Set up hours, booking rules, tables and printing

Find where a setting lives.

1. 1For tables, rooms, messages, tags, printing, reviews, staff PINs and PIN rules: Application Settings.
2. 2For venue name and address, booking link, opening hours, booking rules, closures, payments, events, imports and managers: Admin Settings.
3. 3For theme, text size, printer and floorplan card size on this device: Device settings (header ⋯ › Device settings).
4. 4For pausing online booking tonight: Service adjustments (header ⋯ › Service adjustments).

The launch checklist lists everything a new venue still needs.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone) and enter a manager or admin PIN.
2. 2Click Launch checklist (under Setup).

Each item shows Ready, Note or Required, with where to fix it.

Change when a service takes its first and last bookings.

1. 1Open Admin Settings (main menu › shield icon, or More › Admin Settings on a phone) and enter an admin PIN.
2. 2Click Services & booking rules, then the Service schedules tab.
3. 3Click the service (for example Dinner).
4. 4Change First booking and Last seating.
5. 5Click Save changes.

• To change hours for one night only, see Change tonight only below (online booking) or add a closed date for that service.

Open for a new meal period.

1. 1Open Admin Settings (main menu › shield icon, or More › Admin Settings on a phone) and enter an admin PIN.
2. 2Go to Services & booking rules › Service schedules.
3. 3Click + Service.
4. 4Fill in Service name, Days of week, First booking, Last seating and Slot interval (min).
5. 5Click Save changes.

Stop running lunch on Mondays, or add Sunday dinner.

1. 1Open Admin Settings (main menu › shield icon, or More › Admin Settings on a phone) and enter an admin PIN.
2. 2Go to Services & booking rules › Service schedules and pick the service.
3. 3Click the days under Days of week to turn them on or off.
4. 4Click Save changes.

• All days lit means every day. A service can't be set to zero days; to stop it, add a closed date or pause its slots.

Set the gap between bookable times.

1. 1Open Admin Settings (main menu › shield icon, or More › Admin Settings on a phone) and enter an admin PIN.
2. 2Go to Services & booking rules › Service schedules and pick the service.
3. 3Change Slot interval (min).
4. 4Click Save changes.

Christmas, a private buyout, or a refit.

1. 1Open Admin Settings (main menu › shield icon, or More › Admin Settings on a phone) and enter an admin PIN.
2. 2Go to Services & booking rules › Booking rules.
3. 3Under Closed dates, pick the Date (and an end date after "through" for a range). Tick Recurring every year if it happens every year.
4. 4Choose Venue closed (no bookings at all) or Online booking only (staff can still book).
5. 5To close only one service, tap that service's chip.
6. 6Add a note for staff if you like, click + Add, then Save changes.

• Existing bookings on those dates stay in the book. Hostbook warns you, but doesn't cancel or message anyone, so move or cancel them yourself.
• Remove a closed date with the ✕ on its row, then Save changes.

How long Hostbook holds a table for each party size.

1. 1Open Admin Settings (main menu › shield icon, or More › Admin Settings on a phone) and enter an admin PIN.
2. 2Go to Services & booking rules › Booking rules and pick the service.
3. 3Under Turn times by guest count, set minutes for each party size (1 to 12).
4. 4Click Save changes.

• Switch on Use actual dining times to let Hostbook learn real times from completed visits.

Stop guests booking online in the last hour before a slot.

1. 1Open Admin Settings (main menu › shield icon, or More › Admin Settings on a phone) and enter an admin PIN.
2. 2Go to Services & booking rules › Booking rules.
3. 3Set Online booking cutoff (minutes before slot).
4. 4Click Save changes.

Stop the kitchen being slammed by too many online bookings at once.

1. 1Open Admin Settings (main menu › shield icon, or More › Admin Settings on a phone) and enter an admin PIN.
2. 2Go to Services & booking rules › Booking rules.
3. 3Set Max covers per 30 min (0 means no limit).
4. 4Click Save changes.

• For a weekday pattern, use Recurring online schedule to set Max guests or turn off Online for each slot on each weekday.

Send big parties to the phone.

1. 1Open Admin Settings (main menu › shield icon, or More › Admin Settings on a phone) and enter an admin PIN.
2. 2Go to Services & booking rules › Booking rules.
3. 3Set Online min party and Online max party.
4. 4Click Save changes.

Only take bookings up to 60 days out, for example.

1. 1Open Admin Settings (main menu › shield icon, or More › Admin Settings on a phone) and enter an admin PIN.
2. 2Go to Services & booking rules › Booking rules.
3. 3Set Max advance days (blank means no limit).
4. 4Click Save changes.

Let guests ask for a full time slot and get booked if a table opens.

1. 1Open Admin Settings (main menu › shield icon, or More › Admin Settings on a phone) and enter an admin PIN.
2. 2Go to Services & booking rules › Booking rules.
3. 3Switch on Online availability waitlist.
4. 4Click Save changes.

Stop online bookings at 7:30 without changing your usual rules.

1. 1Click ⋯ at the far right of the header, then Service adjustments (phone: More › Service adjustments). Enter a PIN if asked.
2. 2Find the time under Online reservations today.
3. 3Flip its Online switch off. Flip it back on to resume.

• It applies to the date in the header, even though it says today.
• Existing bookings stay, and staff can still book that time.

Allow only so many online guests at a given time tonight.

1. 1Open Service adjustments (header ⋯ › Service adjustments).
2. 2Type a number in the slot's Max guests box.
3. 3Click the tick to save (or the undo arrow to go back).

Add a new table in a room.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone; manager or admin PIN) and click Rooms & floorplan. Use a screen at least 1024 pixels wide.
2. 2Click the room's tab at the top.
3. 3Click + Add table (top right).
4. 4Drag the new table into place, and set its Capacity, Min covers, Shape and Table Name in the panel on the right.

• Changes save on their own as you go. Undo (Ctrl+Z) is at the top right.

Make a table seat more or fewer guests.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone; manager or admin PIN) and click Rooms & floorplan. Use a screen at least 1024 pixels wide.
2. 2Click the table.
3. 3Change Capacity (most guests) and Min covers (smallest party you'd put there).

• If existing bookings no longer fit, Hostbook asks Save anyway.

Change a table's number or name.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone; manager or admin PIN) and click Rooms & floorplan. Use a screen at least 1024 pixels wide.
2. 2Click the table.
3. 3Type the new label in Table Name.

• Names must be unique in the layout.

Make the plan match the room.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone; manager or admin PIN) and click Rooms & floorplan. Use a screen at least 1024 pixels wide.
2. 2Drag a table to move it.
3. 3Drag the small square at its bottom-right corner to resize it, or type sizes under Dimensions.
4. 4Use Rotate left and Rotate right under Rotation (15° at a time).

Round, square, rectangle, oval or bar seat.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone; manager or admin PIN) and click Rooms & floorplan. Use a screen at least 1024 pixels wide.
2. 2Click the table.
3. 3Pick a Shape. For square and rectangle tables, click Layout to switch between All sides, Parallel and Perpendicular.

Staff can use it, but guests can't book it online.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone; manager or admin PIN) and click Rooms & floorplan. Use a screen at least 1024 pixels wide.
2. 2Click the table.
3. 3Tick Block online reservations.

The table shows · internal in the editor.

Take a table off the floor entirely without deleting it.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone; manager or admin PIN) and click Rooms & floorplan. Use a screen at least 1024 pixels wide.
2. 2Click the table.
3. 3Tick Table is hidden on floorplan.

• Hidden tables also can't be booked. To see them in the editor, open the room's ▾ menu › Edit › Show hidden tables.

Remove a table for good.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone; manager or admin PIN) and click Rooms & floorplan. Use a screen at least 1024 pixels wide.
2. 2Click the table.
3. 3Click Delete table (or press Delete).

• If bookings use it, Hostbook lists them and asks Delete and unassign. Tables used by an event must be removed from the event first. Undo brings it back.

Set capacity or online booking for a group of tables.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone; manager or admin PIN) and click Rooms & floorplan. Use a screen at least 1024 pixels wide.
2. 2Click Group select off (top left of the plan) so it reads Group select on, then click the tables. Or Ctrl+click them.
3. 3Change the fields in the panel and click Apply to … tables.

• With several selected you can also Align them or space them evenly.

Make Hostbook prefer certain tables when it picks one.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone; manager or admin PIN) and click Rooms & floorplan. Use a screen at least 1024 pixels wide.
2. 2Click the table.
3. 3Move the Priority slider (First to Fifth Priority Seating; lower is seated first).

Draw landmarks so the plan looks like the room.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone; manager or admin PIN) and click Rooms & floorplan. Use a screen at least 1024 pixels wide.
2. 2Click Landmarks at the top, then Add landmark and choose Block, Pill, Circle or Area label.
3. 3Drag it into place and resize it from its corner. Give it a label and click Save landmark.

Add a patio, bar or private room.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone; manager or admin PIN) and click Rooms & floorplan. Use a screen at least 1024 pixels wide.
2. 2Click + Room at the top.
3. 3Type the name and press Enter.

• To rename a room, click the ▾ beside its tab › Edit. To delete one, move or delete its tables first, then ▾ › Delete.

Let online booking (and Hostbook's suggestions) use two or more tables together.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone; manager or admin PIN) and click Rooms & floorplan. Use a screen at least 1024 pixels wide.
2. 2Select two or more tables (Group select, or Ctrl+click).
3. 3Click Create combination.
4. 4Check Name, Min covers, Max covers and Active for online booking, then Save.

• To make many at once, click the grid icon beside Create combination (Create combinations in bulk).
• Edit or delete combinations on the Combinations tab.

Keep a second version of a room for special nights.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone; manager or admin PIN) and click Rooms & floorplan. Use a screen at least 1024 pixels wide.
2. 2Click the ▾ beside the room's tab.
3. 3Under Floorplans, click Create alternate.
4. 4Edit the copy: move, add or remove tables.

• Use Place existing to bring a table from another layout and keep its history.

Switch to the patio-closed layout every winter, or the banquet layout on Saturdays.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone; manager or admin PIN) and click Rooms & floorplan. Use a screen at least 1024 pixels wide.
2. 2Click the room's ▾ › Edit, and select the alternate layout.
3. 3Under Schedule, choose Days of week, Service periods and/or Specific dates.
4. 4Check the preview for bookings that won't fit, then click Save schedule.

The alternate replaces the default layout on those dates for the live floor and online booking.

Shut the patio for winter.

1. 1Make an alternate layout without those tables (see Make an alternate layout).
2. 2Schedule it for the dates you're closed (see Use an alternate layout on certain days).

• Floor limits (room ▾ › Edit › Floor limits) only steer AI Host. They don't stop guests or staff booking those tables.
• For a single table, you can also tick Block online reservations or Table is hidden on floorplan.

Send a slip to the kitchen or bar for parties with allergies, notes or occasions.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone) and enter a manager or admin PIN.
2. 2Go to Printing and under Print triggers tick what should print (Allergy notes, Occasion, VIP tag…).
3. 3Click Save printing.
4. 4On the computer connected to the printer, open Device settings (header ⋯) and turn on Auto-print on this device under Visit notes printer.

• Click Test print in Device settings to check.

Print slips silently to a receipt printer on a Windows or Mac computer.

1. 1On that computer, open Device settings (header ⋯) and switch on Silent printing (optional) under Visit notes printer.
2. 2Click Install Print Helper, install and open it, choose your receipt printer, and print a test slip.
3. 3Back in Hostbook, click Connect to Print Helper and choose Allow if Chrome or Edge asks.

You'll see Connected with the printer's name.

• Works with Chrome or Edge on Windows or Mac. Not on iPad, iPhone, Android or Safari.

Hostbook says a new Print Helper is available.

1. 1Open Device settings (header ⋯) › Visit notes printer.
2. 2Click Install update.
3. 3Wait about a minute for it to reopen, then click Check connection.

If this doesn't work: While the Print Helper is closed or updating, visit notes use the browser print dialog, so nothing is lost. If an update won't install, keep using the version you have; it keeps printing.

The receipt printer feeds lots of blank paper after each slip.

1. 1With the Print Helper: open its window and lower Blank lines after each slip (most printers need 3 or 4).
2. 2Without it: in the browser's print dialog, choose a receipt paper size (for example 72mm x Receipt) and Default margins.
3. 3Or turn on paper saving in the printer's own settings.
4. 4Print a test slip again.

Hostbook's reminder is the automatic confirmation request: about a day before, unconfirmed guests are asked to reply YES or NO.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone) and enter a manager or admin PIN.
2. 2Go to Messaging.
3. 3Switch on Automatic confirmation requests (set a Minimum party size if you only want it for bigger parties).
4. 4Click Save messaging.

Unconfirmed guests get a request within 24 hours of their booking (between 9 AM and 9 PM), by text, email or push depending on what they chose. Replies show in the booking and the inbox.

• Guests who already confirmed don't get it.
• Bookings with a card on file also get an email reminder of the fee terms.

Hostbook can ask unconfirmed guests to reply YES or NO.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone) and enter a manager or admin PIN.
2. 2Go to Messaging.
3. 3Switch Automatic confirmation requests on or off, and set a Minimum party size if you like.
4. 4Click Save messaging.

• Requests go once per booking, between 9 AM and 9 PM. Auto-confirm near reservation time marks late bookings confirmed.

Add tags like "Wine club" or allergies to the pick lists.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone) and enter a manager or admin PIN.
2. 2Go to Tags & statuses.
3. 3Type in the right list (Guest tags, Allergies, Occasions, Reservation notes) and press Enter.
4. 4Click Save tags & statuses.

• VIP, Regular and First time can't be removed.

Reorder or hide Appetizer, Main course, Dessert and so on.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone) and enter a manager or admin PIN.
2. 2Go to Tags & statuses › Table statuses.
3. 3Use the arrows to reorder and ✕ to hide.
4. 4Click Save tags & statuses.

Show times as 7:30 PM or 19:30 for the whole venue.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone) and enter a manager or admin PIN.
2. 2Go to Display & guidance.
3. 3Choose 12-hour or 24-hour under Time format.
4. 4Click Save display settings.

Update the details guests see.

1. 1Open Admin Settings (main menu › shield icon, or More › Admin Settings on a phone) and enter an admin PIN.
2. 2Go to Venue profile.
3. 3Edit Restaurant name, Phone, Contact email, Website, Address or Timezone.
4. 4Click Save venue.

• Renaming can break existing booking links; Hostbook warns you first.

Brand your guest booking page.

1. 1Open Admin Settings (main menu › shield icon, or More › Admin Settings on a phone) and enter an admin PIN.
2. 2Go to Venue profile › Booking page.
3. 3Upload a Logo or Banner image (they save straight away).
4. 4Edit Description and Booking policy, then Save venue.