HospiEdgeRestaurant operating system
HETable User Guide

How To Run Host, Floor, Reservation, and Waitlist Workflows

This guide works like a host-stand manual: setup first, then follow the service, reservation, waitlist, and admin workflows in operating order so the front door hands off cleanly into live service, Server Checks, and end-of-shift review.

  • Service first: the playbook below follows the real order of host launch, floor-state pacing, reservation intake, waitlist handling, and live-service transition decisions.
  • Role clarity: host and manager runbooks separate frontline actions from oversight controls while keeping one shared service picture.
  • Best fit: Start here when the team needs a deeper operating view of HETable after the main product page, then continue into reservations, HETable Assist, pricing, or rollout planning based on the buyer’s next concern.
Review HETable app page See plans and pricing Plan rollout Compare apps

Review HETable in this order

Keep the first decision on host launch order, room-state pacing, and service transition before opening public reservations, live HETable, the pricing page, or rollout planning.

1) Confirm launch order and floor readiness first

Start with access, published floor plans, sections, assignments, and host-board readiness so the room map, staffing context, and table states all describe the same live service picture.

2) Follow reservation, waitlist, and service transition in sequence

Move from reservations and walk-ins into waitlist control, seating, table turns, Pocket View alignment, and closeout review so the host stand does not jump from guest intake straight into pricing or guest-booking detours.

3) Choose the follow-up that matches the question

After the host-flow fit is clear, continue into public reservations, HETable Assist, pricing, or rollout planning based on whether the team needs guest booking access, accessibility support, launch timing, or package fit.

Host flow comes first

The page follows the front door on purpose so launch, floor readiness, guest intake, and service transition stay readable before pricing or engineering context appears.

Launch order comes first

Access, floor plans, sections, and assignments lead because reservation and waitlist decisions only make sense when the room map and staffing picture already match reality.

Guest channels come after team flow

Booking, wait board, kiosk, and self-seat steps come after host and manager runbooks so public touchpoints are explained in the same order the restaurant enables them.

Pricing and technical context stays later

The pricing page, license detail, and implementation notes stay near the end so the manual stays focused on front-door operations while showing how the product depth supports the operation.

What teams open first

This launch path explains how a restaurant brings HETable online without overwhelming new staff or managers with back-office detail too early.

Managers open first

Managers create access, publish the active floor, tune booking settings, set sections and Smart Assign rules, review reports, and confirm locations or oversight controls before service begins.

Hosts open next

Hosts launch the host board, load assignments, run reservations and waitlist together, quote waits, and keep floor-state changes current as the room fills.

Floor teams and servers follow

Floor teams use station assignments, section load, and Pocket View updates to keep the host stand aligned before live POS check handling begins.

Guests interact last

Guests only see the public-facing channels the restaurant enables: booking, confirmation/cancellation, wait board, kiosk chat/concierge guidance, self-seat flow, and HETable Assist for accessibility or extra-help support.

Before First Service

Complete this once so host stand, floor operations, guest booking channels, and the later service transition all stay in sync.

1) Account and Access

  1. Create the owner account, then add staff through the secure invite flow.
  2. Verify role access for host/manager pages (owner, gm, manager, host roles).
  3. If access asks for renewal, confirm subscription or partner activation status before service.

2) Floor Plan Foundation

  1. Create the active floor plan from the floor-plan home screen.
  2. Design the layout in Floor Builder with tables, booths, walls, labels, and connected groups.
  3. Publish the approved version so host and section tools can load the same table map.

3) Team and Stations

  1. Build the team roster and ratings from the manager staffing screen.
  2. Create sections and table memberships from the manager sections screen.
  3. Generate and save shift assignments, then load them to the host board.

4) Guest Channels and Automation

  1. Set booking windows and direct-location sharing rules in booking settings.
  2. Validate the public reservations directory at hetable.com/reservations, then test the exact location page you plan to share with guests.
  3. Test HETable Assist as the accessibility and extra-help support route before promoting it to guests.
  4. Configure webhook and API-key access only for approved integrations.

Daily Service Playbook

Use this operating sequence every shift for predictable guest flow, cleaner table-turn control, and a smoother transition into live service.

Phase Work Area What To Do Done When
1) Pre-Shift Setup Manager sections and Smart Assign Confirm section structure, generate staffing assignments, and save AM/PM shift output. Shift has a server-to-section map ready for host load.
2) Host Launch Host Stand home to live host board Select floor plan, choose service date and shift slot, load station plan into host assignments. Host board shows valid assignments and service context.
3) Server Readiness Live host board Check in active servers and verify station-open status before seating. Open table logic matches real staffed stations.
4) Guest Intake Reservations screen and live host board Process reservations, add walk-ins, and route overflow to waitlist with quote/notes. All arriving parties have a tracked path to seating.
5) Seating and Turns Live host board Seat suggested party, handle linked tables for large groups, and update dirty/available states as parties turn. Floor states represent reality and turn timing data stays clean.
6) Live Monitoring Wait board and server Pocket View Monitor wait estimate, waiting vs notified guests, and server-side table state updates so hosts and floor teams stay aligned before the check-handling phase begins. Hosts and servers share one live state picture.
7) Accessibility and Extra-Help Support hetable.com/assist Use HETable Assist when a guest who is blind, visually impaired, disabled, or needing extra help needs host guidance, table help, or table/server messaging after seating. Guest support remains visible and connected to staff hospitality instead of becoming a side conversation.
8) Closeout and Review Manager moves and reports Review move log, reservation statuses, cover counts, assignment activity, and any service-transition notes before next-shift decisions or POS closeout follow-through. Shift results are documented and next shift is better prepared.

Host Stand Runbooks

Exact host instructions for live seating, waitlist, floor control, and clean transition into the live service team.

1) Launch Host Board

Host Stand home and live host board

  1. Open target floor plan card from Host Stand home.
  2. Set service date and correct AM/PM shift slot.
  3. Confirm host board is connected and table map loads.
  4. If map is empty, confirm a version is published from floorplan versions.

2) Server Check-In and Station Load

Live host board

  1. Choose server in dropdown, use Check In / Check Out actions.
  2. Run Load Station Plan (AM/PM) after manager assignments are saved.
  3. Verify table station status reflects checked-in staff.
  4. Do not seat in closed stations (unassigned or not checked in).

3) Walk-In Seating Flow

Live host board

  1. Select a table on the map, enter party size and optional guest details.
  2. Use Seat Suggested for rotation-aware recommendation.
  3. Use Seat Table to commit seating state and party details.
  4. If no immediate seat, use Add Walk-in to Waitlist.

4) Waitlist Management

Live host board and wait board

  1. Add guest name, party size, quote, notes, and optional phone.
  2. Use waitlist modal to seat or remove items quickly.
  3. Use guest notification for ready status where enabled.
  4. Cross-check waitboard for live wait estimate and seating pace.

5) Large Party and Table Linking

Live host board

  1. Select primary table then open Link for Large Party.
  2. Choose compatible available tables and confirm links.
  3. Use unlink action when party leaves and tables split back.
  4. Keep linked map aligned with real physical setup.

6) Table Lifecycle Controls

Live host board and server Pocket View

  1. Set table states intentionally: seated -> dirty -> available.
  2. Use pocket view for server-side quick updates during service.
  3. Clear tables immediately after bussing completion.
  4. Accurate states improve wait quote accuracy and turn analytics.

7) Reservation Desk Flow

Reservation manager

  1. Select date and review timeline/table grid.
  2. Create or edit booking with guest, party, time, source, and status.
  3. Assign table where appropriate, keep statuses current.
  4. Use this view to avoid overbooking when walk-ins increase.

8) Kiosk Host Station

Guest kiosk

  1. Select kiosk floor plan and launch guest-facing flow.
  2. Monitor suggested and alternate table options for guest self-seat.
  3. Route full-house guests to waitlist with collected contact data.
  4. Use kiosk chat assist for guest guidance when needed.

Manager Console Runbooks

Manager workflows for staffing, layout, analytics, integrations, and keeping the front-door workflow aligned with the wider service chain.

1) Console Navigation

Manager console

  1. Use core cards: Team/Ratings, Sections, Smart Assign, Moves.
  2. Use insights cards: Reports, Booking Settings, Webhooks, API Keys.
  3. Use connected module cards for Waitlist, Host, Floor Builder.
  4. Use host join code to onboard host-only users.

2) Sections and Station Design

Manager sections

  1. Select plan, shift date, and AM/PM slot.
  2. Create sections and assign/remove tables by clicking map objects.
  3. Assign server per section for specific shift date/slot.
  4. Use this as the main reference for host station load.

3) Smart Assign Algorithm

Smart Assign

  1. Load schedule roster (or import team fallback) for selected date.
  2. Generate assignments by section value and staff score/tier.
  3. Review suggested match reasons and adjust if needed.
  4. Save assignments so host can load them for the same shift slot.

4) Schedule Link and Team Sync

Team ratings and schedule link

  1. Connect scheduling credentials from link dialog.
  2. Run schedule import to sync staff roster by email identity.
  3. Manage active status, ratings, tiers, and working overrides.
  4. Open profile history to audit rating changes and location memberships.

5) Table Moves and Extra Capacity

Table moves and support extras

  1. Apply temporary table-to-section moves per shift date.
  2. Use support extras to add/remove overflow tables to sections.
  3. Keep temporary overrides documented and date-scoped.
  4. Clear overrides after service to avoid next-shift drift.

6) Reports, Ratings, and Oversight

Manager reports

  1. Set report date range and run summary.
  2. Track reservations count, covers, move count, and assignment count.
  3. Review reservation statuses distribution for booking quality.
  4. Use these metrics in pre-shift planning and staffing reviews.

7) Public Booking Configuration

Booking settings and public reservations directory

  1. Set open/close times, slot interval, lead time, and max party.
  2. Test the public reservations directory first, then validate the exact location page you will share in marketing or guest messages.
  3. Retire any older guest-facing booking links that still point at outdated patterns.
  4. Validate reservation creation plus guest confirmation and cancellation follow-through end to end.

8) API Keys and Webhooks

API keys and webhook settings

  1. Create scoped API keys for automation clients and store once-revealed secret securely.
  2. Rotate/revoke/enable keys as staff or integration ownership changes.
  3. Create webhooks by event type, test delivery, and inspect delivery logs.
  4. Retry failed deliveries and validate signature verification with shared secret.

9) Floor Builder Publish Discipline

Floor Builder and published versions

  1. Save drafts during design iteration; publish only validated versions.
  2. Use versions list to publish current best layout and remove bad versions.
  3. After publish, verify host and section pages reflect synced table metadata.
  4. Keep connectable table groups current for large party operations.

10) Access and Billing Controls

Subscription access and shared account activation

  1. If local billing is active/trialing, access remains open.
  2. If local billing is not active, platform checks external HospiEdgeTool.org activation by manager email.
  3. Integrated bundle accounts can grant access through shared account activation.
  4. If none apply, user is redirected to renewal workflow.

11) Locations Dashboard and Multi-Location Oversight

Locations dashboard and manager reports

  1. Use the locations view to compare floor readiness, booking posture, and service patterns across restaurants.
  2. Keep local rules flexible while holding common standards for publish discipline, guest channels, and reporting.
  3. Use locations-level reporting to spot where section balance, wait quotes, or guest-channel settings drift away from target execution.
  4. Treat multi-location oversight as an operating control layer, not just a separate admin page.

Guest Channel Runbooks

How guest-facing surfaces behave so your team can support them without guesswork and keep guest-side actions aligned with real floor capacity.

1) Public Reservations Directory and Location Pages

Public reservations directory and direct location page

  1. Guest starts in the public reservations directory or opens a direct location page when the restaurant is already known.
  2. Location page shows the enabled reservation or call-ahead path for that restaurant.
  3. Guest submits details and the reservation is created through the live public flow.
  4. If no table is available, the restaurant can route the guest into the waitlist or call-ahead fallback it supports.

2) Guest Confirmation and Cancellation Flow

Guest-side confirmation page generated by the live public reservation flow

  1. Guest sees reservation details and current status.
  2. Guest can cancel reservation through the guest-safe confirmation flow.
  3. Guest-facing links should keep private reservation details protected.
  4. Hosts can reconcile cancellations quickly in reservation view.

3) Self-Seat Guest App

Self-seat guest app

  1. Guest sees live map and available tables.
  2. Guest selects table and confirms party size/name.
  3. System records seating state and updates host floor state.
  4. If full, guest can be routed to waitlist flow.

4) Public Waitlist Status Board

Public wait board

  1. Guest selects restaurant and sees waiting/notified list state.
  2. Guest can subscribe to push notifications where supported.
  3. Status transitions to READY trigger guest-facing notification messaging.
  4. Use this during busy periods to reduce host stand crowding.

5) HETable Assist Accessibility Support

hetable.com/assist

  1. Use this path when a guest is blind, visually impaired, disabled, or needing extra help with table guidance or staff communication.
  2. Host support comes first: help the guest get oriented, linked to the right table, and connected to the right service path.
  3. After seating, keep table/server messages tied to the active hospitality flow so Assist supports staff rather than replacing them.
  4. Review this path during guest-experience checks so the restaurant knows the link is visible, readable, and ready before service.

Weekly and Monthly Routines

Keep these routines on calendar so table operations stay sharp and the front-door workflow keeps supporting the wider shift smoothly.

Weekly Service Ops

  • Re-run section and assignment quality check before peak days.
  • Audit waitlist quote accuracy against actual pacing and the service team's real turn timing.
  • Review move and support-extra logs for layout bottlenecks.
  • Refresh host join code usage and deactivate stale access.

Weekly Guest Experience

  • Test booking link, confirmation page, and cancellation behavior.
  • Test kiosk/self-seat flow on live device.
  • Test HETable Assist on a phone so blind, visually impaired, disabled, or extra-help guests have a clear support route.
  • Check push notification readiness for public waitlist page.
  • Review reservation status mix (booked, seated, cancelled) and compare it to actual service outcomes.

Monthly Platform Hygiene

  • Rotate API keys and remove inactive integrations.
  • Review webhook failures and retry patterns.
  • Clean old floorplan versions and keep only useful history.
  • Validate billing/entitlement status and partner activation assumptions.

Pricing and Rollout Context

This guide stays focused on operations. Pricing, rollout planning, and technical value review are available when the team is ready to compare package fit, launch timing, or licensing depth.

HETable Value Snapshot

  • Estimated replacement value range: $450,000 - $1,100,000
  • Published midpoint baseline: $760,000
  • The guide is organized around floor setup, host execution, reservation flow, waitlist control, service pacing, and management review.

Midpoint follows the same complexity-weighted value model used across all HospiEdge apps.

Return to the main HETable page or integrated platform workflow guide when the conversation shifts from front-door execution to broader package fit across the suite.

Table License Reference

  • Lifetime internal-use source-code license: $92,000
  • Optional annual updates after year 1: $16,500
  • Standalone SaaS: $249/month with no per-cover fees
  • Live platform pricing: $279/month or $2,899/year for 1 account, $749/month or $7,799/year for 3 accounts, and $2,190/month or $22,999/year for 10 accounts, with AI included
See Plans & Pricing Plan rollout Technical value review License Pricing

Need front-door buying context?

The Resources hub has waitlist, host stand, seating, and floor-flow explainers for teams still learning the category before reviewing the full operator manual.

Browse floor guides Open Resources hub

Need Reader or Training instead?

Switch to Reader or Training when the conversation turns toward front-of-house onboarding, service standards reinforcement, or leadership support rather than host-screen or reservation workflow depth.

Open Reader Open Training

Implementation support

The operator guide above stays focused on floor setup, reservations, waitlist, host flow, and service pacing. Engineering and implementation support are available for architecture, rollout, or integration questions after the workflow fit is clear.