A café needs a booking system when guests regularly ask to reserve: for weekend brunch, afternoon tea, groups or a small private space. If almost everyone walks in and tables turn quickly, you may only need to take bookings for a few tables at peak times. The key is to keep most of the room for walk-ins and use bookings to protect your busiest hours.
Signs your café needs bookings
- Guests ask “can I book?” more than a few times a week.
- Weekend brunch has a queue and some people leave.
- You serve afternoon tea or set menus that need preparation.
- Groups and parents’ meet-ups want a table for six.
- You have a back room or a large table that suits small events.
Signs it may not
- Tables turn in under an hour and most guests come alone or in pairs.
- You rarely have a queue.
- Staff are too stretched at peak to manage arrivals.
Mix bookings with walk-ins
Most cafés that take bookings keep the majority of tables for walk-ins. A few ways to do it:
- Only take bookings for certain times, such as weekend brunch or afternoon tea.
- Only make some tables bookable, such as the large table and the window.
- Set a minimum party size for bookings, so pairs walk in and groups book.
See managing walk-ins and reservations together.
Keep it light
A café doesn’t need a complicated setup. Look for:
- a simple booking button on your website and Instagram;
- one live list where staff see bookings and seat walk-ins;
- something that works on a tablet or phone behind the counter;
- a flat monthly price, so you don’t pay per cover.
Afternoon tea and events
Set menus are where cafés lose most to no-shows, because the food is prepared in advance. For these, ask for a card on file or a deposit when the guest books. See card on file or deposit.
How ForStars fits
ForStars works for cafés as well as restaurants and pubs: guests book on your own website, staff seat walk-ins on the kiosk, and everything shows on one live view on desktop, tablet or phone. Plans are a flat monthly price with no commission per cover. See pricing.
Questions owners ask
Will bookings put off walk-in customers?
Not if you keep most tables free for walk-ins and make it clear at the door that you welcome them.
Can I take bookings only at weekends?
Yes. Many cafés open online booking only for the times when they fill up.