Managing reservations

The reservation list shows every booking in your business at a glance — with status, date, time, party size and table. From here you confirm, cancel or complete reservations and create new ones. You open the list via Reservations in the sidebar.

List & filters

The quick time-range filters narrow the list down: Today, Tomorrow, This week, Next week, Month, Upcoming or Past. With the type toggles you show either All, only Reservation, Without walk-ins, Catering, Appointment or Group. Next to them sits the Attention needed pill, which shows only the flagged bookings. In addition you filter by the Date from/to fields and the Status dropdown (e.g. "Confirmed", "Pending", "No-show"). Every choice takes effect immediately — there is no "Filter" button any more.

The search field searches your bookings on the server by name, phone, company and — if you type a number — by reservation number. Press Enter or the magnifier to search; the term stays in the field afterwards. If you only enter a search term (without picking a range), all days are searched — otherwise you could never find a guest from last week. If you have also chosen a range, a type or a status, the search is combined with those filters; appointments and catering entries are searched as well.

Above the table you see how many reservations the view contains ("X hits" while a search is active). Below the filter bar an Active filters row shows one chip per filter in effect — clicking the × removes exactly that one filter, and Reset filter restores the default view (today). On mobile the actions of each row are collected in the menu behind the three dots.

Without walk-ins shows only genuine reservations and hides spontaneous table seatings created via walk-in, floor plan or the till — handy when you only want to see guests who booked in advance. When the selected range spans several days, the Time column additionally shows the weekday and date (e.g. "Mo 04.08. · 19:00"), so each row stays unambiguous on mobile too.

If an event asks for prepayment, one more filter appears: Prepayment overdue. It shows the bookings whose invoice due date has passed with nothing received — regardless of the selected date range, but only while the date itself is still to come: once it is past, it is a no-show matter and no longer a payment notice. Those bookings also carry a red label with the number of days. The filter only shows up when such bookings exist.

Creating a reservation

1. Click New Reservation at the top right.
2. Enter guest, party size, date, time and table.
3. Save — the booking appears immediately in the list and in the day view.

Only the guest's name is required. Phone and email are optional — exactly as in the partner app. If you do enter a value, its format is checked. Without an email address the guest receives no confirmation and no reminder mail; the reservation history then shows the note "No email on file — no confirmation sent".

Status & actions

Every reservation goes through clear statuses. You handle the most common steps directly in the list via the action icons:

• Confirm or Reject — for new, still pending requests.
• Arrived — when the guest has shown up.
• No-show — when the guest did not show up.
• Complete — after the visit. Using the bulk complete you finish several past reservations in one step.

Clearing "attention needed"

Reservations affected by a closure are flagged as attention needed. The dashboard tile and the matching filter in the list show every flagged booking at once. Once you have sorted things out — or if the closure was a mistake — click "Mark all as resolved" there: the flag disappears from all affected reservations in one go. Individual rows can still be cleared from the detail view. The reservations themselves stay unchanged.

Two things VidiReserve takes care of on its own: as soon as a reservation is completed, cancelled, rejected or marked as a no-show, its flag disappears automatically. And when you delete a closure or special day again, the flags created by exactly that entry are lifted as well.

The confirmation link on "Unconfirmed"

Bookings from guests without an account start out as Unconfirmed: the guest has to click the link in the confirmation email first, and only then does the reservation reach you bindingly. That link is valid for 24 hours from the moment it is sent. The detail view therefore shows when the link was last sent and until when it is valid — or that it has expired.

"Resend confirmation link" sends out a fresh link whose 24 hours start over — the previous link stops working. You can correct a mistyped email address in the same step. If the link expires on the guest's side, they can request a new one themselves on the error page (at most one every 10 minutes). If you do not want to wait for the guest at all, use Confirm directly (skip email).

Cancelling with a reason

When rejecting or cancelling you enter a reason. It is saved with the reservation and later visible in the details (under "Cancelled by" and "Cancellation reason"). On request the guest is informed about the cancellation by email.

Notes

In the detail view of a reservation you record the guest's special requests under Notes. After completed visits you additionally add internal notes to the reservation or to the guest profile — these are seen only by your team.

Exporting as CSV

CSV export in the filter bar downloads the list as a file. What you get is always exactly what the list is showing: period, status, type, event filter and search term apply to the file unchanged. Change the filters and the export changes with them — there is no second selection you have to maintain.

The file is prepared for Excel and Numbers (UTF-8, semicolon as the separator) and opens on a double click without the import wizard. It contains number, date, time, type, status, name, party size, phone, email, event, notes, source and creation date. At most 10,000 rows are written per export; if your selection is larger, the file name carries the suffix "gekappt" (capped) — split the period into smaller sections in that case.

Please note: the file contains personal data about your guests. Keep it as carefully as the bookings themselves, do not pass it on unnecessarily, and delete downloaded files as soon as you no longer need them.

For event providers

For event providers, attendance at your events takes the place of table reservations. The list shows the bookings for your events; the table column and walk-in are omitted. Confirming, rejecting and cancelling work identically — this is how you manage the attendees of your events.