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A busy service demands smooth operations from start to finish. The best booking systems for restaurants help you manage this complexity, filling tables efficiently whilst reducing the admin burden on your team.
Whether you’re running a small bistro or a chain of restaurants, the right technology can help you bring in more business and stay on top of service. This guide explains what to look for in a booking system and how to choose one that sets up your restaurant for success.
What is a restaurant booking system?
A restaurant booking system is a digital platform that allows restaurants to accept and manage reservations efficiently. Diners can book tables online at any time, with the system automatically updating your availability. Rather than relying on phone calls and paper diaries, booking systems for restaurants centralise all your reservations in one place, giving you complete visibility of your bookings and helping you run a smoother operation.
Booking system benefits: Why does your restaurant need a booking system?
Modern booking systems for restaurants do more than just take reservations; they can bring significant advantages to your operations and guest experience:
- Maximise covers and revenue: Fill more tables by accepting bookings 24/7, even when your restaurant is closed. The system helps you optimise table turnover and reduce gaps in your service schedule.
- Reduce no-shows: Automated reminders via text or email mean guests are less likely to forget their reservation, protecting your revenue and helping you plan service more accurately.
- Improve guest experience: Guests can book instantly online without having to call or wait for a response to an online form. You can also store dietary requirements, preferences and special occasions to deliver more personalised service.
- Streamline front-of-house operations: Your team spends less time answering phone calls and manually managing the reservation book, freeing them up to focus on delivering excellent service.
- Better table management: Visual floor plans show you exactly which tables are available and when, making it easier to accommodate walk-ins and optimise your covers during peak times.
- Valuable business insights: Access reports on your busiest times, popular booking patterns, average party sizes and guest behaviour to make informed decisions about staffing and service times.
How to choose the best restaurant booking system
When choosing the best restaurant booking system for your restaurant, consider the following:
Define your needs
Start by assessing your restaurant’s requirements. A gastropub balancing walk-ins and bookings has very different needs from a fine dining establishment where reservations are essential. Consider whether you need features like waitlist management, private dining room bookings or multi-location support if you’re planning to expand.
Think about your typical service patterns too. If you turn tables multiple times during service, you’ll need a system that accurately tracks table availability and prevents overbooking. If you host events or offer tasting menus, look for booking system features that let you create special booking types with different durations and requirements.
Set your budget
Booking systems for restaurants vary widely in cost, from free basic plans to premium subscriptions costing £150+ per month. Consider not just the monthly fee but also setup fees, transaction and per cover charges, and costs for additional features or team members.
Before settling on your budget, calculate the potential return on investment. Consider how much revenue you lose to no-shows each month, or how many additional covers you could accommodate with better table management. This calculation helps you determine what you can realistically afford to spend.
Compare core features
Essential booking system features include online booking capability, table management, automated confirmations and reminders and guest database management. Beyond these basics, evaluate what else matters for your operation.
Do you need deposit or prepayment options for high-demand times or special events? What level of reporting do you need – basic booking numbers or detailed insights into diner behaviour? Would you benefit from waitlist management for walk-ins? Make sure any system you consider includes your must-have features as standard, not as expensive add-ons.
Check integrations with existing systems
Your restaurant reservation system should work seamlessly with your other technology. The most important integration is with your point-of-sale (POS) system – when bookings and sales data connect automatically, you get a complete picture of your business and eliminate manual data entry.
Look for systems that also integrate with the other tools you rely on daily. This might include delivery services, inventory management tools, kitchen display systems or your accounting and CRM platforms.
Assess ease of use
A booking system should make life easier, not more complicated. Test how intuitive the interface is for your team. Can new staff learn it quickly? Is it easy to modify bookings, check availability or view the floor plan during a busy service?
Equally important is the guest-facing experience. Your system should let you accept orders however your customers prefer to place them: online, in-person, and even through social.
Review scalability
Consider where you want your restaurant to be in a few years. Thinking of opening a second location or launching a ghost kitchen to scale your takeaway offering? Your restaurant reservation system should let you manage multiple sites from a single dashboard.
Perhaps your focus is on maximising the profitability of your current site by running events or selling a range of branded products. Your system needs to accommodate these additions without requiring you to switch providers. Choose a platform that can grow with your ambitions, whether that means handling increased booking volume, managing more complex operations or supporting entirely new revenue streams.
Evaluate customer support
If you encounter an issue with your booking system during service, responsive support makes all the difference. Check what support channels are available – phone, email, live chat – and their operating hours. UK-based support during UK business hours can be valuable for resolving issues quickly.
Read reviews and request demos
When you’re evaluating options, don’t forget to check user reviews. Look for reviews by operations similar to yours to see if the system fulfils their needs and the provider offers reliable support.
Most providers offer demos, and it’s worth requesting one to see the system in action. Ask to walk through your specific use cases, and involve your front-of-house team in the demo if possible, as their input on usability and workflow should inform your final decision.
Get your restaurant reservation system with Square
The Square restaurant booking system is designed to help you provide a seamless service. With real-time visibility into table status, you can seat guests quickly and improve table turn rates. Gain insights into your guests’ preferences and keep them coming back with tailored offers.
The restaurant reservation system is just one facet of Square for Restaurants: a powerful, all-in-one POS solution for managing your restaurant end to end. The POS integrates with OpenTable – the world’s biggest restaurant booking platform – giving you a unified view of your operation.
Learn more about the Square restaurant booking system.
Best booking systems for restaurants FAQs
How do I set up a booking system?
To set up a booking system for your restaurant, define your service times, create your floor plan and customise the booking widget. To start taking reservations, integrate the booking widget with your website, socials and Google Business Profile. If your system supports it, set up automated booking confirmation and reminders, and enable online payment functionality to take deposits and reduce no-shows.
What features should I prioritise in a booking system?
Prioritise booking system features that solve your biggest operational challenges first. For most restaurants, this means reliable online booking, automated reminders to reduce no-shows, clear table management and POS integration. If you frequently have walk-in queues, waitlist management becomes essential. If no-shows are costing you revenue, look for deposit capabilities.
How much do restaurant booking systems cost?
Restaurant booking systems range from free basic plans to £150+ per month. Some providers charge setup fees, transaction fees and per-cover fees, so it’s important to factor these additional costs into your calculation. Square for Restaurants has three pricing tiers: a free plan, the Plus plan for £69 per month per location, and the Premium plan has custom pricing. All three plans have a flat processing rate of 1.75% for chip and PIN and contactless payments.
