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 SevenRooms system? This is possible by setting up our SevenRooms integration!
Requesting the 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 request enablement with SevenRooms on your behalf. You will then receive instructions to complete some setup in your SevenRooms system including setting up your access rules and once you've confirmed this is done, we'll be able to connect your venue.
SevenRooms will send over the credentials needed for the integration:
Client ID
Client Secret
Concierge ID
In the meantime to set this up, go to Settings > Integrations > Manage Integrations > SevenRooms > 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 SevenRooms 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 SevenRooms 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 Client ID, Client Secret and Concierge ID. These details are required to enable the integration. These details will be provided to you by SevenRooms.
You won't be able to complete the Venue field until you select Save and then the 'Enable integration' option will appear, allowing you to click on it to enable this specific SevenRooms system for your site.
When enabled, your SevenRooms 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 SevenRooms system, allowing you to see the reservation there.
How to set up your table reservations
Once SevenRooms is enabled on your site and you have created the required settings in SevenRooms, 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 SevenRooms 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
The name of your Table Reservation Type will be the name that pulls through to SevenRooms so we would recommend you are to ensure this name is specific to what you would like to appear in SevenRooms. If the Table Reservation Type is set to take place within a specific time period (Afternoon Tea between 12pm - 4pm), you will need to add a start time rule to the package choice so that the guest is to not select a time in which that option is not available for purchase.
When a package is booked, SevenRooms will automatically send a confirmation email. If you prefer not to send these emails, you can request to have them disabled by contacting their support team.
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 it to contain the SevenRooms 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 SevenRooms.
How table reservations work from Trybe to SevenRooms
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 SevenRooms 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 SevenRooms system.
Once the table reservation has been added to your SevenRooms system, you will be able to click on the reservation in SevenRooms to view the client's details and also their booking details!
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 SevenRooms.
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 SevenRooms as well. You can also edit the reservation in SevenRooms 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: "SevenRooms requires an email address."
If there's no phone number, an error message will appear stating: "SevenRooms 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 reservation, 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'.
This 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 SevenRooms 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 SevenRooms.
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 SevenRooms
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 SevenRooms. 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 with the items in a Pending Confirmation status
Go straight to the Notes section > add your note (e.g. Guest has an allergy to nuts) > save
Then complete the steps to confirm the order by adding the Lead Booker / Client Details
Once the client details have 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 SevenRooms
If adding a booking via the Calendar:
Right click on the Calendar > select + Package > go through the process of adding the package including the SevenRooms Table Reservation
Once that has been added to the Calendar in the yellow pending state > 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 have 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 SevenRooms
Get back to the Calendar by selecting 'Go to Calendar'
How to add more Guests to the same Table Reservation in SevenRooms
Once you have made an Order in Trybe containing a SevenRooms 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 SevenRooms as their 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 SevenRooms. 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.