What is a Restaurant Table Management System?

As the restaurant industry continues to evolve, it's becoming increasingly important for establishments to streamline their operations and improve the overall dining experience for customers. One of the ways in which restaurants can achieve this is by implementing a restaurant table management system. 

In this article, we'll explore what restaurant table management systems are, the different kinds available, and how they can help your restaurant succeed in 2023 and beyond. From optimizing table turnover to providing valuable insights into customer behavior, a table management system can be a game-changer for any restaurant looking to stay ahead of the competition.

Ready? Let's dive in.

What is a restaurant table management system?

Keeping up with all the new technology while trying to run your restaurant can be difficult. Let’s start by breaking down what exactly a restaurant table management system is and why it’s relevant to your restaurant.

A restaurant table management system is software that organizes a restaurant’s floorplan so the host can organize table seating, manage reservations & walk-ins, and apply a seating rotation. The system can typically be accessed by restaurant staff from any device with an internet connection, such as a computer, tablet, or smartphone.

To learn how to optimize your waitlist check out this article here. 

The main features of a restaurant table management system include:

Reservation management: The system allows customers to book a table online, and restaurant staff can manage the reservations from a centralized dashboard. This can include setting up time slots, table preferences, and assigning tables to customers.

Table management: The system allows restaurant staff to manage the availability of tables, track the status of each table, and assign tables to customers as they arrive. This feature can also include server rotation capabilities, to help your host decide who gets a table next. 

Waitlist management: The system can help restaurants manage their waitlist by keeping track of customer information, estimated wait times, and notifying customers when their table is ready. For more, check out this article. 

Reporting and analytics: The system can generate reports and analytics on various metrics, such as seating capacity, reservation trends, and customer behavior. This can help restaurants optimize their operations and improve their customer experience.

What kind of restaurant table management systems are there?

There are many different types of restaurant table management systems on the market. A few to consider are:

Toast Tables 

Toast's integrated waitlist & reservation solution is built to enhance hospitality, simplify table management, and keep guests coming back. Toast Tables enables your restaurant to:

• Offer guests the ability to save a spot or track estimated wait times

• Anticipate guest needs with notes and preferences

• Automate notifications and two-way messaging to help guests communicate changes and help you avoid no-shows

• Reach more guests via Google Search and Maps with easy access to Reserve a Table directly on your Google Business Profile

• Turn tables quickly with real-time updates to help you estimate availability

• Keep servers happy by seating based on built-in cover counts and "next up" rotations

• Create regulars with loyalty sign-up prompts integrated into waitlist and reservation confirmations

• Collect guest data, and generate up to $2,800 in sales per campaign with email marketing*

Toast Tables is easy to set up and automatically imports your floor plan and server roster.

*Based on past performance of restaurants using Toast Email Marketing in Q3 and Q4 of 2021. The $2,800 represents the average increase in sales in the 14 days following an email sent via Toast Email Marketing. The average open rate for emails sent via Toast Email Marketing is approximately 39%. Individual results will vary.

Eat

Eat offers a table management system that lets you control your floor. Eat’s app is built around customizable views that help you manage your restaurant seamlessly. Eat enables your restaurant to:

• Visualize the floor 

• See the reservation list to search, highlight, and change reservations

• Manage capacity with ease with reservations organized by 15min time slots

• Fill more of your floor with a bird's eye view of all your time slots

• Keep track of preferences and dining history and access it at a glance or through their chit printer integration

OpenTable

OpenTable is a cloud-based table management system that provides features such as reservation management, table assignments, waitlist management, and reporting and analytics. OpenTable enables your restaurant to:

• Make your dining room work harder with custom floor plans and flexible table inventory to maximize your business

• Increase covers when you offer options for table types like the bar

• Optimize your settings with reporting and analyze turn times to squeeze the juice out of every shift

• Offer a waitlist and provide guests with wait time quotes and text them when their table is ready

SevenRooms

SevenRooms is a cloud-based table management system that provides features such as reservation management, waitlist management, CRM software, and reporting and analytics. SevenRooms enables your restaurant to:

• Integrate web and iOS applications

• Establish a predictive waitlist

• Use an AI-powered auto-seating algorithm 

• Give customers in-service alerts and notifications

• Send guests two-way SMS

To learn about waitlist management software specifically check out this article. To help choose the best option for your business break down the features that matter the most to your restaurant. 

What’s the best kind of restaurant table management system for your business?

To decide which type of system is best for your restaurant business make a list of the features that matter the most for your specific establishment. Think about what might make your restaurant host’s job easier, and enable them to run your floor more efficiently. Consider some of these best features:

• Customization: The ability to customize the waitlist system to match the restaurant's specific needs, including the ability to add table numbers, server names, and specific wait times.

• Mobile app integration: Integration with a mobile app that allows customers to add themselves to the waitlist from their mobile devices.

• SMS/text notifications: The ability to send automated SMS/text messages to customers when their table is ready.

• Accurate wait time estimates: The system can provide accurate wait time estimates to customers, based on real-time data, and adjust those estimates as needed.

• Table management: The ability to track table availability, assign tables to parties, and mark tables as occupied, dirty, or clean & ready for the next guest.

• Real-time reporting: Real-time reporting that shows the current status of the waitlist, wait times, and other key metrics.

• Reservation management: The system can manage reservations, including the ability to book and confirm reservations, cancel reservations, and track customer preferences. This feature can also help your host plot incoming reservations. 

• Customer information management: The system can store customer information, including contact details, dining preferences, and previous orders.

• Guest seating preferences and notes: The ability to track guest seating preferences such as booth, window, or outdoor seating and to save this information for future visits.

• Analytics and insights: Analytics and insights that help the restaurant understand waitlist trends, customer behavior, and overall restaurant performance.

The best features of a restaurant waitlist management system will depend on the specific needs of the restaurant. However, a good system should typically be customizable, provide accurate wait time estimates, offer mobile app integration, and provide real-time reporting and analytics.

How can a restaurant table management system benefit your restaurant business?

If you’re used to using pen and paper to track your reservations and waitlist, this might sound overwhelming. However, a restaurant table management system can provide several benefits to your restaurant business, including:

Improved efficiency: A table management system can streamline your restaurant operations by automating many of the manual processes involved in managing reservations, tables, and waitlists. This can save your restaurant host time and reduce the risk of errors.

Better customer experience: With a table management system, you can provide your customers with a more efficient and personalized dining experience. You can manage their reservations and table assignments more effectively, reducing wait times and improving their overall experience. Customers also tend to enjoy features such as the virtual waitlist and text notifications. This way, they don’t have to keep going up to your host and asking about their place in line. 

Increased revenue: A table management system can help you maximize your seating capacity by optimizing your tables and reducing the number of empty seats. This can increase your revenue by allowing you to serve more customers and reduce the risk of lost sales. The more tables you can turn, the more revenue you can make. 

Improved data insights: A table management system can provide you with valuable data insights into your restaurant's operations, such as reservation patterns, peak hours, and customer behavior. You can use this information to optimize your operations, improve your marketing efforts, and make data-driven decisions to grow your business. 

Sounds like a win-win-win, eh? 

What other technology can help my restaurant business thrive in 2023?

Why stop there? Several other technologies can help your restaurant business thrive in 2023. Here are some other examples to consider:

Online ordering and delivery: With the rise of delivery services, offering online ordering and delivery options can help you reach more customers and increase your revenue. You can partner with popular delivery platforms such as Grubhub, Uber Eats, or DoorDash or create your own online ordering platform.

Mobile payments: Mobile payment technology can help you streamline the payment process, reduce transaction times, and provide a more convenient and secure payment option for your customers. With Toast Mobile Order & Pay™, guests can easily scan a QR code to browse the menu, order, and pay, all from their mobile device. Plus with Apple Pay, guests can pay in less than 10 seconds.

Kitchen automation systems: Kitchen automation systems can help you improve your kitchen operations. Toast Kitchen Display System (KDS) seamlessly connects your front-of-house and kitchen staff so they can deliver unforgettable meals. This can reduce errors, increase efficiency, and improve consistency in your food quality.

Inventory management software: Inventory management software can help you track your inventory levels, manage supply orders, and reduce food waste. This can help you optimize your food costs and increase your profitability. Toast Inventory gives you the data you need such as waste tracking and COGS reporting to control costs and drive menu profitability.

Customer relationship management (CRM) software: CRM software can help you manage your customer relationships by tracking customer interactions, collecting feedback, and segmenting your customer base. This can help you personalize your marketing efforts, improve customer retention, and increase customer loyalty. 

You can learn more about types of restaurant hardware and software here. 

Set your restaurant up for success in 2023

Restaurant table management systems are powerful tools that can significantly improve the efficiency and profitability of any restaurant. With features like real-time table availability, automated reservation management, and customer data analysis, these systems can help your restaurant provide a seamless dining experience. It’s restaurant technology like this and a modern POS that keeps customers coming back for more. 

As we move further into 2023 and beyond, it's clear that the restaurant industry will continue to be highly competitive. By investing in a robust table management system you can ensure that your restaurant is well-positioned to succeed both now and in the years to come!