Group bookings

Group bookings bring together everything a large celebration needs — occasion, wishes, a schedule, room reservation and deposit — in one place. This lets you handle requests for birthdays, company parties or weddings in a structured way.

Overview & requests

In the sidebar, open Group Bookings. The list shows the guest, occasion, date, party size, deposit and status. Using search and the status filter (pending, confirmed, rejected, cancelled, completed) you can quickly find any booking again.

Create a group booking

Click Create group booking and fill in the form.

1. Enter a booking name and the guest details — thanks to the guest search, regulars are completed automatically, including their allergies.
2. Set the date, time, party size and duration.
3. Choose the occasion, a budget range and the matching wish options.

Room & schedule

In the Room / tables section, either reserve individual tables or block whole sections for the group. In the timeline you define the flow in time blocks — for example reception, menu, coffee. You can also attach images or PDF files to the booking.

Deposit, status & PDF

Record a deposit amount and save the request. The deposit card then offers Request deposit: VidiReserve turns it into a real invoice in your own number range — open, with the payment terms from your billing profile — and emails it to the enquirer with the PDF attached and a payment link for PayPal, card or SumUp. Anyone who prefers a bank transfer finds your bank details and the due date in the same email. As soon as the money arrives, the deposit switches to paid on its own and the guest receives the same document again as a receipt. Took cash or a transfer yourself? Press Mark as paid — the result is identical.

While an invoice stands, the deposit amount is locked: to change it, cancel the invoice in the invoice list (a credit note is issued and sent to the guest) and request the deposit again. That is deliberate — an amount that differs from an issued document would be a second truth. You can reject a request at any time; the payment link dies immediately, but the invoice stays until you cancel it on purpose.

The PDF is frozen at the moment it is issued: it states the due date and your bank details and never carries a paid stamp — not even in the receipt email, which attaches the very same document. That the deposit has been paid is said in the text of that email.

A note on VAT — not tax advice: for a deposit, VAT becomes due when the money arrives, not on the invoice date (§ 13 (1) no. 1 (a) German VAT Act). You write the final invoice outside VidiReserve and deduct the deposit received, together with the tax on it, there (§ 14 (5) German VAT Act) — otherwise the tax is owed twice. When in doubt, have your tax adviser confirm it.

You confirm or reject open requests; when rejecting, you provide a reason that the guest is optionally notified about. Via PDF export you generate an overview sheet for internal planning.

For event providers

If you are a pure event provider, this area is called Company requests for you, and your guests find the button Request a company event on the request page. They are asked for a preferred date, the number of participants and the occasion — you have no tables and no room blocking, so neither is asked for nor shown.

Three things are not asked for at all: allergies, a preferred section and the room & table assignment. You serve no food and have no rooms, so these fields appear neither on your guests' request page nor in the backoffice, and they show up in neither the PDF export nor the notification email. What stays is Notes: that is where your customer writes whatever they want to say about the appointment. At a restaurant the same field is called “Special requests”.

If you switched your business to “event provider” only later, the allergy details of your older requests stay in the database — they are no longer displayed, and saving does not delete them.

Typical cases are company parties, team events, training sessions or a closed group that wants a date of its own. You maintain the occasions, budget ranges and wish options yourself: enter whatever fits your offering (for example “team event”, “training”, “company party”) and it appears in your guests' form.

So that people find their way here at all, link the request page from your own website. You will find the ready-made link and an HTML snippet to copy at the top of the list under For your website.