livebookings electronic reservations book n.
Download
Skip this Video
Loading SlideShow in 5 Seconds..
Livebookings electronic reservations book PowerPoint Presentation
Download Presentation
Livebookings electronic reservations book

Loading in 2 Seconds...

play fullscreen
1 / 23

Livebookings electronic reservations book - PowerPoint PPT Presentation


  • 85 Views
  • Uploaded on

Livebookings electronic reservations book. Content. Booking Activity 3. Make a booking 4. Search for a booking 5. Edit a booking 6. Print a session report 7. Cancellations and No-shows 8. Simple availability controls 9. Utilities & Settings 10. Guest & Mailings 11. Duplicates

loader
I am the owner, or an agent authorized to act on behalf of the owner, of the copyrighted work described.
capcha
Download Presentation

PowerPoint Slideshow about 'Livebookings electronic reservations book' - ova


An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.


- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -
Presentation Transcript
content
Content
  • Booking Activity
  • 3. Make a booking
  • 4. Search for a booking
  • 5. Edit a booking
  • 6. Print a session report
  • 7. Cancellations and No-shows
  • 8. Simple availability controls
  • 9. Utilities & Settings
  • 10. Guest & Mailings
  • 11. Duplicates
  • Availability Management

13. User Management

14. Actions!

15. Exercises

16. Training and Support

2 booking activity
2) Booking Activity

Think of the Booking Activity as your

‘Inbox’ of online bookings. It’s a simple

way to stay on top of new bookings.

  • Click Manage/Booking Activity.

b) Check bookings for notes.

c) Check the box, d) click Save to remove

the booking from the list.

e) Change ‘view’ to see ‘all ‘ ‘all read’ or

‘unread’ bookings. AND choose if to

view bookings and/or cancellations.

a

e

d

c

b

3 make a booking
3) Make a booking

a) Select a session spot

b) Click ‘Add a Booking’

c) Enter Surname (or email address or telephone number)

d) Look out for existing guest data (copy this or continue

entering Guest details)

e) Tick ‘email’ if guest accepts marketing

f) Enter number of guests

Click ‘?’ to get available times

g) Select required booking time (grey means not available

online)

h) If you entered an email address the booking will be

confirmed in writing unless you un tick ‘send an email

confirmation’

Click to Apply/ Close / clicki) Refresh on Diary view (top right)

a

b

c

d

e

f

i

g

h

4 search for a booking
4) Search for a booking

Two ways to locate an existing booking.

Enter Surname, tel. Number, ref. number or email

address Click ‘Search’

b) Click on the name to open the guests profile

c) Click on the date to open the Booking List View for

this session

d) Click on the magnifying glass to open this specific

reservation

Otherwise...

From the Diary select a session spot

e) Click Bookings view/Booking List View

f) Click on the magnifying glass to open this specific

reservation.

a

b

a

b

d

e

c

f

5 edit a booking
5) Edit a booking

a

b

Notes:

a) Flags (VIP, Dietary requirements, Wine lover)

b) Guest notes will remain on the guests profile

c) Booking notes (relevant for just one visit)

All of the above notes will NOT appear on any confirmation

Emails but will show on your shift report

d) ‘Msgs’ Any note here WILL get confirmed back to the guest

on their email confirmation

Status:

e) Change booking status to ‘reconfirmed’ ‘cancelled’ or ‘no-show’

(only past bookings will have the no-show option)

f) If editing the date and/or time use Stats to see what has already been

booked for the new date/session/time

g) The audit trail shows you all edits since the booking was first created

h) Any edits (apart from bookings flagged as no-show) can be confirmed

by email

i) Select to make a new (blank booking)

j) Select to make another booking for the same person

k) If individual User accounts has been entered each User can now

‘sign off’ for any edits.

l) Click apply /Close/Refresh

Duplicates:

m) If you spot a duplicate it’s an indication that the same guest

may appear more than once on your database. Click ‘Duplicate’ to see

the possible records for merging. Tick ‘duplicate/apply’ to merge

The records.

m

f

c

d

g

e

h

i

j

l

k

6 print a session report
6) Print a session report

b

a

Before the start of each service make sure to print a shift report!

Select a session spot on the Diary view

a) Select Bookings View / Booking list view

b) Click ‘View as printable list’

c) Print list

Report explained:

d) Select the detail you want on the report

One area or all areas

With or without messages

e) if you choose to ‘hide’ messages then an icon will indicate if any

information is on file. (Notes, flags, Offer, booked online)

Print empty lines (for adding manual bookings)

f) With messages will print a detailed report showing you when the

Booking was made, which website was the booking made from,

Did they book an offer, any notes about the booking/guest, guest flags

And booking history

c

d

e

f

7 cancellations and no shows
7) Cancellations and No-shows

a

At the end of each service make sure to enter any

cancellations and no-shows to keep an exact listing of

your guests booking history.

Select a session sport from the Diary view, then select

a) ‘Booking Views’ / Booking List View

b) Click on the magnifying glass to open the booking

Form.

c) Change booking Status to the new appropriate status

(only past bookings can be flagged as no-show)

d) If an email has been entered you can send an email

to confirm a cancellation. You cannot send an email

when flagging a booking as no-show

Click ‘Apply’ / ‘Close’

b

e

c

8 simple availability controls change m ax c overs stop online b ookings
8) Simple availability controls:Change max covers & Stop online bookings

Simple availability controls:

Session-by-session you can change the max covers you

wish to accept or stop for online bookings completely.

To Change Max covers select a session spot from the

Diary view, a) click ‘Set Max Covers’ enter the total

number in the Max window. Enter your Password,

click on the disc.

To stop for online bookings select a session spot from the

Diary view, b) click ‘Stop Online Bookings’, enter your

password, c) click on the disc.

d) A stop sign will appear on the session spot. Note: you

can continue with internal bookings

d

c

a+b

9 utilities settings
9) Utilities & Settings

c

a) Maximum and minimum covers in any ONE party.

b) Booking period is the number of days in advance people can make

bookings for. Apply

Please refrain from requesting credit cards for any booking size.

c) Please refrain from creating additional bookable venues

d) Do you need a back up email to tell you that a booking has been

made?

Yes: enter your work email address

No: Select ‘don’t send messages’

d) Do you need a back up email to tell you that a booking has been

Cancelled?

Yes: enter your work email address

No: Select ‘don’t send messages’

d) Do you want to receive a summary shift report?

Yes: enter your work email address

No: Select ‘don’t send messages’

e) Cut off times (bookings will no longer be available online)

Keep this to max one hour (60 minutes)

6o minutes before the start of each service online bookings will become

Suspended. Update Settings

f) Closing for a longer period of time. Enter start date, sessions to be

Included. Apply

g) Enter flag name, enter password (Flags can now be used on the

booking form)

h) Settings Audit simply tells you which user made any customisation

Changes to the system.

(

a

b

f

d

e

g

h

10 guests mailings offers
10) Guests & Mailings, offers

From the Guest & mailings dashboard click a) to submit

an offer. Livebookings will make the Offer LIVE, you just

send us the details and we will do the technical stuff.

Once an offer is LIVE it becomes an ‘unsent promotion’

Click b) to see What can now be sent to your marketable

email addresses.

Click c) to schedule a mail shot.

(Enter your password/schedule mailing)

MAKE SURE TO READ THE TERMS ON WHICH THE EMAIL

WILL BE SENT.

Once the email has gone, you can view d) the results of

the campaign.

e) Click here to view a history of previous marketing

campaigns

f) Make sure to download and read our Guide to effective

online marketing.

f

a

b*

c

d

b*

Continues...

10 guests mailings emails and sms
10) Guests & Mailings, emails and SMS

d

From the Dashboard click to ‘write an email to these

guests’

a) Click to ‘browse this data’ to look out for duplicates

Before any email shot. (see overleaf)

b) Click to export your marketable data to Excel.

c) Write an email like you would in Outlook. (See

Previous page on how to download our Guide on

Emailing your guests)

d) Always make sure to test first by sending yourself an

email

e) Send to your guests

f) Read the terms on which this email will be sent

g) Enter your password/Schedule this mailing

SMS

From the dashboard click to ‘send an SMS to these

guests’

a) Browse or export this data

b) Write your SMS

c) Note the character counter

d) Test this by sending yourself an SMS

e) Note this is not a free service, you must agree to the costs

g) Enter your password/send SMS messages now

a

b

e

c

f

g

d

a

b

e

c

f

11 duplicates
11) Duplicates

In order to keep your guest data tidy you may from time to

time spot some duplicates (two or more profiles for the same

guest)

This can be spotted on a) the booking form and b) ‘Guest you can email’ on the Guest & Mailings dashboard

Click on ‘Duplicate’ to merge the records into one.

c) The record on the left will be saved and the d) record(s) on the right will get merged.

e) You can choose which email address and telephone number to keep. The system will recalculate all

number of visits, cancellations and no-shows.

f) Click apply

a

d

c

e

b

f

12 availability management
12) Availability Management

Each session in a 7 day period needs an availability plan. This is where

You configure your opening hours, the number of covers you wish to

take for the duration of the session and also where you determine the

flow of covers.

To create an availability plan:

a) Select Manage Availability, Availability Plans. Log in.

b) Answer ‘what would you like to do (create a new plan)

c) Answer: Apply to’ : Specific date (Valentine’s dinner) every

day (of the Week) or a specific day of the week (Monday,

Tuesday, Wednesday etc.)

d) Submit, click OK, click yes (to edit the plan)

e) To edit an existing plan click on the Plan name (Basic or

day of the week) Then answer ‘what would you like to do’

with ‘configure the selected plan.

a

e

b

c

d

Tick to modify the plan. b) Set your start / end time / booking

intervals and max covers for the session.

c) In the max row, under each time column, enter the number of covers

you wish to accept per timeslot. Click ‘apply the limit I have typed’

d) Enter a turn-time message by selecting the time/allow/enter

turn-time Message

e) Enter a message for anyone who books online (this message will

display on the booking calendar when people make their reservation

online AND can also be viewed on the booking form for internal bookings.

f) If it’s ticked it’s available, if it’s not ticked it’s not available.

g) Click apply.

c

a

d

b

f

e

g

12 availability management1
12) Availability Management

If working with table numbers you must make sure to configure all of

your tables, then all of your joined table permutations.

Real tables: Select a) table then enter table number, plus

min/max covers, Apply.

Joined tables: Select b) then c) move real tables from left

to right column, enter new min/max, click Apply

d) Un tick ‘auto generate name’ and you can give the new

joined table any name you wish.

e) Use ‘maximum capacity’ (tick it) if you want all real

tables to be added up, then taking into consideration the

turn times (see below) the max number of covers for the

session will be made available to book.

LEAVE THIS UN-TICKED if you want to decide yourself

(on the Set Availability plan) what the Max Covers for the

session should be.

You can decide how long people can spend at their table

before it gets released and made available again. If you don’t want to

turn your tables simply specify long durations. (f)

g) Click on the scissors to determine the min/max cover

size, then enter the duration

h) Click on the clock to determine the start/end time, then

enter the duration

i) Choose here if you want to write your own turn-time

Message on the Set Availability Plan or use an automated

message

e

A+b

c

d

g

f

h

i

12 availability management table timeline view
12) Availability Management, Table Timeline View

a

b

d

With table number and turn times configured you can now make use of the Table time Line. (Found under Booking Views)

a) All colours are explained here

b) Click here to unseat all (un)locked tables

Select a booking to see appropriate c) alternatives

To move a booking, d) click here, e) select the new table number, f) click on the table.

g) A lock means this table will not get moved.

h) Click on an arrow to decrease/increase booking durations

i) Click on a magnifying glass to open a booking

As more bookings are made the system will shuffle

reservations around (until you lock them) in order

to make the most of your availability.

i

g

e

c

f

h

a

13 user management change password
13) User ManagementChange password

b

a

c

Make sure to change your password on a regular basis.

Note: Passwords must have at least one numeric character, at least 1 non-alpha numeric

character(s) and must be at least 6 characters long. (a)

If updating contact details please note that telephone numbers must start with +44 (b)

If you update your email address you will also be updating your username!

(c) Update User

13 user management creating new log in accounts
13) User ManagementCreating new Log-in accounts

a) To create a new User click ‘User Management’

b) Add a unique email address (this will be used as the

username for logging in) click to ‘Create User’

Add Surname, First name, tel. Number

c) Country code must be added as +44

Add job Title

Click to ‘Add Restaurant’ , tick the restaurant name, click save

(No visuals for this)

d) Create User rights:

View Profile: Homepage can be viewed only, access to electronic

reservations book

Restricted role: Tasks on the homepage can be carried out but

a password is needed. Reports cannot be exported. Access to

electronic reservations book.

Total Role: Access to everything and no password is required.

e) Click here to see a list of User access/rights

f) Select Class I to allow for Availability Management and

‘Guest and Mailings’ to be accessed. (Emailing will still be disabled)

Select Class II to disallows Availability Management and

Guest & Mailings

g) Un tick ‘Active’ if you wish to disable a User.

h) Click ‘Save’

b

c

e

f

g

d

h

14 actions in preparation for go live
14) ActionsIn preparation for Go-live:
  • Can you access your electronic reservation book?
  • Can you log-in with the username and password supplied
  • Confirm settings on Utilities & Settings
  • Browse the system and make use of your handouts, then...
  • Explain and train your Management team
  • Add bookings from paper diary to electronic reservations book
  • Build into daily routine: checking bookings, printing session reports etc
  • On Go-Live day: book yourself a table on your website
  • Attend further online training (to learn about Availability Management and Guest database management)
14 actions your shift by shift action plan
14) ActionsYour shift-by-shift action plan
  • Regularly: check for new bookings in ‘Booking Activity’
  • Print a Session report
  • During service: Flag cancellations and no-shows. If you cannot get to a computer write new future bookings onto Session report
  • End of shift: Update no-shows, cancellations and add new future bookings
  • Change availability when necessary

Generally:

  • Plan ahead! (both in terms of online availability, keeping offers fresh and the marketing calendar full)
  • Make use of the training videos (HELP)
  • Ensure that training is maintained (for new team members and refresher training for existing team members)
  • Buddy up! Ask for advice from your colleagues
16 training and support
16) Training and Support

?

For training videos, User guides and a link to (more) training options:

Locate the HELP tab in the electronic reservations book

Or contact your dedicated Livebookings Account Manager

T: 020 7199 4300

E: support@livebookings.co.uk

W: www.livebookings.co.uk/support

Further training: www.livebookings.co.uk/training

Industry news: www.theblackboard.net