Set Up A Restaurant Facility

By the end of this training article you will be able to:

• Configure a restaurant facility
• Understand services
• Set up table plans
  
• Manage blocks

First navigate to Configuration > Facility > Restaurant.

Note: You must have already set up the facility password in configuration > access > security to proceed

Starting with the top section of the screen

• ID: is auto-populated once saving. Used for linking Facilities to web booking engines
  
• Order: if you want the facilities to show in a particular order when you log in to make bookings, then put it in here
• Restaurant Name: is the name as displayed in HART 
• Diary: This is the layout you wish the restaurant diary (reservations/ restaurant) to display as 
• The Service option is used for precise service tracking to review the times any contact has been made with the guest by any member of staff

• Password: key in a password to access this facility 
• Unit: Select the unit from the drop-down this facility belongs to
• Relay: key in the allowed relay time per table in minutes. If left at 0 then the table can only be sold once per shift
• Allocation Rule Drop Down: None means no automatic allocation at all by the system, auto means the system will allocate a table every time a restaurant booking is made
• Allocation Rule Check Box: Check if want to allow a room reservations operator to assign a table at the time of booking in a room reservation
• Online Stop: the number of covers per service online, if available, that causes the web booking engine to stop allowing any more bookings
• Keep in Diary: inside POS/ diary all reservations are displayed and once an order is opened for this booking the name is hidden from this diary, if ‘Keep in Diary’ is checked this booking will still display after an order is opened
• Active: uncheck this box to deactivate this facility

The tabs to the right-hand side are used as follows.

Services

Right-click and add an entry to add all available services for this restaurant. The services are added first in configuration/ services/ restaurant and are then available from the Available Services dropdown.

Add a period if this service is not available all year round, for example, a Christmas Day Lunch should have a period from the 25/12/20 to the 25/12/20. Use every day in Day (s) if this service is available every day or just the day from the drop-down. Ie Sunday lunch would only be available on Sundays.

Select the service times from the drop-down and a total Maximum Covers for this service.

Times

In here display all the available time slots added to this tab. Either use the Times button at the top of the window or right-click and add an entry to add a one-time slot at the time. To use the wizard at the top to create all-time slots in go click on it, select the From and To time, free type the Increment in minutes and free the maximum Capacity per time slot, now select ok and the time slots have been created.

Note: if a time slot should be published online on the web booking engine ’OnLine’ must be ticked

Tables

The Section tab is free type add all the restaurant sections here and the Filter allows to filter the sections out. The middle window is here to add all tables available inside the restaurant.

• Table: key in the table number
• Order: the order you would like the table to appear from the drop-down inside reservations/ facilities/ restaurant when allocating tables
• Min and Max: the minimum and the maximum capacity this table should be allocated for
• Section: which section this table is in 
• Shape: which shape this table is, square, rectangular, or round. This will be displayed later when using the Layout function **how to use the table layout hyperlink**

To the very right-hand side of this screen is the option of making a table not available on specific days, the below example shows that table 8 is not available on Fridays between 12:00 and 15:00, make sure to highlight the table you would like to amend, then right-click and add entry inside the Tables Not Available on the window and save once the From and To times and Day are added.

Combinations

Here we set up table combinations that are used for auto allocations. Key in the Pax to determine the minimum and the maximum pax you are setting up for. In the example below highlighted row shows 3 is the minimum and 4 the maximum and the tables that can be combined to auto allocate a table for a reservation between 3 and 4 guests can be table 1 and 2.

Blocks

Displays all the blocks that have been set up for this restaurant. These can be individually deleted by highlighting a row, right-click and delete or right-click and add an entry to set a new block to block out a Date, Times, Section, and Service. This is useful if for example the restaurant is undergoing some maintenance, or an exclusive use takes place. The blocked dates and times will show in red on the restaurant booking screen and a booking can only be overwritten with the manager's password.

The grey Blocks button will open the blocks wizard to help to simplify the process, especially when removing blocks. 

Notes: right click and add an entry to free type any notes that should display on the booking screen, make sure to select the correct date from the calendar, and save. To delete any notes, highlight the note and right-click/ delete

Traces/ Dining Notes: These are preconfigured here to be used in reservations/ room bookings as restaurant dining notes.  

Lost Business: add any possible reasons for a cancellation of a restaurant booking here. The canceled reasons for bookings can be review in reports/ sales/ lost business

Profile Import: relates to the way any web booking engine bookings are importing guests’ profiles into Hart. Never overwrite means do not overwrite any existing information on guests if the information is different from previously provided details. Overwrite if blank means, fill in any additional information supply into the existing profile, and always overwrite means that the system will update any previously supplied information, like telephone numbers, address, etc.