How to choose a restaurant booking system

1. Work out the full cost

Look past the headline price. Ask:

• Is there a monthly fee, and is VAT on top?
• Are there fees per booking or per cover, and which bookings do they apply to?
• Is there a set-up fee or a charge for training?
• What does taking a deposit cost: just the card fee, or a charge on top?
• Do the extras you'll need, like email marketing or more staff logins, cost more?

Then add it up for a normal month and for December. A small fee on each booking soon adds up on a busy night.

2. Check the contract

• Is it monthly, or is there a minimum term, such as a year?
• Does it renew automatically, and how much notice do you need to give?
• Is there a free trial, and what happens when it ends?

3. Make sure your guest list stays yours

Your guest list is one of the most valuable things your restaurant has. Ask:

• Can you export your guests' names, contact details and visit history at any time?
• Is each guest's marketing permission recorded, so you know who you can email?
• Can anyone else email your guests, such as the provider?
• What happens to your data if you leave?

4. Find out where deposit money goes

• Is it paid into your own account, or held by the provider first?
• How soon does it reach your bank?
• Can you refund or waive a deposit, and record one paid in person?
• Can guests pay by Apple Pay or Google Pay on their phone?

5. Check where guests can book

• Your own booking page, in your restaurant's look, with your logo.
• A booking button or widget for your website.
• A booking link for your Google Business Profile, Instagram and Facebook. Our guide shows how to do it on Google.
• Confirmation and reminder emails that carry your restaurant's name.
• An easy way for guests to change or cancel.

6. Picture a busy Saturday

The features your team uses every service matter more than a long list. Look for:

• a floor plan that matches your rooms, with tables you can join;
• a quick way to seat walk-ins and run a waiting list;
• allergy notes and special requests that staff can't miss;
• something that runs on the iPad, phone or computer you already have;
• staff logins with the right access for each role.

If you can, run a real service on the free trial before you decide.

7. Ask about help and data protection

• How do you get help, and are there step-by-step guides for your team?
• Where is guest data stored, and is there a data processing agreement?
• Is signing in protected, for example with two-factor sign-in?

How VIEreserve answers these questions

• One flat monthly price: Organise at £79 + VAT or Growth at £119 + VAT. Unlimited bookings and no cover fees.
• Monthly, with no yearly contract. Try it free for 14 days and cancel in a few clicks.
• Deposits go straight into your own Stripe account, with no VIEreserve fee on top.
• Your own booking page in three looks, a button or widget for your website, and one booking link for Google, Instagram and Facebook.
• Each guest's marketing permission is recorded when they book.
• A floor plan with joinable tables, Service Mode, a waiting list and allergy notes, on an iPad, a phone or a computer.
• Staff roles and two-factor sign-in.