Restaurant Reservation Guide

1. Launch Ai-Booking Website
   • Open your web browser and enter www.ai-online.com.au/booking
   • Now, enter your login credentials and click Login.
     
   • Once logged in successfully, you are taken to the Ai-Booking Dashboard.
2. Ai- Booking Dashboard
   • New reservations – number of reservations booked today
   • Total reservations – number of reservations due today
   • Guests coming – total number of guests booked-in for today
   • Tables booked – total number of tables booked for today
   • Latest Reservations – Displays the recently booked reservations
   • Available Tables – Shows all the tables and their capacity, and alsoshows the availability of the tables and the time slots they are booked for.
3. Make a Reservation
   There are two sides from which a reservation can be made,
   1. Front-end website
   2. Back-end Website
      Front-end website is the user interface from which the customers make their reservations. Back-end website is where the restaurant maintains and manages its reservation system and also manually book in reservations as-well.
   3. Make a Reservation using Back-end Website
      • Click on Reservations on the left pane menu.
        
      • In the Reservations drop-down list, click on Schedule.
        
      • You can click on Today/Tomorrow to view the reservation schedulefor today and tomorrow respectively.
      • Alternatively, you can pick a date on the date picker to book a
        reservation for any future date.
      • After the reservation schedule has been loaded for any given day, click on the ‘+’ symbol for the required table.
        (Note: table can be changed later in the add new reservation page as well)
        
      • Clicking on ‘+’ takes you to the Add new reservation page.
      • Under the Reservation Details tab, enter the required details
        (Tip: To manage a larger crowd, can add multiple tables to the same reservation)
      • Then click on the Client Details tab and enter the customer details.
        
      • Once done, click Save.
        Alternatively, you can make a reservation by clicking on the ‘+’ symbol for any table in the Available Tables section in the Dashboard
        
      • This will take you to the Add new reservation page, preloaded withthe current date and table number (can be changed as per requirements)
      • Then follow the same steps as before.
        Once a reservation has been booked in, you can go to the Schedule section, put in the date of the booking, and you can notice that the time slot of the booking has been blocked (with name and number of guests).
        
   4. Making a Reservation using the Front-end Website
      The front-end website is where the customers/guests make their reservation.
      • Launch the URL of the front-end website.
      • And it will look something like the image shown below.
        
      • Select the date for which you want to make a reservation.
      • Select the number of guests that you want to book in. Based on the number of people selected, the system will automatically display the available time slots for the tables that have the capacity to handle the number of people specified.
        (Note: If no tables are available for the given number of people, then the booking page will look like the image shown below)
        
      • Once an available time slot has been selected, the user is taken tothe Booking Details page.
      • A table that can hold the given number of people is selected
        automatically by the system itself.
        (Note: If you want to make any changes to your selection, click on Change Selection, which will take you to the previous page)
        
      • Enter the required information and click on Checkout.
      • This will take you the Confirm Reservation page.
        
      • Check your booking details and if everything checks out, click onConfirm Reservation.
      • Thus, a reservation has been booked successfully.
        
      • Once a customer has successfully made a reservation, it can be seen in the Dashboard, under the Latest Reservation section.
        
   5. Reservation List
      • To view the Reservation List, click Reservations in the left panemenu.
      • Under Reservations, select Reservation List
        
      • Displays all the reservationsthat are confirmed, pending, cancelled,and enquired.
      • Any particular reservation can be retrieved using the search bar.
   6. SEARCH
      • The search bar is available on top of the screen. Reservations can
        be searched based on identifierslike table name, reservation name,
        and E-mail ID.
      • There is an option for an advanced search as well. Just click on the
        drop-down button on the left-hand side of the search bar.
        
        (Note: Advanced search option gives the user to filter the list based on aparticular time-period, by Table, by Email, by Name, and by Phone Number)
      • There is also an option to filter the reservation list based on the
        status of the reservation.
      • On the top-right side of the page there is a drop-down bar, click on it and select the status that you want to filter out and view.
        
   7. Cancel a Reservation
      • In the Reservations List page, find the reservation you want to
        cancel.
      • Click on the status of that reservation and now you can notice the
        status transform into a drop-down list.
        
      • Now select Cancelled from the drop-down list and click outside onan empty space in the page.
      • Now that would cancel that reservation and any blocked time
        slots for that particular reservation would be removed as well.
        The status of any reservation can be changed using the same steps mentionedabove.
      • Confirmed – Confirms the reservation and blocks the time slot.
      • Pending – The table and the corresponding time slot are held for a specified period (can change the time period in Settings) after which the reservation status changes to cancelled automatically.
      • Enquiry – The table and its corresponding time slot selected will be saved but will not be blocked for other bookings.
   8. Edit a Reservation
      • Go to Reservations List, click on the edit button for any reservation to edit that reservation.
        
      • This will open the Update Reservation page.
        
      • The Reservations Details and Client Details both can be edited.
      • There is an option to Resend Confirmation Email, Print Reservation
        Details and Send Cancellation Email.
      • Once done, click on Save.
        
   9. Delete a Reservation
      • Go to Reservations List, click on the Bin Icon button next to the Edit button for any reservation.
        
      • This opens a pop-up asking for your confirmation to delete there servation.
        
      • Click on Delete.
      • To delete multiple reservations, click on the checkboxes of the reservations that you want to delete.
      • Click on Choose Action button.
      • And click Delete Selected.
      • The delete confirmation pop-up box opens, click Delete.
        
   10. Working Time
       1. To view and set Working Time, click on Restaurant in the left pane menu.
          • Under Restaurant, click on Working Time.
          • This will display the Working Time Settings.
            The Working Time settings allows you to configure the display timings that getsshown on the front-end website.
          • Start Time - defines the starting time of the restaurant as well as the time from which the user would be allowed to make their reservation for any given day.
          • End Time - defines the close time of the restaurant. And the latest time slot for any given day on the front-end website will be End Time minus the Default Reservation Time (time duration for which a reservation is booked for).
          • Break from - Break to – defines the period between which there are no available time slots and hence not allowing the customer to make a reservation during that time period.
          • Interval – defines the time interval between two time slots. For e.g., If the Interval is given as 60, the time interval between any two slots will be 60 minutes(1 hour) in the front-end website.
            
          • Max People – defines the maximum number of guests that can bebooked in for that day, beyond which all the time slots show up as booked out.
          • Max Tables – defines the maximum number of tables that can be booked for that day, after which all the time slots show up as booked out.
            
          • Is Day off – If yes, reservations for that day is disabled. If No,reservation is available.
          • Once everything is set, click Save.
   11. Set Different Store Timings for a Specific Day (Public Holidays)
       • Click on Restaurant in the left pane menu.
       • Under Restaurant, click on Working Time.
       • In Working Time Settings, click on the Custom tab.
         
       • Enter the date for which you want to set a different operating time.
       • Enter the required details.
       • Once done, click on Save.
       • Once saved, the entry can be edited or deleted by clicking on the buttons available for that record in the bottom section in the custom tab.
   12. Set up Tables
       • To set up tables, click on Restaurant on the left pane menu.
       • Under Restaurant, click on Seat Map.
       • Switch off Use Seat Map by clicking on the toggle button.
       • Once Use Seat Map is made as NO, it will bring up an option saying Manage Tables here, click on it.
         
       • This will open the Table List.
       • One can create a table using the Add Table section on the right side of the screen.
         
       • Enter the required details.
       • Minimum - defines the minimum number of guests required for that table to be made available to book.
       • Once done, click Save.
         
   13. Edit a Table
       • Once the Seat Map is turned off, you will see a new option called
         Tables under Restaurant in the left pane menu.
         
       • Clicking on Tables in the left pane menu, it will open the Table List.
       • Click on the Edit button for any table that you want to edit.
       • Make the required changes and click Save
         
   14. Delete a Table
       • Go to Table List, click on the delete button for the table that you want to delete.
         
       • Click the Delete button in the delete confirmation pop-up box.
       • To delete multiple tables, select the checkboxes of the tables you want to delete.
       • Click on the Choose Action button and click Delete Selected.
   15. Create Merged Tables
       
       • In the left pane menu, click on Restaurant.
       • Under Restaurant, click on Merge Tables.
       • This will bring up the Merged Table List.
         
       • One can create a merged table using the Add Merge Table section on the right side of the screen
         
       • Enter the required details.
       • In the “Tables for Merge” drop-down field select the tables you want to merge.
       • Once done, click Save.
       • Merged Table is used to create a combination of the existing tables to handlelarger capacity. When a merged table is booked for a particular time slot, the tables included in that merged table will not be available for booking for the same time slot. From E.g. if merged table Merge 1(from the above image) is booked for 11 AM slot for today, then Table 3 and Table 8 will not be available for booking for 11 AM today.
   16. Edit Merged Tables
       • Go to Merged Tables List.
       • Click on the edit button for the merged table that you want to edit.
       • This will bring up the Update Merge Table page.
         
       • Make the required changes.
       • Once done, click Save.
   17. Delete Merged Tables
       • Go to Merged Tables List.
       • Click on the delete button for the merged table that you want to delete.
         
       • Click on the Delete button in the delete confirmation pop-up box.• To delete multiple merged tables, select the checkboxes of the merged tables you want to delete.
       • Click on the Choose Action button and click Delete Selected.
   18. Blocks
       Blocks are used to block all the tables for a specific time period on the front-end website. It can be configured to be recurring.
       • Click on Restaurant on the left side pane menu.
       • Under Restaurant, click on Blocks.
         
       • This will open the Block Tables list.
         
       • One can create Blocks using the Add Block section present on the right side of the screen.
         
       • Enter the date from which you want to add a block.
       • Enter the time slot that you want to block.
       • In the Repeat drop-down list, select Daily.
       • If you want to block a particular time slot for just one day, then enter the same date in the End Recurring on date field or enter number 1 in the Or Repeat field.
       • Click Save.
       • Now if you go to the front-end website, you can notice that the time slot which has been blocked does not show up.
       • In the above image, the time slot for 10 AM to 11 AM for 25/09/20 has been blocked. The blocked time slot does not show in the frontend website as shown in the image below. One can see that the 10 AM slot is not shown.
         (Note: If you want to block the tables for another time slot for the same day,add another block with the same date)
   19. Recurring Types
       • When adding blocks, the blocks can have different recurring types that can be set in the Repeat field in the Add Blocks section.
       • When Repeat is selected as NONE, the block becomes inactive.
         
       • When the Repeat field is set to WEEKLY, Setting an END Recurring On date would repeat the block every week from the Date that has been set till the End Recurring On date.
       • Or choosing to enter a number in the Or Repeat field, would repeat the block every week from the set date, for a specified number of times.
       • Any specific week alone can be excluded by entering that date in the Excluded Date field.
         
       • When the Repeat field has been set to CUSTOM, we can make the block to repeat every specified number of days.
       • Enter the interval between two successive blocks, in the
         Each field. For E.g. if Each is set to 2 days, the block will become active every two days.
       • If you wish to end this repeat cycle by a specific date, enter it in the
         End Recurring On field.
       • Alternatively choosing to enter a number in the Or Repeat field, would repeat the block every specified number of daysfrom the set date, for a specified number of times.
         
   20. Edit / Delete Blocks
       • Go to Blocks list and click on the edit button for the block that you want to edit.
       • This will change the Add Blocks section in the right side of the page to Update Block.
         
       • Change the required details and hit Save
         
       • To delete any blocks, go to Blocks list and click on the Delete button for the required block.
   21. Settings
       Under Settings - Reservation Options, Reservation Form, Terms & Conditions, Notifications and Reminders can be configured.
   22. Reservation Options
       • Click on Settings in the left side pane menu.
       • Under settings click on Reservation Options
         
       • Deposit Fee – (will not be necessary) set it as zero.
       • Default Reservation Length – defines the default length of a reservation when booking through the Back-end website.
       • Reserve X Minutes Earlier – blocks the time slots for a specified duration before a reservation. For E.g. if the Reserve X Minutes Earlier is given as 30 mins, then every reservation that has been booked will be reserved 30 minutes before the commence time of the reservation. If a reservation is made for 7.30 PM, then the booked table will be blocked from 7.00 PM in the Schedule page.
       • Not Paid Reservation Status – set it to Confirmed.
       • Paid Reservation – (won’t be necessary) but set it as confirmed.
       • Table Pending Time – defines the time duration after which a pending reservation is cancelled. For E.g. if Table Pending Time is given as 120 minutes, and a reservation is made for Table 5 with status as pending, then table 5 will be held/blocked for 2 hr from the time of booking, after which the status automatically changes to Cancelled, and Table 5 will be available to book for that time slot.
       • Confirmation Page – defines the URL to which the customer will betaken to after a successful reservation in the front-end website.
       • Disable Payments – set it as YES.
   23. Reservation Form
       Reservation Form is used to configure different text fields in the reservation form in the front-end website.
       • Click on Settings, and under settings click on Reservation Form
         
       • This will open the Reservation Form Options
         
       • The Reservation Form Options shows all the available text fields that can be configured whether to show or not in the front-end website.
       • There are three different options that can be set to a text field,
         • Yes – displays the text field in the reservation form.
         • Yes(required) – displays the text field as a compulsory field.
         • No – will not display the field in the reservation form.
       • Once done, click Save.
   24. Terms & Conditions
       You can add terms and conditions to the reservation the customer makes by setting it up in the Settings menu.
       • Click on Settings in the left pane menu.
       • Under Settings, click on Terms & Conditions.
         
       • This will open the Terms & Conditions settings.
         
       • Type in the terms and conditions that you would like the customer to know.
       • Once done, click Save.
       • Now, you can notice in the front-end website in the Booking details page that a checkbox is present with the link to the Terms & Conditions below it.
         
   25. Notifications
       You can send customers automated emails about their confirmed reservation, cancellation and enquiry using the Notification settings.
       • Click on Settings on the left pane menu.
       • Under Settings, click on Notifications.
         
       • This will open the Notification settings.
         
         The Emails can be configured for two kinds of recipients.
         • Client – Choose Client, to configure the emails sent to the customers.
         • Administrator – Choose Administrator, to configure the emails sent to administrators when a customer cancels, confirms booking or makes an enquiry.
           There four types of automated E-mails that are sent to clients/Administrators.
         • Cancellation email – When the status of a reservation is set to or changed to Cancelled.
         • Confirmation email - When the status of a reservation is set to or changed to Confirmed.
         • Enquiry email - When the status of a reservation is set to or changed to Enquiry.
         • Payment Confirmation – Once payment is through and confirmed.
   26. Personalize Email
       The emails can be personalized individually based on their type.
       • Select the recipient type.
       • Select the email type that you want to personalize.
         
       • Once selected, the text editor for the type of email type selectedwill be loaded, scroll down the Notifications page to see it.
         
       • Enter the subject of the email as per your requirements.
       • Type in the body for the personalized email.
       • Any information about the reservation can be accessed using tokens.
       • Tokens are defined within curly braces {}, as shown in the image above. The available tokens are listed on the right side of the page.
         
       • So, when an automated email is sent, {Firstname} and {Lastname}are replaced by the name of the reservation.
       • Once done, click Save (Note: set-up the email address from which these emails will be sent, in the System Options).
   27. Change Status of the Email type
       We can make an email type to send or not send by changing its status.
       • Select the Recipient.
       • Select the email type you want to change the status.
       • Once selected, click on the Send this Message toggle button.
         
       • This will change the status of the email type.
         
   28. Reminders
       We can configure the Reminder settings to send automated reservation reminder emails to customers before a specified time duration before their reservation.
       • Click on Settings.
       • Under Settings, click on Reminders.
         
       • This will open the Reminder Options.
         
       • Click on the Enable Notifications toggle button to toggle between reminders On and Off.
       • Enter the number of hours before which you want to send the reminder email to the customer, in the Send Email Reminder field.
       • Enter the subject of the reminder email in the Email Reminder
         Subject field.
       • Enter your personalized reminder message in the Email Reminder
         Message text editor.
         
       • Make use of the available tokens to read data from the reservation details.
       • The available tokens list is given on the right side of the screen.
         
   29. Once done, scroll down and click Save.
       (Note: Set-up the email address from which these emails will be sent, in the System Options (Explained in System Option -> Email Setting)).
   30. System Options
       This section lets you configure the general setting of the back-end website and set up Email ID from which the automated emailing system will send emails.
   31. General
       
       • Click on System Options from the left pane menu.
       • Under System Options, click on General.
       • This will open the General Options settings.
         
       • There are multiple options available in a drop-down list for each
         Setting to choose from.
       • Once the desired setting is set, click Save.
   32. Email Settings
       • Click on System Options in the left pane menu.
       • Under System Options, click on Email Settings.
         
       • This will open the Email Settings.
         
       • Set Sending Method as PHP mail().
       • In Email Address field enter the email address from which you want the automated system to send emails.
       • In the Name field, enter the name that you want to display in the ‘From’ header of the email.
       • Once done, click Save.