi GonflguratiOhi 2 25 1 lotos ied ea o eiae ot ada dat eda a ad ERR dE eked 4 Store Configuratio Meias en cte carat ep acca eb ok t eia ir cina da Sa st Ra ela dada ad tne e aere uan eeu AV do abet dis 5 Store Selectiori coat o tec fnb mode liec dt iocus Sadan et oh ated cote tu tup te fad ec niet at cel Lue ose ae as 6 Configuration InfOrriationr 5 95 22 initio hte etd data 6 Time Slots ConflgUration iai icit cete decreto ta ad doce vade de eee Pu dev adt quet veu te enda dd ded e e ee Haga Pepe e dudas 7 General Configuration ec rs eei etra ER RD UEBER ER S tente t ura Sec ARMIN Da 8 Recurring Weekly Settin
15. rvation Time From w Parties of 4 1 Reservation Date To 3 19 2005 Parties of 5 0 Reservation Time To 1 Parties of 6 1 Parties Greater Than 6 0 Reservation Status All Status mn Se A TT EET EATER SED ESN TE pnn ea History Alex Mullen 301 222 3333 amullen yahooo com 03 17 2005 08 30PM 4 Confirmed Chat n Chew Confirm Delete History David Osbome 202 123 4444 Dosb asi com 03 17 2005 09 00PM 2 Confirmed Chat n Chew Confirm Delete Chain Configuration The Restaurant Manager reservation system is designed to work with independent and chain restaurants If you are an independent restaurant you still must configure the chain parameters as described below Begin by clicking on the Chain Configuration menu option from the main page Copyright 2005 Action Systems Inc ASI Restaurant Manager Reservations Service Chat NC E Chat n Chew nC ewf Online Reservation Administration Chain Configuration General Information Chain ID 1 Chain Name Chat n Chew Restaurant Logo Upload LBrowse Restaurant Logo Size Width px 200 200 Height px 22 x Restaurant Website http w ww chatnchew net Login Information test C MA All Stores Y Edit Delete testi paces Chat n Chew Y Edit Delete test2 PET Chat n Chew Store 2 Y Edit Delete Chain ID Unique numeric identifier for the chain Assigned by ASI Chain Name Corporate name for the chain Initially setup by ASI It is shown on
16. vations Click on the Save button to commit the settings to memory Time Slots Configuration In the Time Slots Configuration screen you define the times you allow customers to make reservations as well as other restrictions such as party size and maximum number of reservations per time slot Copyright O 2005 Action Systems Inc ASI 7 Restaurant Manager Reservations Service Chat Online Reservation Administration Gn Chos nhel Reservations Store Configuration Time Slots Configuration Chain Configuration Help Log Out Store Time Slots Configuration Chat n Chew Sae Configuration Information Time Difference From Server o Server Time 4 21 2005 3 47 08 PM Max People per Table May lt 100 4 Min Reservation Lead Time lae Reservation Times and Limits cos ZL gems bae gt RA R AA D pened i 10 00AM 2 00PM Open 5 3 n z EE Peiod2 5 00PM 10 00PM Callto Reserve 5 3 Sunday Peiod3 Closed Closed 0 0 Monday Pe odi Closed Closed 0 0 Monday Pe od2 Closed Closed 0 0 Monday Pe od3 Closed Closed 0 0 Tuesday Pe odi 10 00AM 9 00PM Open 5 3 O Tuesday Period2 10 00AM 9 00PM Open 5 3 O Tuesday Pe od3 10 00AM 9 00PM Open 5 3 Wednesday Pe od1 10 00AM 9 00PM Open 5 3 Wednesday Peiod2 10 00AM 9 00PM Open 5 3 Wednesday Pe od3 10 00AM 9 00PM Open 5 3 Thursday Peiodi 10 00AM 9 00PM Open 5 3 O Thursday
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