Guest Booking — Step by Step

How a guest makes a reservation on the website

2.1 Choose a Space

The first screen shows all available spaces as cards with a photo, name, and description. The guest taps the space they want to reserve.

• Each space shows its capacity (e.g. “max 20 guests”) if set in the admin.
• Spaces that are inactive or have no available slots are hidden automatically.
• If the venue has only one space, this step is skipped and the system jumps directly to the date.

Guest count

After choosing a space, the system may ask “How many guests?” if a guest picker is configured. This helps the capacity check — if the requested number of seats exceeds what is available in a given time slot, that slot is shown as unavailable.

2.2 Select Date & Time (and Waitlist)

A calendar is displayed. Only days with available slots are selectable (past days and days beyond the maximum advance booking window are greyed out).

After choosing a day, available time slots appear. Each slot shows whether it is available or already booked.

Slot indicator	Meaning
✅ Available	The slot has capacity and no conflict.
❌ Booked / Full	The slot is fully booked or capacity is exhausted.
🔔 Notify me	(If the waitlist is enabled) The slot is full, but the guest can join the waitlist — see below.

Note

The booking window is configured by admin (default: up to 30 days in advance). Guests cannot book further ahead than this limit.

Waitlist — “Notify me”

When the waitlist is enabled and a slot is full, the guest sees a small bell on that time and a hint above the grid. Tapping it opens a short form (“Waitlist for 19:00”) where they leave their name and email. If a booking in that slot is later cancelled, the system automatically notifies the first person waiting. See Chapter 10 for the admin side.

2.3 Contact Details, Pre-Booking Form & Opt-in

The guest fills in their personal details:

Field	Required	Notes
Full Name	Yes	Guest’s name for the reservation.
Email Address	Yes*	*Optional if Sign in with LINE is used — email becomes a backup.
Phone Number	Optional	Shown if “Require phone” is enabled in admin settings.
Message	Optional	Special requests, dietary needs, etc.
Preferred Language	Optional	Dropdown: English / Thai / Chinese.
Privacy consent	Yes	PDPA checkbox — must be ticked to proceed.

Pre-Booking Form (Intake) New

If a pre-booking form is configured, extra questions appear here — for example “Occasion” (Casual / Birthday / Business), “Dietary requirements”, or “First visit?”. Guests answer them while booking, so your team is prepared before the guest arrives. The answers are shown later in the Booking Detail (Chapter 6.3).

Marketing Opt-in New

If enabled, a checkbox lets the guest agree to receive friendly follow-up messages — for example a reminder to book again, or an invitation to leave a review. This consent is what makes the guest eligible for the automatic Rebooking and Review messages in Chapter 11. It is entirely optional and can be withdrawn any time via a one-tap unsubscribe link.

Note

Reminders about an upcoming booking are part of the reservation itself and do not require this opt-in. The opt-in only governs marketing follow-ups (rebooking, win-back, review requests).

2.4 Confirmation, Menu Link & Success

A summary screen shows all chosen details (space, date, time, guest count, name, email). The guest reviews and taps “Book Now”.

On success, the guest sees:

• A “Booking Received!” confirmation message.
• A confirmation email with booking details and a “Manage your booking” link.
• A “View our menu” button that opens your digital menu (see Chapter 17). New
• A LINE button to receive the confirmation card in LINE (if LINE is connected).

Pending vs. Confirmed

A new booking starts with status

Pending

. Staff confirm it in the Admin Panel, which triggers a confirmation email (and a LINE card) to the guest.

2.5 Managing an Existing Booking

Every confirmation email includes a personal “Manage your booking” link. No login is required for guests. Via this link, guests can:

• View their full booking details.
• Cancel their booking (status becomes Cancelled; staff receive a notification email, and any waitlisted guest for that slot is notified automatically).

The manage link is unique per booking and does not expire.

2.6 Sign in with LINE

If LINE Login is enabled, the details step (2.3) shows a green “Sign in with LINE” button. This is especially popular with Thai guests.

• The guest taps it, approves in LINE, and returns already identified — no email typing needed (email becomes an optional backup).
• Their booking confirmation then arrives as a rich card directly in LINE, and status updates (confirmed / cancelled) are pushed to the same chat.

See Chapter 16.4 for how LINE is set up and how staff can confirm bookings from within LINE.