Get started with Hostbook

Venue access is by invitation. The setup wizard runs after you accept your invitation.

1. 1Choose Starting fresh or Moving from another system.
2. 2Fill in Venue Details (your name, venue name, phone, address; logo and banner are optional).
3. 3Add your Rooms (for example Dining Room, Patio).
4. 4Add Service Periods: name, days, start, last seating and slot minutes.
5. 5Set Turn Times (optional), then Staff Access: an admin PIN, plus servers and hosts if you like.
6. 6Click Finish setup.

The dashboard opens. Add your tables next.

Hostbook asks you to place tables before the floorplan works.

1. 1Click Open Application Settings on the Place tables on your floorplan screen (use a computer; the editor needs a larger screen).
2. 2In Rooms & floorplan, choose a room and add tables. See Settings › Add a table to the floorplan.

Give hosts and servers a PIN, and invite managers.

1. 1Hosts and servers: Application Settings › Staff & PINs › + Add host or + Add server.
2. 2Managers: Admin Settings › Organization › Management members › Send invitation.

• See Staff, PINs and devices for each step.

Import guests and future reservations from a spreadsheet.

1. 1Open Admin Settings › Import › Open data tools › Import records.
2. 2Import Guests first, then Reservations. See Guests › import steps.

• See Switch to Hostbook for which files to export, moving your booking links, and how long it takes.

See what still needs doing before taking real bookings.

1. 1Open Application Settings › Launch checklist.
2. 2Fix anything marked Required.

The header reads Ready to go live when you're done.

Let guests book themselves.

1. 1Copy your booking link from Admin Settings › Venue profile › Guest booking links.
2. 2Paste it on your website, or copy the Iframe code to embed the form. See Online booking.

Where things are.

1. 1On a computer: the header across the top has the date, service, counts, search and New. The main menu opens from the three-line button at the far left.
2. 2On a phone or tablet: use the bar at the bottom: List, Floor, New, Book, More.

• See Getting around for more.

The core of every service, with where to learn each one.

1. 1Take a bookingClick New, fill in the guest, time and party size, and click Create. (Reservations › Take a reservation over the phone)
2. 2Seat a guest who has a bookingClick the green chair icon on their booking card, or open the booking and click Seat Now. (Reservations › Seat a party with a reservation)
3. 3Seat a walk-inTap a free table on the floorplan and choose Seat walk-in. (Floorplan › Seat a walk-in at a table)
4. 4Add someone to the waitlistClick the clock icon next to the Reservations heading and fill in the guest. (Waitlist › Add a guest to the waitlist)
5. 5Finish a tableWhen they leave, click the check icon on their card, or open the booking and click Mark Completed, so the table frees up. (Reservations › Finish a party (mark completed))

Some actions ask who you are.

1. 1Tap your name when asked Select who is making this change.
2. 2Enter your 4-digit PIN if asked. For manager actions, a manager enters theirs.

• Use your own PIN so the history shows who did what.