Events, Tables, and Limited Capacity
The manager distinguishes a regular reservation from a place in a workshop or game session. Before confirming, staff check table capacity and equipment availability.
Custom Development
CRM for Themed Cafés
At a themed café, guests may book a table or a place at a game session, workshop, or screening. We’ll build a CRM that accounts for event formats, space availability, and staff tasks during each shift.
How Regular Table Bookings Can Clash with Events
- Guests come for a particular experience. If they don’t get it, they are unlikely to return.
- A regular guest may only be interested in one event series, and that preference can disappear in a general contact list.
- Interest groups, workshops, board game nights, and book launches need registration and reminders.
- When capacity is limited, poorly managed bookings and waitlists can easily disappoint guests.
- Useful guest feedback and suggestions get lost in social media posts and conversations.
Session Calendar, Capacity, and Guest Communication
These modules can be included in the project. We’ll agree on the scope and workflow rules after reviewing your processes.
Checking Resources Before Confirming a Booking
The manager allocates the table or station for the full session. An opening can be offered to guests on the waitlist under the café’s rules.
Event Attendee Lists
The coordinator tracks capacity, advance payments, and attendance confirmations. When someone cancels, the ticket and release of the spot are recorded separately.
Additional Features
- Preparing Equipment and Materials for a Session
- The host can check game, tool, and material requirements against confirmed attendance. If some kits are unavailable, the manager revises capacity before taking more bookings. Agreed changes go to the host and floor staff.
- Guest Suggestions and Event Planning
- The manager can link feedback to a specific evening, game, or workshop. If guests ask for a repeat at a different time, the coordinator checks demand against host and room availability. A trial session can inform the decision before a new date is announced.
- Invitations to the Next Session
- The coordinator can select guests who opted in to updates about that event format. Once the date, equipment, and capacity are confirmed, they send invitations with booking terms. A spot is assigned after confirmation under the café’s rules.
CRM Workflow Examples
How teams can divide responsibilities and handle exceptions after rollout.
A Group Books a Game Night
The manager checks that the table fits the group. The host sees the confirmed party size and which games to prepare.
A Guest Cancels Before a Workshop
The manager releases the spot and confirms it with a guest on the waitlist. Floor staff see the updated attendee list.
What to Include in the First Release
We’ll pilot one recurring event alongside regular bookings on the same day. The manager assigns tables and places, the host sees the attendee list, and the supervisor reviews prepayment rules. We’ll cover late arrivals and releasing a hold separately.
Once we agree on the requirements, we design the screens, build a pilot, and try it against the agreed use cases. We plan the rollout and follow-on modules with your team.
Discuss the First PhaseDevelopment FAQ
Can Guests Book a Table and an Event Spot Separately?
They can be separate booking types with their own restrictions. We’ll agree when an event booking includes a table and when it requires a separate reservation.
How Do We Fill a Spot After a Cancellation?
The manager can use the waitlist based on the number of openings and time before the session. Confirmation is recorded on the session record.
How Do We Migrate Table Reservations and Event Bookings?
We’ll match upcoming sessions, areas, tables, and guest bookings. In a trial migration, the manager checks paid spots, group holds, and the waitlist. We’ll confirm seating and equipment limits for each event before bookings open.
What Do You Need to Estimate a Themed Café CRM?
Show us a day with ordinary table bookings and an event occupying part of the venue. Scope depends on table allocation, individual places, advance payments, and late arrivals. The pilot can cover one recurring format and reselling a spot after a cancellation.
Let’s Discuss Your CRM
Tell us your industry, describe one process you want to automate, and let us know which tools your team already uses.