Table Of Contents
- What is the OrderPort Reservations Module
- How to Enable the Module
- Reservations Group
- Reservations Products
- Accepted Payment Methods
- Dashboard
- Tasting Room Select
- Setting Up Areas
- Reservations Webstore Setup
- Customer Booking Perspective
What is the OrderPort Reservations Module
The OrderPort Reservations module is a Paid feature that we offer allowing you to Create and Manage reservations for your winery. It will include a new module, webstore page, and app functionality. The OrderPort Reservations Module enables customers to conveniently schedule order pickups and make tasting room reservations online and by phone. The online customer interface is built by OrderPort with a responsive design for optimized viewing on mobile devices and the winery's website design is used for a consistently branded customer experience.
Please Note: There are two reservation admin page styles. If you notice these images seem unfamiliar please review the New Reservation Interface 2024 Guide.
How to Enable the Module
If you are interested in the reservations module please email helpdesk@orderport.net for pricing and to get the module turned on.
Reservations Group
After your Reservations module is enabled, navigate to the Catalog Manager. Your first step will be to create a Reservations group for your webstore. This will allow customers to book a tasting online and allow you to decide which products you want available for presale. In the Catalog Manager, click the New Group button and choose type: Webstore.
Next give the group a name, then choose Reservation 2.0 from the Web store group type dropdown menu. Click Save Changes when you are don If you want to your group to be live on your webstore, make sure the Active toggle is switched to Yes. If you do not want it live at this time, leave it set to No. You can activate it once you have completed your reservations settings and parementers.
Reservations Products
Your winery has the option of having customers pre-order tasting, glass pours and other items when booking a reservation. This allows you to have tastings ready when a customer arrives, as well as other items they may want to order such as food and merchandise. You can decide which items will be available for presale and add them to your Reservations webstore group. Placing an item in the group will not automatically make it available for purchase. You will decide the specific items people can purchase when setting up your reservation areas.
Adding Products
First, check the box that says, “Not included.” Next, search for the products you want to include in the group. When the search result appears, make sure to check the box that says “Include”. Also make sure the status is active so that it will appear as available. You can use products that you already have or create new products specifically for reservations. Regular customer class discounts and prices will apply when booking a reservation. If you need to remove an item, uncheck the “Include” box. Click Save Changes when you are done. if you do no plan on having customers pre-order for reservations, you do not need to add items to this group
Accepted Payment Methods
In the Payment Processing module, you can decide which payment methods customers can use when booking a reservation online. Click the Accepted Payment Methods tab and scroll down to the Reservations section for Web Store. Click into the box to see the available options. If there is an option chosen that you no longer want available, click the red x to remove it. Click Save Changes when you are done.
Dashboard
The Dashboard Page is the landing page for the Reservations Module. Here you will have a list of all reservations made through Orderport. There are Filters at the top of the screen to help you narrow down this list by Location, Area, and Date. If you need to print out this list you can do so by exporting it to Excel.
Tasting Room Select
In OrderPort all Inventory locations set to be a tasting room or resturant locations are eligible for reservations. That being said if you do not set up any reservation areas for a location customers will not be able to book reservations there. After selecting the locations tab at the top of the screen you will be asked to select the desired location. Click on the name of eth area.
Setting Up Areas
Each tasting room will be organized into areas. You can have a single area or multiple areas. Having multiple areas allows you set different seat counts, as well as access based on customer class. You can also sell different items at different areas. To get started, click the tasting room that you want to set up. If you only plan to have a single area at a tasting room, it still must be set up.
Area Settings
Click + New Area to add an area. The first step is entering your area settings. Give each area a name, max capacity, max party size and a time slot length. You will also decide if you want to allow same- day reservations and extended stay reservations. Additionally, you can temporarily disable reservations as needed. Next, decide on how you want to set up your days and hours of operation. There are two options: Global Settings (which means you are open the same hours each day) or Weekday Settings, which allows you to choose different hours of operation for each day you are open. Once you have entered this information, click Save. This will create your area.
Offline Settings
The Offline Settings tab allows you to make an area unavailable for a set period of time. If the area will be unavailable for a prolonged period, check the Take area offline box and save. If you want it offline for a limited time, click New Offline Days. Then set a start and end date and click Save. The area will appear online, but a customer will not be able to book a timeslot.
Online Days
The Online Days tab allows you to make an area available for a set period of time when it would normally be closed. Enter in a title, start date and end date of when you would like the tasting room to be open. This could be for things like Festivals and pickup parties.
Weekday Settings
If your tasting room is open at different times for reservations on different days you will want to select weekday settings. In order to enable these you must select the checkbox that says "Use Custom hours per day instead of global". Check the days you will be open and input their custom hours. Please note the time slots form Area settings still apply.
Table Settings
If your business wants to assign tables for reservations, check the box next to Use table settings. You also have the option of allowing reservations to be be booked at 15-minute intervals. This means that a customer can book an off-hour reservation, as opposed to strictly on the hour. The Table Settings tab is used to set up the area’s tables and give each its own unique seat count. Here you can enter each table that will be available, and mark tables as combinable. This allows a large party to book a spot even if it exceeds a single table’s seat count. Save your changes when you are done.
Layout Settings
If you decide to use tabel settings for your reservations you have the option of setting up a table map. This map will be acessed by your tastingroom staff when they are seatting customers with or without reservations. To design this map enter in the name of the map and click New Layout. Then select the Blue table map button to edit the map. All the tables you created for this area will populated on the right hand side. On each table you will see three buttons.
Checkbox - Adds this table to the table map.
Regtangle with an Arrow - Once the table has been added allows you to rotate it in 45-degree increments.
Three lines with dashes - Allows you to select between 3 table shapes, Standard, Seats on the table end, and round.
After you have added tables to your layout you can click and drag them into your desired format. These customizations can also be done on the point of sale.
Table Selection
The Table Selection tab is where you can book a reservation for a customer in the Reservations module. It’s also where you can take a table offline for the day if you cannot be at full capacity. It will show which tables are available on a given day and which are already reserved. To get started, click a table box on the time of day they want to be seated and choose the Make Reservation option. A new window will open to enter the reservation information. Enter in the customer’s contact information, party size and verify the time slot length. Click Save to complete the reservation. To take a table offline, click the table and choose the Take table offline option. Enter the period of time the table will be unavailable and click Save.
Products
The Products Tab is where you can enable prepayment for reservations. Check the box that says only use selected products for this area. Then, check the box next to each item you want customers to prepay for. These items are in the Reservations webstore group in your Catalog Manager. Click Save when done.
Customer Classes
The Customer Classes tab allows you to restrict an area by customer class, making it exclusive to certain customers. Check the box to make it exclusive, then check the box for each customer class that will have access. This means customers will need to sign in during the reservation process, so their customer class is recognized. Click Save when done.
Reservations Tab
The Reservations tab shows bookings that have been made for the current month. If you click a day on the calendar, it will list the reservations for that day on the schedule at right. This is where you can confirm reservations as well as edit them. If you need to edit or cancel a reservation, click the reservation on the schedule to open the details. It will open in a new window where you can make changes to the date/time, party size and contact information. If you need to cancel a reservation, change the status from Confirmed to Canceled in the Status dropdown menu. Click Save when you are done.
Details
The Details tab is where you will upload a photo of the area and enter a description along with information such as operating hours. Save your changes when done. The images and language you enter in this tab is customer facing. This is what they will see when booking a reservation online, so make sure the information is correct before making your reservations page live.
Extended Stay
This tab allows you to view upcoming extended reservations as well as book new reservations for a customer over the phone. Click New Reservation to create a booking. If you need to view or edit a current booking, click on the customer’s name. A new window will open, and you can make adjustments to the reservation. If you need to cancel a reservation, change the status to canceled and click Save
Reservations Webstore Setup
If you need assistance with linking the reservations page to your webstore or website please contact the helpdesk and they can provide you with the link.
Reservations Landing Page
The Reservations Landing Page is the first things customers will see when they click your reservations link. This will have a description of your winery, your policies and list each location available to book. If you need to edit the language on this screen, navigate to the Webstore Designer. You will find it under the Services tab in OrderPort Admin.
Editing the Reservations Landing Page
When the Webstore Designer opens, you will see you OrderPort pages listed on the left-hand side of the window. Click Reservations view your current landing page. If you need to edit the language, click Edit on the top left-hand side of the window. Next, click Above content on this and child pages.
The current language will appear. Edit the language and add any links or images that you need. When you are ready to save your changes, click Save and publish. The changes will be reflected immediately on your Reservations web page. You can also edit the message on the reservation confirmation screen. Click Reservation Thank You in the bottom left, then click Edit. Change the language and click Save and publish when you are done.
Tasting Room Info
After your settings, click the Tasting Room Info button next to the new area’s name. This is where you can add a photo, description and details section with information specific to the area. This is what the customer will see when they are booking a reservation. Click Save when you are done. Come here if you ever need to update the language or photo in the future.
Customer Booking Perspective
Once your location settings and options are set up, you can make reservations active on your webstore. Your website team can make a new tab or button that can be linked to main reservations page. In this example, the winery has placed a link in the website’s header that customers can click to get started.
Choosing a Location
The first screen customers will see is your Reservations Landing Page. This displays a list of locations available, along with a summary of what they can expect during their visit. They will also be able to see a description provided for each location. A customer will click Book Now to begin the process of making a reservation at your tasting room.
Choosing a Area
After the customer chooses a tasting room, they will be asked to choose an area. This is Step 1 of the process. Clicking Book Now will take them to Step 2. If your location only has a single area, the customer will still need to complete this step.
Choosing a Party Size and Date
On Step 2 the customer will enter their party size and click Next. If their desired party size if not available, they can contact your business at the number provided. This number is what is listed as your Customer Service Number in OrderPort Admin. This message can be edited in the Content Management section of your Reservations module. On Step 3 they will first click a date, and then choose from that date’s available time slots. They will click Next to continue.
Choosing a Reservation Products
Step 4 will follow if your winery currently has a policy of requiring a deposit to book a reservation. All available products for that area will appear, and they will add each item they want to prepay for. When done they will click Next. If your business is not currently having customers make deposits, they will move straight to the the confirmation screen on Step 5.
Pay and Book
On Step 5 the customer will enter their contact and payment information. If they have already logged in, their account information will autofill. If the customer doesn’t have an account, they will enter this information by hand. If they have an account they can pay with a card on file. Non account holders will enter card information that is then put on file, ensuring you can charge a no-show fee is necessary. After all contact and payment information is entered, they will click Confirm.
Reservation Completed
After the customer has clicked Confirm, they will be informed that their reservation has been booked. They will receive an email momentarily with the reservation details and a receipt if they prepaid. Additionally, an order will be created for any reservation that was paid for. The reservation will now appear in your records in both the Reservations module and the point of sale where they can be edited as needed. Any changes will need to be completed by your staff as customers cannot make edits to a reservation online.
