Hospitality & Restaurants

The Hospitality portal is the all-in-one workspace for restaurants, bars and cafés running on Sysevo. From a single dark, glass-style dashboard you manage live reservations, QR table ordering, your kitchen screen, the digital menu, your public storefront and the calls your AI phone agent handles for you. Everything updates in real time, so the moment a guest scans a QR code, books a table or calls your number, you see it instantly.

This guide is written for venue owners and front-of-house staff who use the portal day to day. It walks through every screen, explains what each feature does, and gives step-by-step instructions for adding and editing your reservations, orders, menu and tables.

In this guide

• Getting around — the sidebar, page header and how the portal is organised
• Dashboard — your daily snapshot: reservations, covers, live orders, revenue, no-show rate
• Reservations — the reservation engine, creating and managing bookings, the pipeline and calendar
• Tables & floor plan — building your floor plan, table QR codes and the shared "pay-tab"
• Orders & Kitchen — live order tracking and the kitchen display screen
• Menu management — menus, categories, dishes, allergens, stock and AI helpers
• Store manager — your public ordering page, branding, hours, fees and payments
• Guests — your customer list and stage-based email templates
• Calls & reporting — call history, live calls and deep analytics
• Settings & account — venue settings, profile, notifications and help

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Getting around

Every page in the Hospitality portal shares the same frame: a fixed left sidebar for navigation, and a page header at the top of each screen with the page title, a short description, and any action buttons (such as New reservation or Refresh).

The sidebar

The sidebar groups every tool into clearly labelled sections. What you see depends on your role — staff see the day-to-day tools, while venue administrators also see a MANAGE section.

At the bottom of the sidebar is your user card with your name, the venue name, a sign-out button, a light/dark theme toggle and a quick link to Settings. You can collapse the sidebar to a narrow icon-only strip using the chevron button in the top corner — handy on smaller screens or kitchen tablets.

The Public widget link opens your live public reservation page (app.sysevo.io/r/your-venue) in a new tab, so you can preview exactly what guests see when they book online.

A note on language

The portal is bilingual (Spanish and English). Some screens display in your account language automatically; others show Spanish labels with English fallbacks. Throughout this guide we use the English labels — if your portal is set to Spanish you will see the Spanish equivalent in the same place (for example Reservas for Reservations, Carta for Menu, Cocina for Kitchen).

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Dashboard

Where: Dashboard (top of the sidebar)

The Dashboard is your home screen and your daily snapshot. It greets you by name with a time-based greeting ("Good morning / afternoon / evening") and gives you a one-glance view of how the venue is performing. Everything on this page refreshes automatically in real time as orders and reservations come in.

The date-range selector and refresh

At the top right of the page header you have:

• A date-range dropdown with three options: Today, Last 7 days and Last 30 days. Changing it re-calculates all the figures on the page.
• A Refresh button (the circular arrows) to manually pull the latest data. A small spinner appears while data is loading.

The three dashboard tabs

The Dashboard is split into three tabs:

Primary KPIs

The top row of cards gives you the five headline numbers. Several are clickable — selecting one jumps you straight to the relevant page.

Secondary KPIs

A second row of cards adds operational and phone-line detail:

Quick actions

A row of large rounded buttons gives one-tap access to the jobs you do most:

• New reservation → Reservations
• Edit menu → Menu
• Print QR tables → Tables
• Open kitchen → Kitchen
• View orders → Orders
• Call history → Calls

Recent activity

Below the quick actions, three cards show what's happening right now:

• Upcoming reservations — the next bookings due, each with the guest's name, time and a colour-coded status pill. A View all button opens the calendar.
• Live orders — orders in progress, with the order number, guest, channel, amount and status. A View all orders button opens Orders.
• Recent reservations — the most recently created bookings with contact details and status.

If your phone agent has handled calls recently, a Recent calls card also appears at the bottom with caller numbers, durations and times, plus a View all link to the call history.

Status colours are consistent across the portal: amber = pending/received, blue/purple = confirmed or preparing, green = ready/completed, red = cancelled or no-show.

Deep analytics tab

This tab embeds the full Call Analytics view (the same engine used by the dedicated Analytics page) — calls over time, outcome breakdowns, success-rate trends and recent leads generated by the phone agent. See Calls & reporting below.

Integrations tab

This tab lets you connect third-party tools and services to your account. Available connectors depend on your plan.

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Reservations

Where: Reservations (under RESERVATIONS)

The Reservations page is a dedicated booking engine built for table service. It handles pacing, seating and automatic guest communications, and gives front-of-house a fast, filterable list of every booking. Reservations created by your AI phone agent, the public booking widget and your staff all flow into the same place.

If you haven't set up a venue yet, the page shows a prompt: "You don't have a venue configured yet. Create one in Tables or Store." Create a venue first (see Tables & floor plan) and your bookings will appear here.

The status chips

Across the top is a row of clickable status chips, each showing a live count. Click one to filter the list to just those bookings; click All to clear the filter.

Searching and filtering

Below the chips is a filter bar:

• Search box — find a booking by name, phone, email or reservation number.
• Range dropdown — Today, Tomorrow, Next 7 days or All.
• Covers counter — a live total of confirmed/seated covers, so you always know how many diners to expect.

The list refreshes automatically every 30 seconds and updates instantly whenever a booking changes.

Reading the reservation list

Each row shows the guest's initial in a circle, their name and reservation number, their phone or email, the booking time, the party size, and a colour-coded status badge. If a booking has a high no-show risk, a red warning icon appears. Click any row to open the detail drawer on the right.

Creating a reservation

To add a booking by hand (for example, a guest calling the venue directly):

1. Click New reservation in the top-right of the page.
2. Fill in the Create reservation form:

3. Click Create reservation.

Manual reservations are tagged as manual and skip the public confirmation flow — they're treated as already accepted. A success toast confirms the booking, and it appears in the list immediately.

Managing a reservation (the detail drawer)

Click any row to open the drawer. The top shows the guest name, status badge and reservation number. Below that you'll see all the booking details, gathered automatically:

• When — start time (and end time if set)
• People — party size, broken down into adults / children / high chairs
• Contact — phone and email
• Occasion, Allergens, Requests, Guest notes and Internal notes (shown only when present)
• Source — where the booking came from (manual, widget, phone agent…) and channel
• No-show risk — a 0–100 score and a low/medium/high tier, calculated automatically

Guest conversation

The drawer includes a Conversation panel. If the guest has a phone number, the portal finds or starts a WhatsApp message thread for them so you can chat directly from the booking. If there's no phone number, you'll see a prompt to add one first.

Status actions

At the bottom of the drawer, the available action buttons change based on the current status — you only ever see the next sensible steps:

Each action saves instantly and the list updates. To cancel, type a short reason in the field above the Cancel button, then click Cancel.

Pipeline (reservation board)

Where: Pipeline (under RESERVATIONS)

The Pipeline is a drag-and-drop kanban board view of your reservations, organised into the service stages your venue uses (waitlist, confirmed, seated, completed and any custom stages). It's ideal for managing the flow of a service visually.

• Each column is a stage with a live count of bookings.
• Each card shows the guest, time and party size. Drag a card from one column to another to move that booking to a new stage — the change saves automatically.
• The header has a covers counter, a range selector (Today / Next 7 days / Next 30 days / All), a Refresh button, left/right scroll arrows, and a Configure stages button that opens the stage settings.
• Click a card to open the full reservation detail.

If no stages are set up yet, the board prompts you to Configure stages first.

Calendar

Where: Calendar (under RESERVATIONS)

The Calendar gives you a traditional day/week month view of your bookings and appointments. It's the best view for spotting gaps, busy periods and overlapping reservations at a glance. Click any entry to open its details. (The calendar shares the platform's standard scheduling view, so it behaves the same as the calendar in other Sysevo portals.)

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Tables & floor plan

Where: Tables & floor plan (under RESERVATIONS)

This page is where you build your venue's floor plan, group tables by area, and see live occupancy. The first time you open any hospitality page, a venue is created automatically for your account, so you can start adding tables right away.

The setup checklist

If your venue isn't fully configured, a setup checklist appears at the top with a progress bar and four steps:

1. Venue name & details — give your venue a real name (in Venue settings)
2. Active menu with items — at least one dish on your menu (links to Menu)
3. At least one table
4. Table ordering enabled — turn on QR ordering

The checklist disappears once all four are complete.

The KPI strip and area tabs

Four tiles summarise your floor: Tables, Total seats, Free and Occupied (occupied = a table with an open session or active orders). Below that, area chips let you filter the plan by zone (Inside, Terrace, Bar…), plus an All chip and an Unassigned chip for tables without an area.

The floor plan view

Each table is drawn as a rounded surface with chair dots around it (the number of dots matches its capacity, and bigger tables are drawn larger). Colours tell you the state at a glance:

• Green — free
• Amber — occupied (open session or active orders)
• Grey/faded — inactive

If a table has active orders, the count is shown on the table. Click any table to open its detail panel.

Adding tables

Click Add tables to open the bulk-add dialog. You can create one table or a whole batch at once:

• Bulk (range) — set a Prefix (e.g. "M"), a Start at number and a How many count. The dialog shows a live preview (M1, M2, M3…). Then set Seats (capacity) and an optional Area.
• Single — type one Table label (e.g. "Terrace 3", "Bar A", "Booth"), plus seats and area.

The Area field offers your existing areas as suggestions so your zones stay consistent. Click Create table(s) and they appear on the plan with a QR code generated automatically for each.

Editing a table

Click a table to open its detail panel on the right. There you can:

• See a live QR preview (in your brand colour) and the table's ordering URL, with Copy and open-in-new-tab buttons.
• Download the QR as a PNG or Print it.
• Edit the Label, Seats (capacity) and Area.
• Toggle Table active off to disable the table — this immediately stops its QR from working.
• Delete the table (existing orders are kept, but the QR stops working at once).

Click Save changes to apply edits.

Venue settings

Click Venue settings (top of the page) to edit your venue's core details: Venue name, a short Description, Address, City, Brand color (used on QR codes and your public pages — pick from the colour wheel or type a hex value), and Currency (EUR / GBP / USD). There's also a master switch — Accept QR table orders — which, when off, lets QR codes show the menu but blocks ordering.

The shared "pay-tab"

When guests open a table session via its QR code, they get a shared tab — a live, mobile bill for the table that several diners can split and pay from their own phones. From the floor plan, when a table has an open session you'll see a View shared tab link (showing the party name if set) that opens that table's live bill.

On the shared tab page, guests can:

• See every order placed at the table and the running subtotal, grand total, amount paid and outstanding balance.
• Add a tip (choose a percentage).
• Split the bill — pay the whole outstanding amount, split it evenly between a number of people, or enter custom amounts per person (each with an optional name and email). Each split generates its own card-checkout link.

The tab shows a live status — Open, Charging, Paid or Closed — and updates in real time as orders and payments come in. This is a guest-facing page, but it's a key part of how your tables get paid, and you can open it from the floor plan to check a table's balance at any time.

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Table QR

Where: Table QR (under MENU)

The Table QR page is the print-and-go view of the same tables. Where the floor plan is for managing layout and occupancy, Table QR is laid out as a grid of QR codes ready to put on tables.

Each tile shows the table's QR code (in your brand colour), its label, area and capacity, with PNG (download) and Print buttons. At the top you also get a Print all button to produce a tidy, A4-friendly sheet of every table's QR — each card branded with your venue name and a "Scan to order" call-to-action — perfect for printing table tents in one go.

If you haven't added any tables yet, this page points you to the floor plan to create them first.

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Orders

Where: Orders (under SERVICE)

The Orders page is your real-time list of every order — from QR table ordering, online, delivery, pickup and phone. New orders appear instantly (no refresh needed) the moment a guest scans a QR and checks out.

Each order card shows:

• The order number and a status badge
• A channel badge (table, online, delivery, pickup)
• The table badge (if it was a dine-in QR order)
• The line items (e.g. "2× Margherita · 1× Tiramisu")
• Any order notes (highlighted in amber)
• The total and how long ago it came in
• A button to advance the order to the next status

Order statuses and advancing them

Orders flow through a fixed lifecycle. Click the action button on a card to move it to the next stage:

Advancing an order automatically timestamps the relevant moments (started preparing, served, completed), which feed your dashboard revenue and average-ticket figures.

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Kitchen (KDS)

Where: Kitchen (under SERVICE)

The Kitchen page is a Kitchen Display Screen (KDS) — a real-time, three-column board designed to live on a screen or tablet in the kitchen. It shows only the active tickets that the kitchen needs to act on.

The three columns

Ticket cards and timers

Each ticket shows the order number, the table (for dine-in), an age timer in minutes, and the full item list with quantities. Per-item notes and order notes are highlighted in amber so the kitchen never misses a special request. The card border changes colour as a ticket ages — it turns amber after 10 minutes and red after 15 — so slow tickets stand out instantly.

Sound and full-screen

In the page header there are two controls:

• A sound toggle — when on, a short chime plays each time a new order arrives, so staff hear new tickets even when looking away.
• A full-screen button — expands the board to fill the whole screen, ideal for a wall-mounted kitchen monitor.

The board refreshes automatically every few seconds and updates live as new orders come in.

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Menu management

Where: Menu / Carta (under MENU)

The Menu page is where you build and maintain everything guests can order. You can run multiple menus (e.g. lunch, brunch, drinks), each with its own categories and dishes, full allergen and dietary labelling, per-channel availability, stock tracking and "86" controls. A venue and a default "Main menu" are created automatically the first time you open the page.

Menus, KPIs and search

At the top of the page you'll find:

• A menu selector dropdown to switch between your menus.
• New menu — create another menu (e.g. "Lunch menu", "Brunch", "Drinks").
• Add category — add a section to the current menu.
• Four KPI tiles: Menus, Categories, Active dishes and Sold-out (86) items.
• A search box to quickly find a dish by name.

Categories

Your menu is organised into categories (Starters, Mains, Desserts…). Each category is a card listing its dishes. To add one, click Add category and type a name. To delete a category, use the trash icon on its header (this also removes its dishes, and asks you to confirm first).

Adding and editing a dish

• To add a dish, click Add item on a category header.
• To edit a dish, click the pencil icon on its row.

Both open the item editor drawer, organised into five tabs:

Details tab

Pricing tab

Diet tab

• Dietary tags — vegan, vegetarian, gluten-free, halal, kosher, dairy-free, nut-free, pescatarian.
• Allergens (EU 14) — gluten, lactose, nuts, shellfish, egg, soy, fish, sesame, celery, mustard, sulphite, lupin, mollusc, peanut.
• Allergen prep notes — free text (e.g. "GF version uses a separate fryer").

Stock tab

• Track stock — when on, set the current stock, a low-stock alert threshold, and a daily reset quantity. When stock hits zero the dish is automatically marked sold out.
• Sold out today (86) — instantly hide the dish until you switch it back on.

Advanced tab

• Calories and internal SKU
• Kitchen notes (not shown to guests)
• Visible on menu — turn off to save a dish as a draft

Click Save to store your changes.

Quick controls on each dish row

Without opening the editor, each dish row gives you fast controls:

• An availability switch to show/hide the dish.
• An "86" (eye-off) button to instantly mark it sold out for the day.
• Badges showing if it's featured (★), 86, spicy (flame), and its dietary/allergen tags.
• Edit (pencil) and Delete (trash) buttons.

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Store manager

Where: Store (under MENU)

The Store manager controls your public ordering page (your storefront) — how it looks, when it's open, what it charges, and how you get paid and notified. A live preview of the storefront sits on the right of the page (on wide screens), updating as you change settings. At the top, a status badge shows whether the store is Open, in Busy mode or Paused, plus an Open storefront button to view the live page, and a Save changes button that appears whenever you have unsaved edits.

The page is split into seven tabs:

Common store tasks

Pause the store (stop taking orders): On the Overview or Prep & busy tab, toggle Pause store and optionally type a reason guests will see ("We'll be back shortly"). Toggle it off to resume.

Turn on busy mode (add extra time at peak): On Overview or Prep & busy, switch Busy mode on and set the extra minutes to add to every new order's estimate.

Add a promo banner: On Overview, type your message in the Storefront announcement boxes (Spanish and English). It shows as a banner on your public page.

Upload your branding: On the Branding tab, use the image fields to upload your Logo, Hero image and Cover image (drag a file or click Upload; max 5 MB), set your primary and secondary brand colours, and write your taglines and descriptions.

Set opening hours: On Channels & hours, toggle each day open/closed and set the from/to times.

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Guests

Customers

Where: Customers (under GUESTS)

The Customers page is your venue's recurring-guest list — built automatically from your bookings. The portal groups bookings by phone, email or name and shows each guest once, with how many times they've visited. The list is sorted by visit count, so your most loyal regulars appear at the top.

For each customer you see their initial avatar, name, phone and email, and their visit count. Use the search box at the top to find a guest by name, phone or email. There's nothing to add or edit here directly — the list keeps itself up to date as new reservations come in.

Stage emails (email templates)

Where: Stage emails (under GUESTS)

This page lets you set up the automatic emails guests receive as their booking moves through its stages (for example, a confirmation when a reservation is confirmed, or a reminder before the visit). You write the message once per stage, and the system sends it at the right moment. The dedicated Emails and Email templates screens are where you compose and manage this content.

Guest relations & Inbox

The Guest relations screen (FRONT DESK) is where you handle guest issues, complaints and follow-ups, while the Inbox is your unified message centre for guest conversations (including the WhatsApp threads you can start from a reservation). Both keep all guest communication in one place so nothing slips through.

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Calls & reporting

Your AI phone agent answers calls for the venue — taking bookings, answering questions and capturing leads. The FRONT DESK and MANAGE sections give you everything you need to monitor that activity.

Calls (call history)

Where: Calls (under FRONT DESK)

The Calls page is your full call history. It lists every call your phone agent handled, with the caller's number (and name, when detected), the call duration, status/outcome, and the date/time. Use the controls to:

• Search by caller number or name.
• Choose a time range — last 24 hours, 7 days or 30 days.
• Filter by minimum/maximum duration and a date window.
• Refresh and load more results as you scroll.

Click any call to open its detail page — including the transcript, recording and AI analysis of what the caller wanted — so you can follow up on missed bookings or feedback.

Live calls

Where: Live calls (under FRONT DESK)

The Live calls screen shows calls happening right now, in real time. It's useful during busy service to see the phone agent in action and step in if needed.

Analytics (reporting)

Where: Analytics (under MANAGE — admins only)

The Analytics page is your reporting hub. It presents deep charts over the last 30 days covering peak hours, booking channels, call conversion and phone-agent performance: calls over time, outcome breakdowns, success-rate trends, average call duration, pickup rate, and leads/bookings generated. The same analytics are available from the Dashboard's Deep analytics tab.

Use this page to answer questions like: When are we busiest? How many bookings is the phone agent generating? What share of calls convert?

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Settings & account

The bottom of the sidebar and the MANAGE section hold your account and configuration tools.

Settings

Where: Settings (gear icon in the sidebar user card)

Venue and account configuration, including reservation stage settings (the stages used by the Pipeline) and other venue preferences.

Profile

Where: Profile (click your avatar in the sidebar)

Your personal profile — name, avatar and personal preferences.

Notifications

Where: Notifications

Your in-portal notification centre, where alerts about new orders, reservations and other activity collect.

Team, Billing, Documents and Help (admins)

The MANAGE section (visible to venue administrators) also includes:

• Team — manage the staff who can access your venue's portal.
• Billing — your subscription and payment details for the venue.
• Documents — store and reference venue documents.
• Help — guides and support for using the portal.

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Common workflows

A few end-to-end recipes that tie the pages together.

Get QR table ordering live

1. Open Tables & floor plan and follow the setup checklist.
2. Click Venue settings and set your venue name, brand colour and currency. Make sure Accept QR table orders is on.
3. Build your Menu — add categories and dishes with prices, allergens and photos.
4. Back on Tables, click Add tables to create your tables (use Bulk (range) for speed).
5. Go to Table QR, click Print all, and place the printed QR table tents on each table.
6. As guests scan and order, watch tickets land on the Kitchen screen and orders on the Orders page.

Take a phone booking by hand

1. Open Reservations and click New reservation.
2. Enter the guest's name, contact, date, time, party size and any notes.
3. Click Create reservation — it's confirmed instantly and shows in the list and on the dashboard.

Run a busy service

1. Use the Kitchen screen (full-screen, sound on) to drive tickets New → In prep → Ready.
2. Use Reservations or the Pipeline to move guests Confirmed → Arrived → Seated → Completed.
3. If the kitchen falls behind, open Store → Prep & busy and switch on Busy mode to add time to new online orders.
4. Mark dishes that run out as 86 on the Menu page so guests can't order them.

Mark a dish sold out (86)

1. Open Menu.
2. Find the dish and click its eye-off (86) button — or open the editor's Stock tab and toggle Sold out today (86).
3. The dish is hidden from guests immediately. Toggle it back on when it's available again.

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Tips & good habits

• Keep the Kitchen screen open during service with sound on — you'll hear every new order.
• Use bulk table creation with a prefix to set up your whole floor in seconds.
• Add photos and allergens to every dish — they make your public menu look professional and keep guests safe.
• Watch the no-show risk flags on reservations and confirm high-risk bookings proactively.
• Set your brand colour once in Venue settings — it flows through to your QR codes and public pages automatically.
• Pause the store rather than letting orders pile up if the kitchen is overwhelmed; add a friendly reason for guests.
• Check Analytics weekly to spot your peak hours and see how many bookings the phone agent is winning for you.