Reservations
Reservations let a member book a seat ahead of time. The member sends the request from the HandyCafe Gamer app and the counter approves or rejects it. Staff can also create a reservation directly for a member or a walk-in guest.
Reservations travel over the Cloud connection. The page needs an active Cloud link. The waiting queue is local and works without it.
The Reservations page is opened from the toolbar.
Reservation Types
| Type | Meaning |
|---|---|
| PC | The reservation holds one specific seat |
| General | The reservation holds a place without naming a seat |
A general reservation is useful when the cafe assigns the seat at arrival.
The Four Tabs
| Tab | Contains |
|---|---|
| Pending | Requests waiting for a decision |
| Upcoming | Approved reservations that have not started yet |
| Active | Reservations whose time window is running now |
| History | Completed, cancelled and rejected reservations |
Each card shows the member, the seat, the time window, the request note and when the request arrived. A reservation made for someone without a member account shows the guest name instead.
Approving and Rejecting
Open the Pending tab and use the action on the card.
Approve asks for a confirmation and notifies the member. The reservation moves to Upcoming.
Reject opens a dialog with an optional reason. The reason is sent to the member. A short note such as "Fully booked at that time" is more useful than an empty rejection.
Creating a Reservation at the Counter
Select New reservation. The form takes:
- Member -- search the local member roster by name. It can be left empty.
- Guest name -- use this instead of a member for someone without an account.
- Date and Start time.
- Duration -- 30 minutes, 1 hour, 1.5 hours, 2 hours, 3 hours or 4 hours.
A reservation created at the counter is approved from the start.
The Waiting Queue
Leave the date empty in the New reservation form to put the customer in the waiting queue instead of booking a time. The queue is a simple ordered list of people waiting for the next free seat. It appears above the reservation tabs with the position number next to each name.
Remove an entry with the action on the queue row when the customer is seated or leaves.
The queue is stored on the server rather than in the Cloud. It keeps working while the Cloud connection is down.
Changing the Seat
Change PC moves an approved reservation to a different seat. The dialog shows the current seat and offers the list of available PCs plus the General option. The Cloud revalidates the seat when the change is submitted. A seat that has just been taken is rejected.
Cancelling and Deleting
Cancel ends an upcoming or active reservation and notifies the member. It stays in History as cancelled.
Delete removes a History entry permanently. This cannot be undone. Use it to clear old records rather than to cancel a live booking.
Reservation Conflicts at Session Start
When a cashier starts a session on a seat that is reserved, HandyCafe stops and asks first:
| Warning | Meaning |
|---|---|
| This PC has a reservation starting soon | The seat is booked for a specific reservation |
| This seat is being held for an upcoming reservation | The last free seat is held for a general reservation |
The cashier can choose Open anyway to proceed. The reservation itself is not changed by that choice. Cancel or move the reservation if the seat is now permanently taken.
Starting several seats at once collects every conflicting seat into a single confirmation instead of asking once per seat.
Notifications
New requests and member cancellations raise a notification at the counter. The page does not have to stay open. Use Refresh to reload the lists on demand.