Tables and Allocation
TablePort treats tables as real inventory. A booking can use one table or a
defined combination, but only while the full booking occupancy window is free.
Prepare reservable tables
In Tables & Terminals, confirm for each table:
- the table is a seat terminal, not a till or service point;
- its automatic-use mode matches individual, combination-only, or staff-only
use;
- physical guest capacity and concurrent-session settings are appropriate;
- its area matches the floor plan; and
- its offering compatibility is correct, if you use offerings.
Then add only physically workable joins in
Table Combinations. A combination should
represent a layout the team can prepare without blocking unrelated tables.
How automatic allocation works
For every valid time, the allocator considers eligible free tables and table
combinations. It prefers an efficient best fit: enough seats for the party with
as little unused capacity as practical. It also respects:
- existing bookings and active table occupancy;
- booking duration and any setup or clear-down buffer;
- seating-area preference;
- offering and space compatibility;
- exclusive private-space footprints; and
- shift capacity and pacing rules.
This protects larger tables and combinations for parties that need them. Search,
booking creation, and booking modification use the same availability logic.
Important: A table being empty now does not mean it is available. A later
booking, setup buffer, or current order may overlap the requested stay.
Automatic and manual assignment
Use automatic assignment for normal bookings. In Console or App, staff can
choose a specific table, move a booking, or override a warning when venue
operations require it. The manual picker preserves every conflict-free table
regardless of online bookability, automatic capacity fit, or earlier
seating-area selection. Review physical suitability and the complete move,
including any re-seated parties. A conflict is not made safe merely by
overriding a pacing warning. See Table moves.
An override is an operational exception; it does not rewrite the venue's online
rules. Add a staff note when the reason will matter at handover.
Areas and guest preferences
Areas organise tables such as Dining Room, Terrace, or Bar. If guest area choice
is enabled, a guest can select from eligible configured areas. This is an
availability constraint, not a promise that any arbitrary table in that area
will fit.
If an area closes temporarily, remove it from online reservation areas or use an
appropriate booking block. Do not reduce unrelated table capacities to hide it.
Booking blocks
Use Reservations → Blocks when inventory must be unavailable for a defined
period—for example maintenance, a closed terrace, or a contracted event. Target
the real affected scope and time so other areas and services remain bookable.
Choose Selected tables or Whole venue deliberately. Whole venue also
covers tables added later. A block is an availability control; it does not
cancel existing reservations. Review affected bookings before adding it, and
remove obsolete blocks when plans change.
A space using Hold entire footprint reserves every table in its configured
area/table footprint, even if the party needs fewer seats. Use this for rooms or
layouts that cannot be shared safely. Best-fit tables allocates only the
smallest suitable table or combination inside that footprint.
Setup time blocks inventory before arrival; clear-down time blocks it after the
guest duration. Include furniture changes, cleaning, and event reset time.
Healthy allocation checklist
- No till, bar station, or duplicate table is bookable.
- Every capacity reflects comfortable service, not an emergency squeeze.
- Combinations are complete and non-conflicting.
- A test party does not consume a needlessly large table.
- Consecutive bookings respect turn and reset time.
- Exclusive-room tests block the complete room footprint.
- Temporary blocks hide only their intended dates, times, and inventory.
For distinct rooms and event flows, continue to
Rooms, Groups & Private Hire.
For floating-booking rearrangement, review Automatically rearrange floating
bookings and Lock tables chosen by staff in reservation General settings.
Existing locked assignments remain locked until changed individually. Verify
actual table assignments after edits; do not assume a map or available-slot
preview moved a guest or saved a booking.