How to: Manage Walk-ins

In this article

To create a walk-in entry (availability is sufficient, automatic allocation is not on)

To create a walk-in entry (availability is not sufficient)

To create a walk-in entry (availability is sufficient but no dining tables are available for automatic allocation)

To create a walk-in entry for a specific occupied dining table

Walk-in entry status

To reset the status of an ARRIVED entry

Walk-ins are managed in the Dining Allocation panel.

There are three ways of handling guests that show up without reservation:

• Create a walk-in entry. The availability in the dining area and available dining tables influence this process.
• Seat guests at an available dining table.
• Create a walk-in entry for a specific dining table that is currently occupied or reserved.

Tip: When your restaurant is full, you can check the estimated waiting time by pressing the Statistics button and noting which table with appropriate capacity is next available.

To create a walk-in entry (availability is sufficient, automatic allocation is not on)

1. Press the Create Walk-in button (+).
2. Select the number of guests the entry is for from the drop-down list (or enter the number in the numeric input panel).
3. Fill in the appropriate information in the panel that appears, for example name, phone number, email, and special requests. By default the following is already set:
   1. The Guest ID or Name - the system can be set up with a default name for walk-ins.
   2. The Reservation date and time is now.
   3. The status of the entry is set to ARRIVED.
4. Press OK.

The program creates the walk-in entry. If there is automatic allocation on the reservation, it allocates an available dining table and the dining table list shows the allocated dining table.

To create a walk-in entry (availability is not sufficient)

1. Press the Create Walk-in button (+).
2. Select the number of guests the entry is for from the drop-down list (or enter the number in the numeric input panel).
3. Fill in the appropriate information in the panel that appears, for example name, phone number, email, and special requests. By default the following is already set:
   1. The Guest ID or Name - the system can be set up with a default name for walk-ins.
   2. The Reservation date and time is now.
   3. The status of the entry is set to ARRIVED.
4. Press OK.

Since there is not enough availability, the walk-in entry cannot be confirmed. If a waiting list is allowed for this period, the program suggests to create a waiting list entry. If not, it will not create the entry.

To create a walk-in entry (availability is sufficient but no dining tables are available for automatic allocation)

1. Press the Create Walk-in button (+).
2. Select the number of guests the entry is for from the drop-down list (or enter the number in the numeric input panel).
3. Fill in the appropriate information in the panel that appears, for example name, phone number, email, and special requests. By default the following is already set:
   1. The Guest ID or Name - the system can be set up with a default name for walk-ins.
   2. The Reservation date and time is now.
   3. The status of the entry is set to ARRIVED.
4. Press OK.

Automatic allocation: Always Allocate

Since there are no available dining tables for allocation, the walk-in entry cannot be confirmed. If a waiting list is allowed for this period, the program suggests to create a waiting list entry. If not, it will not create the entry.

Automatic allocation: Allocate if Possible

Since there are no available dining tables for allocation, the walk-in entry is confirmed but you need to manually allocate dining tables.

To create a walk-in entry for a specific occupied dining table

1. Select the occupied dining table's row and the interval that you want to reserve (the interval must be free).
2. Select the number of guests the entry is for from the drop-down list (or enter the number in the numeric input panel).
3. Confirm the question that appears.
4. Fill in the appropriate information in the panel that appears, for example name, phone number, email, and special requests. By default the following is already set:
   1. The Guest ID or Name - the system can be set up with a default name for Walk-ins.
   2. The Reservation date and time is now.
   3. The status of the entry is set to ARRIVED.
5. Press OK. The new entry appears at the bottom of the reservation list. The occupied table is now both occupied and reserved.

Walk-in entry status

Walk-in entries have a status:

• Open
• Late
• Arrived
• Seated
• No-Show
• Canceled

When you create a walk-in entry, it has the Arrived status.

You change the status manually by pressing the Status field in the entry row in the reservation list. The drop-down list shows actions that can be applied to change the status.

The reservation list shows only those entries that are Open, Late, or Arrived. Once the status is changed to the other three options, the entry disappears from the list.

Note: The service flow can be set up to automatically set Open reservations and walk-in entries to Late after a certain time period has passed from the reservation time. It can also be set up to automatically change a Late entry to No-Show after a certain time period.

To reset the status of an ARRIVED entry

1. Select the desired entry row and the Status column.
2. Select Reset Status. The Status field is now blank (that is, Open), indicating that the guests are not present.