What are the different types of booking systems and which is best for your restaurant? 

But you’ve probably found that with so many different booking systems, each with its own set of features and benefits – choosing one seems like an overwhelming task.

At Access, we help restaurant owners build booking software packages that will work for their operation – and that can look pretty different depending on your business.

In this article, we’re going to help you find the best reservation system for you. You’ll learn about the main types of booking systems on the market, the pros and cons for each and we will explore all the options to help you choose the right one (or ones) for your business.

What are the two main types of restaurant booking system

There are two main types of booking systems in existence:

• 1. consumer-facing online reservation websites run by a third-party
• 2. operator-facing reservation system software that integrates with your website.

Both will help you take reservations for your restaurant, but in different ways and with varying benefits.

1. Third-party consumer-facing online booking sites

Third-party reservation platforms exist to capture bookings for restaurants. They allow their clients to list the tables they have available for reservation and enable potential diners to then book them through their platform. These details are then passed to the restaurant. However, booking sites do perform more than the basic booking function by also providing a form of marketing for your restaurant. Each site or app will provide a search function for its platform users (your potential customers) enabling them to find a table at their desired restaurant through the site. These companies also invest heavily in digital marketing, meaning restaurants listed on their sites are easily visible to those searching indirectly.

Some third-party booking sites also provide a widget that can be integrated into your own website for those customers coming to you directly to make an online reservation. These operate externally to your business, but some providers may be able to integrate with your restaurant management software.

While third-party consumer-facing reservations platforms provide the same basic service, each has its own USPs and additional services, so make sure you check out what functionality is on offer. Likewise, costs will differ from platform to platform – some will charge you a monthly fee for their services and others will charge a set amount per seat booked.

2. Reservation system software for your site

This web-based software is designed to take and manage bookings at your restaurant. It gives you, the operator, full control of reservations and integrates into your restaurant’s EPoS so you can manage the customer journey – from enquiry stage to booking and then through to taking orders, payment and feedback – in one place.

This type of reservation system will ensure your restaurant receives bookings directly. This can be through a widget which can sit on your website and social channels. Unlike the alternative, the whole system is handled by you and your team and not externally. So you have immediate contact with your customers at the point of booking and can continue communication should you wish. Although it relies on customers knowing you already exist – there’s no catching new diners through wider marketing offered by third-party run reservations sites – it does guarantee direct communication between your business and your consumer.

This, along with wider visibility and more streamlined operations, are the main benefits of a reservation software system for your site. With a cloud-based booking and enquiry management system like Collins, a restaurant operator has full visibility of bookings and access to a whole range of features digitally. Our customers report increases in bookings of around 14% after implementing our software and are able to utilise additional functionality to collect pre-orders, take bookings and send communications with guests about their booking.

What booking systems do restaurants use?

While we’ve laid the pros and cons for each type of booking system out in black and white, you will need to do more than compare the functions they offer before deciding which system to adopt. This is because their effectiveness will depend on factors relating to your business, such as the type of restaurant you are running, its location and stage of maturity.

If you are launching your first restaurant

If you are close to launching your first restaurant or have just opened a new site, for example, you may find it useful to work with a third-party booking platform to get those first reservations in. This is because they:

• Provide marketing, widening your restaurant’s online visibility when you need it most
• Don’t charge large upfront costs at a time when funds will be limited
• Invest in improving the bookings process, so you don’t have to

If you are considering expanding your restaurant

Once the business has been running for a few months and funds have built up, or if you are considering expanding your restaurant concept to multiple sites, it may be time to invest in a restaurant reservation software system.

This option requires an up-front investment, but ultimately handling your reservation system in-house will give you more control, both financially and operationally. A system that integrates well with other areas, such as table management, will also improve your bottom line as it increases efficiency. Access to data also helps with further planning and business growth.

Why choose just one? The merits of diversifying your booking channels

Still not sure which type of booking system to choose? The good news is it’s not an either/or scenario, many hospitality businesses adopt a combination of the two types, even when established.

While implementing a reservation system software into the business has multiple benefits, the additional marketing boost offered by third-party reservation sites could be useful if you want to ensure a steady stream of reservations and catch a wider customer base. This is because their investment in online search can increase your restaurant’s visibility.

Some third-party sites offer promotional opportunities and can include partners in specific promotional roundups, like dog-friendly restaurants, or romantic restaurants (great for Valentine’s Day) which can be useful to boost bookings at key times.

If you are using your restaurant reservation software to its full ability, you’ll also know when your business is typically at its busiest, allowing you to increase, or decrease your restaurant’s presence via the different booking channels.

What are the next steps?

So, there are merits to both types of bookings systems. Third-party customer-facing online booking sites can be great for newcomers to the industry who want to test the water in online reservations and don’t yet have enough to invest in a fully functioning system. Also, let’s not forget the marketing injection they can provide for new and established businesses.

For restaurant owners wanting to have a more enhanced view of their customers, implementing reservations software is a more pragmatic move to streamline services and help build a better business.

Working with both types of reservation systems in tandem, however, is a clear possibility and will give you the best of both worlds.

Find out more about Access Collins, our hospitality reservations and booking software, and how it can help you manage your bookings and streamline operations.