Manage bookings

Booking overview

All reservations can be found under Reservations > Calendar. You can switch between:

• Day view: Shows all bookings for a single day on a timeline
• Week view: Overview of the entire week
• List view: A table layout with sorting and filtering

New bookings are highlighted so you can spot them quickly.

Create a booking manually

When a customer calls or walks in:

1. Click New booking or tap on an empty time slot in the calendar
2. Select the date, time, and resource
3. Enter the guest's name and optionally their contact details
4. Click Create

Edit or reschedule a booking

Click on an existing booking to open it. From there you can:

• Change the date and time
• Switch to a different resource (e.g. assign a different table)
• Adjust the party size
• Add notes (e.g. allergies or special requests)

Cancel a booking

In the booking detail view, click Cancel. The guest is notified by email automatically if an email address is on file.

Waitlist

When all resources are fully booked for a given time, guests can be added to the waitlist. As soon as a spot opens up, you receive a notification and can reach out to the guest.

The waitlist is available under Reservations > Waitlist.

Guest profiles

For returning guests, Kotao automatically creates a profile. It shows their booking history, preferences, and any notes you have added. This makes it easy to provide a more personal experience for regulars.