Rooms & Tables

The room and table management feature enables hospitality businesses to digitally organize their dining areas and tables. With the graphical table plan, you always have an overview of your premises and can flexibly arrange tables.

Rooms

Rooms represent the different areas of your hospitality business where tables can be placed. Each room is linked to a specific location.

Room Overview

Under Locations > Rooms, you'll find a list of all created rooms. Use the filter bar to filter by company and location.

Typical room examples:

• Dining room / Main room

• Terrace / Outdoor area

• Bar

• Private room / VIP area

• Conservatory

• Upper floor / 1st floor

Creating a Room

1. Navigate to Locations > Rooms

2. Select the desired company and location using the filter bar

3. Click Add or the + icon

4. Enter the room details:

   • Name: Name of the room (e.g., "Terrace", "Dining Room")

   • Warehouse (optional): Specific warehouse for this room

5. Click Save

{tip} You can create an unlimited number of rooms per location. {tip}

Editing a Room

1. Click the Edit icon (✏️) in the room's row or directly on the row

2. Adjust the desired settings

3. Click Save

Deleting a Room

1. Click the Delete icon (🗑️) in the room's row

2. Confirm the deletion

{warning} Warning: Deleting a room removes all table arrangements in that room. The tables themselves remain and can be assigned to other rooms. {warning}

Warehouse for Rooms

Each room can optionally be assigned a specific warehouse. This overrides the warehouse set for the location and sales points for all orders placed in this room.

Warehouse hierarchy (priority from high to low):

1. Room warehouse – highest priority

2. Sales Point warehouse – used if no room warehouse is defined

3. Location warehouse – fallback if neither room nor sales point has a warehouse

Use cases for room warehouses:

• Bar area: Separate warehouse for beverages and bar items

• Terrace/Outdoor area: Separate warehouse for seasonal products

• Floors: Different warehouses for different levels

• Themed areas: Specialized warehouses for different concepts (e.g., sushi bar, grill station)

Tables

Tables are the individual seating positions in your establishment where guests can order and pay. Each table belongs to a company and location and can be arranged in multiple rooms.

Table Overview

Under Locations > Tables, you'll find a list of all created tables. Use the filter bar to filter by company and location.

Creating a Table

1. Navigate to Locations > Tables

2. Select the desired company and location using the filter bar

3. Click Add or the + icon

4. Enter the table details:

   • Name: Optional name of the table

   • Table number: Unique number (numeric, required)

   • External table number: Optional alphanumeric identifier

   • User: Optional fixed user assignment

5. Click Save

{tip} You can create an unlimited number of tables per location. {tip}

Editing a Table

1. Click the Edit icon (✏️) in the table's row or directly on the row

2. Adjust the desired settings

3. Click Save

Deleting a Table

1. Click the Delete icon (🗑️) in the table's row

2. Confirm the deletion

Table Number vs. External Table Number

Use cases for external table numbers:

• QR codes on tables: Guests scan the code for self-ordering

• NFC tags: Contactless table recognition by staff

• Table search: Quick lookup via alphanumeric codes (e.g., "T-A1", "BAR-02")

• Third-party integration: Reservation systems, waiter call systems

Fixed Table-User Assignment

You can assign a fixed user to a table. This assignment means that only this user can take orders and process payments at that table.

Typical use cases:

• Service areas with fixed staff assignments

• Revenue tracking per employee

• Simplified settlement for tips

For more information on user management, see the article Users.

Arrange Tables

The "Arrange Tables" feature allows you to create a graphical table plan for each room. The schematic representation enables quick visual orientation for your service staff.

Opening the Table Plan

1. Navigate to Locations > Arrange Tables

2. Select the desired company, location, and room using the filter bar

Table Plan Grid

The table plan is based on a dynamic grid:

• Automatic size adjustment: The grid grows automatically when you place tables at the edges

• Automatic shrinking: The grid shrinks when outer tables are removed

• Flexible arrangement: Tables can be freely positioned on the grid

Placing Tables in a Room

1. Drag a table from the list using drag & drop onto the grid

2. Position the table at the desired location

3. The change is saved automatically

Moving Tables

1. Click and hold an already placed table

2. Drag it using drag & drop to the new position

3. Release to save the position

Removing a Table from a Room

Click Reset on the respective table to remove it from the current room. The table itself remains and can continue to be used in other rooms.

Color Customization

Individual colors can be set for each table:

• Background color: Main color of the table display

• Text color: Color of the table number and label

Benefits of color customization:

• Quick visual differentiation of tables

• Marking of service areas

• Highlighting VIP tables or reservations

• Status display (e.g., occupied, reserved, free)

Display in the Sales Point

The created table plan is displayed in bessa Kassa and enables:

• Quick table selection by tapping

• Visual overview of occupied and free tables

• Easy navigation between rooms

Important Notes on Table Management

Permissions

The Tables permission is required for room and table management. For more information on permissions, see the article Permissions.

Frequently Asked Questions

Can I assign a table to multiple rooms?

Yes, a table can be arranged in multiple rooms. This is practical for edge cases or different views.

What happens to open orders when I delete a table?

Open orders remain, but the table is no longer available for selection. It is recommended to complete all orders before deleting.

How many rooms and tables can I create?

There is no limit. You can create an unlimited number of rooms and tables per location.

Why don't I see bookings on my second main sales point?

Main sales points do not communicate with each other. Instead, use sub-terminals connected to a central main sales point.

Related Topics

• Locations – Create and manage locations

• Sales Points – Sales point types and sub-terminals

• Warehouse Management – Create and assign warehouses

• Permissions – Configure user permissions