Guest / Party Functions | SpotOn Reserve Tutorial Videos

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Guest/Party Functions in SpotOn Reserve

Party Status and Guest Arrival

For guests on the Wait List in Waiting Mode, statuses can be assigned by pressing and holding a Guest Wait List Card.

Doing so will cause three status indicators to appear: Checked in - designated by a checkmark, Party has Partially Arrived - designated shadows of two people with one grayed out, and Party is Waiting at the Bar - designated by a martini glass.

Press the icon to indicate the appropriate status. Doing so will cause the status to appear below the name of the guest on the Guest Wait List Card.

You can indicate that a “Party is Partially Sat” by seating them at their table, double-clicking the table and pressing the Partially Sat Table Flag.  This will cause the table to be half filled with blue color.

Once the party has arrived, double click the table again and press the Partially Sat Table Flag again and the table will fill with color once more.

Seating Guests at Tables (3 Ways)

There are three ways to seat guests at tables in the Host App.

The first is Direct Seating. Tap a table and a party size picker will appear. To increase the party size, use the arrows provided. Tap the party size and the party is sat. It is important to note that this guest will be considered Anonymous since a phone number was not collected during the onboarding process.

The second and third seating methods involve seating Waitlist and Reservation parties from the Waiting List.

From the Waiting List, select the party you wish to seat by tapping the desired Wait List Card. This party can now be seated by tapping the “Seat” button at the bottom of the Wait List Card, which will seat the party directly at the suggested table (if it is orange) or the assigned table (if it is red).

Alternatively, once a Wait List party is selected, that party can now be seated by tapping any table of choice. Tables that can accommodate the party size are illuminated, while tables that can’t are dimmed.

If a Wait List party is selected and a table is chosen with an existing party currently sitting there, the message "Table is occupied! Clear table then seat?" will appear.

Tapping "Clear & Seat" will clear the existing guest and seat the new guest. A warning is provided if the guest currently sitting at the table has been there for less than 15 minutes.

Tapping “No” allows you to choose a different table.

Seating a Table without a Server

If a host attempts to seat a guest at a table with no server assigned, the error message, “Warning. No server is assigned to this table." will appear and provide three options: "Cancel", "Seat" or "Assign".

Tapping “Cancel” will allow a different table to be selected.

Tapping “Seat” will seat the guest at the table without a server assigned.

A server will need to be manually assigned to this table to capture the data on this guest’s visit as well as the server.

Tap the “Server” button in the toolbar to put the app in Server Mode. Then, select one of the active servers in the left panel by tapping them, and then tap the table where the guest is sitting but there is no server.

Pressing "Assign" will prompt the server list to appear allowing a server to be chosen. Once the server is chosen, the system will seat the guest and assign the server at the same time.

Locating a Seated Guest and Updating Table Status

To locate a seated guest by name, tap the “Seated” button in the toolbar to put the app in Seated Mode. This will display the names of every seated guest on the tables. If the guest was directly sat, their name will appear as Anonymous.

Tapping a seated table twice will reveal a Seated Party Profile, which displays:

• The Guest Name

• The Estimated Meal Duration

• The Server

• The Party Size

• Any Linked Tables,

• The time the guest was Sat

• The available Table Flags

There will be a blue button in the bottom left corner to return the guest to the Wait List and a red button in the bottom right corner to clear the table.

Of the 8 Table Flags available, all but 2 are available by tapping the seated table once and then making a selection from the wheel of icons presented.

Accessing the Partially Sat and Check Paid Table Flags must be done by opening the Seated Party Profile.

All of the flags except for Partially Sat and Dirty are automatically triggered by the SpotOn Reserve Point of Sale if the integration has been completed.

To access information about the guest, tap the guest name.

Dining Notes, Permanent Notes, Party flags for this guest will be visible here and additional notes and flags can be added by tapping on the applicable “+” button or the flag desired.

To update the party size, tap on the Party Size button. If the Party Size is increased, it is recommended that an increase to the Estimated Meal Duration also be considered at that time.

If Reserve is not integrated with the Point of Sale, Table Flags for updating table status can be accessed quickly by tapping a seated table once and choosing from the Table Flags presented, which are, from left to right, Drinks, Appetizers, Main Course, Dessert, Check Dropped, Dirty Table and finally Clear Table, which appears in red.

Selecting Dirty Table activates a visible timer for monitoring how long a table has been dirty and not reset for the next guest. It is recommended that once a guest party has finished dining and exited the table that the Dirty Table flag be activated before using the Clear Table button as there is no way to UNDO a Clear Table action.

Moving a Seated Party from One Table to Another

After a party has been sat at a table, that party can be moved to another table by pressing and holding on the sat table until a white dot with the table icon appears. Then, drag that white dot to the desired table and release.

If there is no server assigned to that table, a warning message will appear allowing you to Cancel and return the party to the previous table, Seat the guest at the new table without assigning a Server or Assign a server at the new table for the guest that is being moved.

When moving a party between two tables with different servers the server rotation will be automatically updated once the move is complete.

Seating & Clearing Linked Tables for Large Parties

When directly seating large parties, first seat the entire party to a select table. Then, to link another table to this one, press and hold the table to be linked with the sat table and wait for a white dot with the table icon to appear. Then, drag the white dot to the seated table and release. The two tables are now linked with a dotted line and chain link icon displayed between them.

When seating large parties from the Wait List, if table links have been setup in the Web Portal, multiple suggested tables will be shown on the guest’s Wait List card. To change this table assignment open the Wait List Card for the guest and tap on the Table button. When the Assign Tables screen appears, then tap the desired tables on the layout and then tap the blue Save Changes button at the bottom of the screen. To close the Assign Tables screen, tap the “X” in the upper right corner. To close the Wait List Details, tap the “X” in the upper right corner.

Seating the large party to the appropriate tables can now be performed by selecting the the Wait List guest card and tapping the Seat button.

Clearing linked tables after they have been marked dirty can be done by tapping the table once and then tapping the red “Clear Table” button with the brush icon.

To clear linked tables individually, double-tap the table to be cleared and select the red "Clear Table" button in the bottom right corner.

Both tables can also be cleared by double-tapping the table and selecting the red "Clear All Tables" button in the bottom right corner.