Create a reservation in the Host App

Use the reservation pane to take a phone or in-person booking during service. It suggests a table, checks availability, and can email the guest a confirmation (with an optional payment link).

Where to find it

• The round + button (New Reservation) at the bottom of the Service View.
• Clicking an empty spot on the timeline (opens the pane with that table and time filled in).
• Create Reservation in a table's panel, or New reservation on a guest profile.

What it does

The pane opens in one of two modes (switch at the top):

• Walk-in – opened for today at the current time. Seats the party immediately (see "Seat a walk-in").
• Reservation – a normal booking for any date and time.

In Reservation mode you fill in:

• Status: Confirmed (default) or Pending.
• Party size: buttons 1–6, or the "more" button for a number pad.
• Date and time: the time picker shows in-service times; tap Show closed slots to also see times outside service. Now jumps to the current time.
• Duration and, if enabled, an Experience.
• Tables: a suggested table is picked automatically (marked "(s)"). Change it under Suggested tables or Table list, or tap Floor plan to choose on the map. You can select several tables to combine seats.
• Guest: first name, last name, email, phone. As you type, matching guests from your guest list are suggested; pick one to link the booking to that profile.
• Allergies & preferences (Add optional info), special requests from the guest, and Internal notes (visible only to your team).
• Guest emails: a summary line showing what will be sent (for example "Confirmation email on", "Sent in English"). Open it to change Send confirmation email to guest, the Email language, or to add a payment request.
• Booked by: who took the booking, when booking staff names are set up.

How to create a reservation

1. Tap + (New Reservation).
2. Make sure Reservation is selected at the top.
3. Choose party size, date and time.
4. Check or change the suggested table.
5. Enter the guest's name and at least an email address or phone number.
6. Check the Guest emails line.
7. Tap Reserve. "Reservation added" confirms it; the pane closes by itself.

How to add a payment request

1. Open Guest emails and turn on Include payment link in confirmation email.
2. Enter Reservation payment (EUR); optionally Add administration fee on top and an optional message to the guest.
3. Reserve. The guest receives the confirmation with a secure payment link. The status can be Confirmed or Pending.

Good to know

• If the shift requires a deposit, a banner says "This service requires a €… deposit per guest" and the guest-emails section opens so you can see it. The Host App does not force a deposit on staff bookings; add a payment request if you want the guest to pay.
• If you leave the tables empty, 10Seat assigns the best available table when saving. If none is free, saving fails (see Troubleshooting) unless the location works without tables.
• If booking staff names exist and attribution is required (Backoffice › Settings › Users › Host App booking staff), a "Who created this reservation?" window appears after Reserve. Otherwise an optional Booked by selector defaults to you.
• Booking on a closed day or outside service hours is allowed; a banner warns "Watch out — you're booking … You can still reserve."
• New reservations created by staff do not appear in Notifications (those are for online bookings).

Troubleshooting

The Reserve button stays grey Reservation mode needs a date, time, party size, and a guest name, email or phone. An invalid email ("Invalid email address") or a phone with fewer than 6 digits ("Phone number is too short") also blocks it. With a payment request, a valid guest email and amount are required.

"Table no longer available" Another booking took the table for this slot. Pick another table or time, or tap Book with overlap to double-book on purpose.

"Party size needs a different setup" No single table fits this party for automatic assignment. Select several tables yourself.

"Free plan cover limit reached" The free plan includes 50 covers per month. Upgrade the subscription to keep creating reservations.

"Session expired" Sign in again; the details you typed stay in the pane.

"Connect Mollie or MultiSafepay in Backoffice (Settings → Payments)…" No payment provider is connected for this location, so payment links cannot be sent.

"No booking staff configured. Add names in Backoffice under Settings → Users." Attribution is required but no names exist. Add booking staff names, or turn off Require attribution when booking.