In Bookings, each request has an "Open the record" link. The record gathers everything about that booking: the guest's request, its status, the card guarantee or deposit, the quote, and the messages exchanged.
Writing to the guest
At the bottom of the record, write your message and click Send. The guest receives it by email, in your restaurant's name.
- Their reply arrives in your mailbox, at your venue's contact address — not in Klarr. Without a contact address, Klarr sends nothing: the guest's reply would go nowhere. It is set in your venue's details.
- The whole team can write: it is often the floor staff who ask for details about an allergy.
- Sent messages stay on the record, with the date: everyone sees what has already been said.
- A guest who left no email address cannot receive a message: call them.
Message templates
The "Message templates" button fills the field with a ready-made text, already completed with the booking. You read it, adjust it if needed, and send it.
Klarr offers seven, in the guest's language: confirm the booking, ask for details (allergies), chase a request with no answer, suggest another date, suggest another space, explain the card guarantee, thank them after the visit.
Your own templates
In Bookings, the "Message templates" button opens the list of your templates. The manager can create, edit and delete them. As soon as you have saved one, your templates replace Klarr's.
In the text, these words in curly brackets are replaced automatically:
- {client}: the guest's name;
- {date} and {heure}: the date and time of the booking;
- {couverts}: the number of covers;
- {salle}: the space booked;
- {restaurant}: your venue's name.
Finding the ones to chase
At the top of the booking book, two buttons count what is waiting:
- "Card guarantee or deposit unpaid": upcoming bookings whose card guarantee or deposit is not yet paid;
- "Quote not accepted": upcoming bookings whose quote is a draft or was sent with no answer.
One click shows the list; each booking leads to its record, where the "Chase a request with no answer" or "Explain the card guarantee" template does the follow-up in ten seconds. Past, cancelled or declined bookings are not included.
These same follow-ups also appear in the "To do" block on the home screen.