In this article, we will see how the Automatically assign reservations to tables feature works on OctoTable. We will explain how the platform manages reservations, both online and manual, based on whether this option is enabled or disabled. The goal is to provide you with all the necessary information to choose the management mode that best fits your operational needs.
To enable or disable the Automatically assign reservations to tables option, click on Configuration > Seating areas/tables from the menu on the left and then on the green Edit button corresponding to the seating area for which you want to activate the option.
Enable/disable the option in the Configuration section by checking or unchecking the box.
Remember to click the green Save button to confirm your settings.
With the option ENABLED 🟢, the system automatically assigns a table to reservations.
Reservations made by customers through the OctoTable Reservation Page and Reserve with Google are automatically assigned to the most suitable table.
Example: if you receive a reservation for 2 people, the system will assign it to a table with a maximum capacity of 2 seats. If a 2-seat table is not available, the system will look for the best possible solution, preferring for example a table with a capacity between 2 and 4 seats rather than a table with a capacity between 2 and 6 seats.
The system will therefore select the table with the most suitable capacity for the number of guests, marking it as unavailable for the chosen time slot.
From the Dashboard, you can view the reservations received along with the table number assigned by the system.
When creating a manual/walk-in reservation:
Based on the number of people chosen, the reservation modal will automatically suggest the most suitable table.
With the option DISABLED ⚪ reservations arrive without an assigned table, and you will have to manually assign each reservation to a table.
For reservations received online through the reservation page or Reserve with Google, tables must be assigned manually, and you will see them without the table number next to them.
Once received, you can find the reservations on the Dashboard. Here, click the Edit button next to the reservation you want to assign a table to.
Once the Modify reservation screen opens, expand the drop-down menu next to Table/seat. From here you can select the table you wish to assign to the reservation, seeing which tables are available and which are already occupied. Remember to click the green Modify reservation button at the bottom to save the selected settings.
For walk-in reservations added manually, table assignment will also be necessary. To add a new walk-in reservation, click on the dedicated icon in the top menu bar.
Once on the New Reservation page, fill in the customer details fields, and assign the table from the Table/seat drop-down menu.
⚠️ Attention:
If, in the room configuration page under the Availability Settings section, you have set the option In case of no availability to Hide unavailable times.
If you do not promptly assign reservations to tables (both online and walk-in reservations), the tables will continue to appear available even when actual availability is fully booked.