Reservations

Who this is for

Owners, admins, and managers who control table booking rules, run the daily booking board, and review booking results for one shop.

Before you start

• Confirm the correct brand and shop.
• Confirm the shop already has its dine-in tables and floorplan set up. See Tables & Floorplan.
• Decide whether customers can book online immediately or each booking must be approved by staff first.
• Know which time zone the shop operates in. Booking slot times follow the shop's time zone.
• Avoid changing booking rules during a busy service period unless the manager on duty knows about the change.

Open this page

Open Bookings in the main menu, then choose the page you need:

• Booking Board: review and act on bookings for a selected date.
• Booking Reports: review booking volume, covers, and outcome rates for a date range.
• Booking Settings: control public booking rules and the booking slot grid for the shop.
• X1 Floor access: grant or revoke host-stand access for the selected shop.

The Bookings menu also includes Calendar (demand by week), Guest Book (booking history per guest contact), Public Booking Page (the public link and policy preview), and Availability Rules (a read-only view of the timing and table rules).

All changes on these pages are shop-level. Always select the correct Shop first.

What this page controls

Bookings controls the shop's native table booking board and public booking rules.

Use it to:

• review reservations for a selected date
• create a reservation for a guest who calls or walks in
• confirm, reject, or cancel a booking
• mark a guest as arrived or seated
• assign or review the linked table
• review every status change of a booking in Status history
• enable or disable public booking for the shop
• set booking limits such as party size, lead time, and advance booking window
• set the time zone and slot grid used by the public booking page
• review booking volume, covers, no-show rate, and cancellation rate in Booking Reports
• grant Host or Manager access to staff who use the X1 Floor host-stand app

Screenshot pending: static/img/hq/store-settings/reservations_board.png

Main pages

Booking Board

Booking Board shows the reservations for the selected shop and date.

The board includes:

• Time
• Guest
• Party
• Table
• State
• Actions

In the Actions column, the eye icon opens Booking details. A quick Confirm action shows for Pending bookings and a quick Mark arrived action shows for Confirmed bookings. Use Refresh to reload the list and New booking to create a staff-entered reservation.

Booking details and status history

Open a booking from the board to see Booking details. The dialog shows the guest's Phone, Email, Party, Table, Guest note, and Staff note. You can change the Table and Staff note here.

Only the actions that are valid for the booking's current state are shown:

Current state	Available actions
Pending	Confirmed, Rejected, Cancelled, Arrived, Seated, No-show
Confirmed	Arrived, Seated, Cancelled, No-show
Arrived	Seated, Cancelled, No-show
Seated, Rejected, Cancelled, No-show	None. The dialog shows This booking is in a final state and no further actions are available.

Status history lists every status change with who made it and when:

• HQ staff changes show the HQ user.
• Changes made on the POS show as POS: followed by the POS user name.
• Cancellations made by the guest online show as Guest.

Screenshot pending: static/img/hq/store-settings/reservations_detail_history.png

Booking Settings

Booking Settings controls whether customers can make public bookings for this shop and which time slots they can choose.

Field	What it controls	When to change it
Enable public booking	Whether guests can book from the public booking page.	Turn on when the shop is ready to take online bookings.
Require manual approval	New public requests stay Pending until staff confirm them.	Turn on when staff should review every request.
Public booking slug	The last part of the public booking page URL. Lowercase letters, numbers, and hyphens only. The slug must be unique across all shops.	Set once before going live. Change only for brand reasons.
Maximum party size	The largest party a guest can book online.	Match the largest table or combination you accept online.
Booking duration (minutes)	How long each booking holds the table.	Match your typical seating time.
Buffer after booking (minutes)	Extra time blocked after each booking before the table can be booked again.	Increase when tables need turnaround time.
Minimum lead time (minutes)	How far in advance a guest must book.	Increase when the kitchen or floor needs notice.
Maximum advance window (days)	How far into the future guests can book.	Match your planning horizon.
Time zone	The time zone used to interpret the slot times below. Shop default follows the shop's own time zone.	Pick an explicit zone such as Asia/Hong_Kong only when the shop default is wrong for this shop.
First slot time	The earliest booking start time offered each day.	Match the start of service.
Last slot time	The latest booking start time offered each day.	Set early enough for the booking duration to finish before close.
Slot interval (minutes)	The gap between booking times offered to guests.	Use shorter intervals for higher turnover.
Booking policy text	The policy text guests see on the public booking page.	Update when house rules change.

First slot time, Last slot time, and Slot interval (minutes) build the grid of times guests can choose on the public booking page. All slot times are interpreted in the shop's time zone.

Screenshot pending: static/img/hq/store-settings/reservations_settings.png

Booking Reports

Booking Reports shows booking volume and outcomes for a date range.

• Choose a preset range: Last 7 days, Last 30 days, or Last 90 days, or choose Custom and set From and To. A report can cover at most 366 days; a longer range is adjusted automatically.
• The stat cards show Total bookings, Total covers, No-show rate, and Cancellation rate.
• Daily breakdown lists each day with Date, Bookings, Covers, Honoured, No-shows, Cancellations, and a Distribution bar.
• By state breaks the range down by final booking state.
• By source splits bookings between Public booking page and HQ (staff-entered).

Screenshot pending: static/img/hq/store-settings/reservations_reports.png

X1 Floor access

X1 Floor access controls who can open the X1 Floor host-stand app for the selected shop.

Use this page when front-of-house staff need to manage table flow, waitlist, blocked tables, table turns, or floor-side open-table actions without giving them full HQ admin access.

The page includes:

• Invite by email: the staff email address that should receive access.
• Role: choose Host for normal host-stand use or Manager for staff who can manage higher-impact floor actions.
• Grant access: saves the access grant for the selected shop.
• the access table, showing Email, Role, Invited by, and a Revoke action for existing users.

Booking states and who can change them

A booking moves through states: Pending, Confirmed, Arrived, Seated, and the final outcomes Rejected, Cancelled, and No-show.

• HQ staff can apply any action valid for the current state from Booking Board or Booking details.
• POS staff can mark Arrived, Seat, No-show, or Cancel from the POS Reservations board.
• Guests can view and cancel their own booking online (see the public booking page), but only while it is Pending or Confirmed.

Rejected means staff declined a Pending request, for example when the shop cannot take the party. Only HQ staff can reject, and only while the booking is Pending.

Seated, Rejected, Cancelled, and No-show are final. A booking in a final state cannot be changed again; create a new booking instead.

Steps

1. Open Bookings -> Booking Settings.
2. Select the correct Shop.
3. Turn on Enable public booking if customers should be able to request bookings from the public booking page.
4. Turn on Require manual approval if staff must confirm each customer request before it becomes confirmed.
5. Enter a short Public booking slug using lowercase letters, numbers, and hyphens.
6. Set Maximum party size.
7. Set Booking duration (minutes) and Buffer after booking (minutes).
8. Set Minimum lead time (minutes) and Maximum advance window (days).
9. Set Time zone. Keep Shop default unless this shop needs a different zone.
10. Set First slot time, Last slot time, and Slot interval (minutes).
11. Enter clear Booking policy text for guests.
12. Select Save. If the slug is already used by another shop, the save is rejected; choose a different slug.
13. Open Bookings -> Booking Board.
14. Select the service Date.
15. Review the list and use Confirm or Mark arrived when the reservation reaches that stage, or open Booking details for other actions.

Grant X1 Floor access

Use this when a host or floor manager needs access to the host-stand app for one shop.

1. Open Bookings -> X1 Floor access.
2. Confirm the correct Shop is selected when the shop selector is shown.
3. Enter the staff member's email in Invite by email.
4. Choose Host or Manager in Role.
5. Select Grant access.
6. Check that the staff member appears in the access table.
7. If access was granted to the wrong person, select Revoke on that row.

Create a staff-entered reservation

Use New booking when a guest contacts the shop directly.

1. Open Bookings -> Booking Board and select the correct Shop.
2. Select New booking.
3. Enter the reservation Time.
4. Enter the guest Name and Phone.
5. Enter the guest's Email if the guest should receive booking emails.
6. Enter the Party size.
7. Select a Table if the table is already known.
8. Add Guest note or Staff note if needed.
9. Select Create booking.
10. If no table is free at that time, the page asks No table is available at this time — create anyway?. Select Create anyway only when the shop can genuinely take the party; otherwise pick another time.
11. Check that the new reservation appears on Booking Board.

The public booking page and guest self-service

The shop's public booking page is published at:

{booking site}/book/{slug}

where {slug} is the Public booking slug saved in Booking Settings. The full link is shown on the Public Booking Page page under Public booking URL.

Guests who book with an email address automatically receive emails in the language they booked in:

• when their request is received
• when the booking is confirmed
• when the booking is rejected
• when the booking is cancelled

Guests can also manage their own booking at {booking site}/manage using their booking reference and the phone number used for the booking. From there they can view the booking and cancel it while it is still Pending or Confirmed. Guest cancellations appear in Status history as Guest.

What changes after you save

Booking settings affect the selected shop only.

If Enable public booking is on, guests can use the public booking page for that shop. If Require manual approval is on, new customer requests stay Pending until staff confirm them. Slot grid changes (Time zone, First slot time, Last slot time, Slot interval (minutes)) change the times guests can choose on the public booking page.

Reservation board actions are operational records. They change what HQ, POS, and connected assistant tools show for that booking, and each action is added to the booking's Status history. Status changes made on the POS sync back to HQ automatically, normally within a minute while the POS is online.

X1 Floor access changes only who can open the host-stand app for the selected shop. It does not create a normal HQ workspace member by itself, and it does not change booking rules, public booking availability, or table layout.

How to check your change

1. Reopen Bookings -> Booking Settings.
2. Confirm the selected Shop still shows the expected values.
3. Open the public booking page URL and confirm the offered times match the shop's service hours in the shop's time zone.
4. Open Bookings -> Booking Board for today's date.
5. Create a test booking if the shop is not live.
6. Check that the POS Reservations board shows the same booking for the same shop.
7. After staff or guest actions, open Booking details and confirm Status history recorded them.
8. If you granted X1 Floor access, ask the staff member to sign in to X1 Floor and confirm the venue appears in their venue picker.

If something goes wrong

• If a guest cannot book online, confirm Enable public booking is on and the Public booking slug is correct.
• If saving settings fails with This public booking link is already used by another shop., choose a different Public booking slug.
• If saving settings fails with a slug format message, use only lowercase letters, numbers, and hyphens in the slug.
• If guests see the wrong booking times, check Time zone, First slot time, Last slot time, and Slot interval (minutes).
• If a valid booking time is blocked, check Minimum lead time (minutes), Maximum advance window (days), and the shop schedule.
• If a booking appears under the wrong shop, stop and check the selected brand and shop before editing more reservations.
• If POS does not show the booking, refresh the POS Reservations board and confirm the terminal is using the same shop.
• If a report range warning appears, the range was longer than 366 days and the end date was adjusted.
• If Grant access is disabled, check that Invite by email contains a valid email address.
• If a staff member cannot see the shop in X1 Floor, confirm they were granted access for the same shop and email address they used to sign in.

When to ask owner/admin

• You are not sure whether online bookings should be public for this shop.
• You need to change approval policy for a live service period.
• A customer dispute depends on the booking's Status history.
• The public booking page should use a different URL or policy text for brand reasons.
• No-show or cancellation rates in Booking Reports look unusual and may need a policy change.
• You are not sure whether a floor staff member should receive Host or Manager access.

Related guides

• POS Reservations
• Tables & Floorplan
• Store Settings overview