Would you like to integrate table reservations made via Trybe into your platform, so that when a package with a table reservation is booked, it is automatically created in both your Trybe and Resdiary system? This is possible by setting up our ResDiary integration!
Firstly you will need to contact our Support team to request the integration. This is a charged integration, which we will provide further details on. Once the integration has been confirmed with us, we'll loop you in with Resdiary Support to activate the integration on their end. Resdiary will send over Credentials for the integration which you'll need to share with us so we can activate some additional settings our side.
In the meantime to set this up, go to Settings > Integrations > Manage Integrations > ResDiary > Configure
From here, click on Add new integration > Write your integration name i.e. the name of your restaurant > Create.
It will then create your ResDiary system that you want Trybe to integrate into.
If you have multiple restaurants at one location, you can create separate integrations for each one, which would create a list so you can have all your integrations in one place. This will also allow you to have multiple ResDiary system options when creating your packages in Trybe.
By clicking on one of the integrations you created previously, you will find two sections that you need to complete:
Integration name:
If you have only one restaurant at your site, a general name like 'Restaurant' can be used, as shown in the example photo. However, if you have multiple restaurants in one location, using specific names can help distinguish them.
API Settings:
This is where you can enter your username and password. The username and password are required to enable the integration. These details will be provided to you by ResDiary.
Please ignore the Webhook Key field - this needs to be completed by Trybe once you have entered in the other details and enabled the integration.
You won't be able to complete the Restaurant Key field until you select Save and then 'Enable integration' option will appear, allowing you to click on it to enable this specific ResDiary system for your site.
You will then be able to click into the Restaurant Key field > this should bring up your Restaurant Key name > select this so that it shows in the Restaurant Key Field > Save.
Once this step is completed, please ensure Trybe Support is aware and that you have shared the credentials with them so we can finalise the configuration on our side.
When enabled, your ResDiary integration will be linked with Trybe, which means that when you book a table reservation alone or included in a package via Trybe, it will automatically drop straight into the ResDiary system, allowing you to see the reservation there.
Settings within Resdiary
Before you can proceed in creating your Table Reservation Types, there's some set up required in Resdiary.
Create a TRYBE booking channel
Create Promotions and enable these for the TRYBE booking channel
If unsure how to action the above, please contact the Resdiary Support team and/or your Resdiary account manager.
How to set up your table reservations
Once Resdiary is enabled on your site and you have created the required settings in Resdiary, you can now create your table reservations by heading to Settings > Offerings > Table reservation types.
From here, you will be able to create your table reservation types with your restaurant by clicking on Add new type > Write the name of the table reservation type > Create.
If you select the three dots next to the table reservation booking type you will be able to 'Edit' or 'Archive' the table reservation.
To configure your table reservation type, click on it or select 'Edit'. You will then be guided through three sections:
Integration:
You will need to decide which Resdiary system should be linked, meaning which restaurant you want to connect to this specific table reservation.
Details:
Name: name of your table reservation type (for example 'Lunch')
Description: add a description for the table reservation type. This will appear on your shopfront when your client selects this option on your website
Shop Image: upload a photo to show when your clients select this option on your website
Once you're happy with it, select 'Save details'.
Options:
Here is where you will link this Table Reservation type to a Promotion in Resdiary. Select Edit > this will then show a list of your Promotion Types > select the Promotion applies > 'Save details'
For your Promotions to appear you need to have enabled the TRYBE booking channel on those promotions. If they don't appear it will likely indicate this hasn't been done yet. Please contact Resdiary Support if unsure of how to set this up in Resdiary.
When a package is booked, ResDiary will automatically sends a confirmation email. If you prefer not to send these emails, you can request to have them disabled by contacting their support team at: [email protected].
How to create packages with table reservations
Once you've created all of your table reservation types, you can then start to create new packages by heading to Settings > Offerings > Packages (click here for instructions on how to create a package)
IMPORTANT: If you already have Packages, you will need to Copy the package to then edit this to contain the Resdiary Table Reservation types. It is very important that you create copies of your package and do NOT edit your existing packages to the Table Reservation types as this WILL cause issues with future revenue allocations and editing on bookings made prior to the changes.
You can easily make copies of your Packages by using the Copy tool, and amend this copy to use Table Reservations. Then when you're ready to switch over, change the Visibility of this to Public and on the old copy of the package change that to Private.
You will need to keep the old Packages Private, so ensure to add some kind of indication to the package name (such as adding an * to the end) so that your team know what is the old and new version, as you'll need those still in the system to be able to make edits to any orders made on the old set up.
If editing past Orders, this will take the newly updated name so we would advise not to put something like OLD at the end of the name, and instead use something more subtle that won’t be confusing to the guest.
By heading to the 'Package choices' tab, when creating a choice and selecting 'Offering types' you will now have the option to select 'Table reservations'
After being selected, you will then be able to choose your 'Table reservation types' which would be the table reservations you've created previously.
Once selected, don't forget to 'Save' your changes.
Good to know: You can create a table reservation without necessarily having to create a package. To do this, click on '+ New Order' > Add Other > Table Reservations. Then you will be able to select your previously created 'Table Reservation Types'. This will search for availability directly in ResDiary.
How table reservations work from Trybe to Resdiary
When your package is created, if your clients book this specific package online, or if you create an order from Trybe with a package that includes a table reservation, the table reservation will then be automatically added to your ResDiary system.
You are also able to add a standalone table reservation in Trybe. When creating an order > select 'Add other' you'll notice you have the ability to add a 'Table reservation'. Once added, this booking will automatically land into your ResDiary system.
Once the table reservation has been added to your Resdiary system, you will be able to click on the reservation in Resdiary to view the client's details, booking details, and the sales channel. For example, if you have a number of systems integrated to Resdiary, this will help you identify where the reservation is coming from. If it comes from Trybe, it will display 'TRYBE' as the sales channel.
Additionally, any 'special requests' made by clients during booking, or notes added in the Trybe order, will automatically appear in the 'Customer comments' section of Resdiary (as shown in the third screenshot).
If you decide to edit the date and time of your table reservation or cancel the table reservation through Trybe, the changes will be automatically updated in Resdiary as well. You can also edit the reservation in Resdiary and this too will automatically update in Trybe.
Important: When adding a client profile to a manual order in Trybe, be sure to include both the phone number and email address BEFORE confirming the order.
If there’s no email address, an error message will appear stating: "ResDiary requires an email address."
If there’s no phone number, an error message will appear stating: "ResDiary requires a phone number."
To update this, simply head to the 'Guests' tab within the order > add the missing information and click on 'Save'. This will then pull through the missing information and you will be able to 'Confirm' the order.
How to edit the date of a package that includes table reservations on Trybe
To be able to edit the date of a package containing a table reservations, you will need to click on the three dots next to the package item > Edit >
Then click on the 'Back' button:
A warning message will appear saying 'Changing the date of the package will remove any currently selected choices':
Which means that the table reservation will automatically be removed as the date is changing. You will therefore need to select the table reservation again through the package choice once the new date is selected.
Once updated on Trybe, the changes will be automatically updated in Resdiary as well.
How to edit the time of a table reservation included in a package on Trybe
If you want to edit the time of your table reservation included in a package in Trybe, you will need to select the three dots next to the table reservation item added in the order > Edit:
From here, you will be able to edit your table reservation time by selecting your preferred time:
Once a new time is selected, it will update the table reservation within the order in Trybe as well as in Resdiary.
If you try to edit the table reservation time through the package, you will receive an error message saying 'This item cannot be updated as part of a package' because the table reservation time cannot be updated through the package item itself. It must be updated through the table reservation item, as specified above.
How to add notes to a Table Reservation in Resdiary
When creating an Order that includes a Table Reservation, we will only post a Note to the reservation at the time of creating the reservation in Resdiary. To ensure the Note will be sent across you'll need to add a Note BEFORE you Confirm the Order.
Please see advised steps below:
If adding a booking via the '+ Add Order' function:
Select +Add Package or +Table Reservation > go through the steps to add the Package / Table Reservation > confirm > this should then take you to a page like the below image with the items in a Pending Confirmation status
Go straight to the Notes section as shown in the image below > add your note i.e. Guest has an allergy to nuts > save.
Then complete the steps to confirm the order by adding the Lead Booker / Clients Details
Once the client details has been added you'll see a new 'Confirm' button appear > click this to save the details and send the Table Reservation along with the notes over to Resdiary
If adding a booking via the Calendar (Please note you cannot add individual Table Reservations directly to the Calendar, you would have to add via the + button by following the above steps):
Right click on the Calendar > select + Package > go through the process of adding the package including the Resdiary Table Reservation
Once that has been added to the Calendar in the yellow pending state as below > click on 'Go to order'
This will take you to the Order page > repeat Steps 2 & 3 as detailed in the above section
Once the client details has been added you'll see a new 'Confirm' button appear > click this to save the details and send the Table Reservation along with the notes over to ResDiary
Get back to the Calendar by selecting 'Go to Calendar'
How to add more Guests to the same Table Reservation in ResDiary
Once you have made an Order in Trybe containing a ResDiary Table Reservation, you may later need to edit the Order to add a new Guest. To ensure the new Guest is added to the same Table in ResDiary as there friends, you'll notice there is a Green timeslot that appears when selecting the Table Reservation.
👉 You will need to select the Green slot to ensure the item is added to the same Table Reservation.
If you select a slot that is not shaded green, even if it is the same time slot as the previous guest this will create a new booking on a separate table in Resdiary. To rectify this you will need to Remove/Delete the item from Trybe and then add the second Guest's package again.
For customers booking on the website, when the second guest chooses their time slot, as long as this is the same timeslot as the other guests in the Order, they will all be placed on the same table.