Special Requests

Special Requests

Managing special requests for table bookings in EquiBillBook helps ensure excellent customer service and personalized dining experiences. This guide explains how to record and manage special requests.

What are Special Requests?

Special requests are additional notes, preferences, or requirements that customers have for their table reservations. These can include dietary requirements, seating preferences, celebration details, accessibility needs, or any other special instructions.

Adding Special Requests

To add special requests to a booking:

1. Navigate to the booking creation or editing page
2. Find the Special Requests or Notes field
3. Enter the customer's special requests or notes
4. Be specific and clear in your notes
5. Save the booking

Common Special Requests

Types of special requests you may encounter:

• Dietary Requirements: Allergies, vegetarian, vegan, gluten-free, halal, etc.
• Seating Preferences: Window seat, quiet area, high chair, wheelchair accessible
• Celebrations: Birthday, anniversary, proposal, special occasion
• Accessibility: Wheelchair access, mobility assistance
• Service Preferences: Faster service, leisurely dining, special timing
• Table Preferences: Specific table number, private area, outdoor seating

Recording Dietary Requirements

For dietary requirements:

• Allergies: Clearly note any food allergies or intolerances
• Diet Types: Record vegetarian, vegan, kosher, halal, etc.
• Special Diets: Note any medical or lifestyle dietary requirements
• Kitchen Alert: Ensure kitchen staff are aware of dietary restrictions
• Cross-Contamination: Note if strict separation is required

Seating Preferences

Common seating preferences to record:

• Location: Window, corner, quiet area, near kitchen
• Table Type: Booth, regular table, high table, outdoor
• Accessibility: Wheelchair accessible, ground floor, no stairs
• Size: Large table for bags, extra space
• Special Needs: High chair, booster seat, space for wheelchair

Celebration Details

For special occasions:

• Occasion Type: Birthday, anniversary, engagement, etc.
• Special Arrangements: Cake, decorations, special menu
• Surprise Elements: Note if it's a surprise for someone
• Timing: When special elements should be presented
• Photography: If photos or videos are expected

Viewing Special Requests

Special requests are visible in:

• Booking Details: Displayed prominently in booking information
• Calendar View: May show icons or indicators for bookings with special requests
• Service Dashboard: Visible to service staff during service
• Reports: Can be included in booking reports

Communicating Special Requests

Ensure special requests reach the right people:

• Kitchen Staff: Dietary requirements must reach the kitchen
• Service Staff: Service preferences should be known to waiters
• Management: Special occasions may need management attention
• Pre-Service: Review requests before customers arrive

Best Practices

• Record all special requests accurately and in detail
• Use clear, concise language that staff can easily understand
• Review special requests before the booking time
• Verify that you can accommodate requests before confirming
• Follow up on special requests to ensure they're met
• Keep a record of fulfilled requests for customer history
• Train staff on how to handle different types of special requests
• Use special requests to personalize the dining experience

Handling Requests You Can't Accommodate

If a request cannot be accommodated:

• Communicate Early: Inform customers as soon as possible
• Offer Alternatives: Suggest alternative options when possible
• Document: Note why the request couldn't be fulfilled
• Future Planning: Consider requests for future improvements

Next Steps

After recording special requests:

• Ensure requests are visible to relevant staff
• Prepare for special requirements in advance
• Review requests before customers arrive
• Follow up to ensure requests are met
• Use request data to improve service