Reservation Guide
Your tables are booked by gamers, events, matchmaking posts, and your own staff — all flowing into one shared, conflict-checked reservation pool. This guide walks through every reservation configuration, how to review your reservation calendar, how to adjust bookings, how to cancel them (with refunds and notifications handled automatically), and how every action communicates back to your gamers.
Reservation Configurations (The Rules That Govern Bookings)
Open Store Dashboard → Advanced Settings → Reservations. These settings control how reservations work across your entire store, and most auto-save the moment you change them.
Enable Reservations
The master switch that turns on in-app table booking.
Requirement: At least one table must exist before this can be turned on.
Who can book: Both registered app users and unregistered visitors can reserve tables, giving you the widest booking funnel.
Advance Booking Limit (Standard)
How far in advance gamers can reserve a table — set in days (1–365).
This is the default booking window for standard table reservations.
Members can be granted a different (longer) lead time at their membership level — a powerful perk for paying members.
Members Only Reservations
Require an active membership to book a table in the app.
Store-wide: When on, every reservation requires an active membership.
Per-level narrowing: Enable "Can Make Reservations" on specific membership levels in Membership Configuration. When any level has that on, only members in those levels can reserve — otherwise the store-wide flag applies.
30-Minute Buffer Between Reservations
Blocks a 30-minute gap before and after every reservation.
Gives staff time to clean, reset, and turn over the table.
Prevents back-to-back bookings from overlapping when a game runs long.
Allow Events to Reserve Tables
When on, the Event Editor shows available tables you can reserve and auto-link to an event at creation. Off, events are created without table holds.
Allow Matchmaking to Reserve Tables
When on (and gamer matchmaking is enabled), gamers creating a matchmaking post can reserve an available table for their game.
Advance Booking Limit (Matchmaking): A separate lead-time window (in days) for matchmaking reservations — typically shorter than standard, since matchmaking is more spontaneous.
Refund Policy (Reservation Refund Cutoff Days)
Set in your Advanced Settings / Payments settings — the number of days before a reservation by which a customer can cancel and receive a full refund (0 = no refunds).
This cutoff is surfaced to gamers before they cancel and to staff before they issue a refund, so there's never ambiguity about whether money comes back.
Reservations Payments
When Stripe payments are enabled for reservations, any table with a price greater than 0 routes gamers through Stripe Checkout before the slot is confirmed. Free tables (price 0) confirm instantly.
Reviewing Your Reservations
Open Store Dashboard → Reservations to see your live reservation calendar.
The Reservation List
Grouped by date (in your store's timezone) so today's bookings sit on top.
Each reservation card shows:
Table — name and number (e.g., "The War Room (Table 3)").
Source badge — color-coded to tell you instantly where the booking came from:
In App — a gamer reserved it themselves.
Store — staff blocked the table.
Event — auto-reserved by an event.
Matchmaking — auto-reserved by a gamer's matchmaking post.
Game — auto-reserved by a casual/tournament/league game session.
Website — a public website reservation.
Time & duration — start to end, with hours computed automatically.
Amount due — the price the booker paid (or owes), shown for gamer/matchmaking/website/game-session reservations.
Booker or title — for gamer/matchmaking reservations, the host's resolved username and invited gamers; for store/event reservations, the staff title and optional game.
Filtering
Date filter — jump to any day; past dates are navigable.
Game filter — narrow to reservations for a specific game.
With no filter applied, the list defaults to today and forward so you always see what's coming up.
Load More paginates in batches of 100 for busy stores.
Real-Time Refresh
The reservation list polls every 60 seconds, so new bookings from gamers, events, or matchmaking appear without a manual refresh.
Reservations Disabled State
If reservations aren't enabled, the tab shows a clear "Store has not enabled in-app reservations" message — so staff know the feature is off rather than thinking the store is empty.
Creating Store (Staff) Reservations
Staff can block tables for internal use — staff events, maintenance, private parties, or anything else — without going through the gamer flow.
Block Tables Flow
Tap Reserve to open the Block Tables dialog:
Title (required) — e.g., "Staff Event," "Maintenance," "Private Party." This is the display label shown on the card.
Game (optional) — search and attach a game (priority games surface first; a search box finds any title).
Date (required) — the picker respects your store hours; if the store is closed that day, you'll see a warning and can't proceed.
Start Time & End Time — half-hour slots scoped to your store's open/close hours for that day. End times are always after the start time.
Tables — only tables that are actually free for the chosen window are shown (conflicts are filtered out automatically). Select one or more tables; each gets its own reservation record.
Notes (optional) — internal context for staff.
Tap Reserve to create the block. The table(s) are held immediately and removed from the available pool for everyone else.
Adjusting a Reservation
Editing Store Reservations
Store reservations have an Edit (pencil) button on the card. Open it to:
Change the title and game.
Change the date, start time, and end time — slots are scoped to your store hours, and conflicts with other reservations are filtered out in real time.
Change the table — pick from tables that are free at the new time.
Add more tables — selecting multiple tables creates additional reservations for each, all linked to the same title and time.
Saving routes through the same conflict-checked reservation engine, so you can never accidentally double-book a table by editing.
Reservations From Other Sources
Reservations created by events, game sessions, or matchmaking are managed at their source — not edited from the Reservations tab. If you try to cancel one, the app redirects you:
Event / Game Session reservations → a prompt tells you to cancel or delete the event/game on the Events tab.
Matchmaking reservations → a prompt tells you to delete the matchmaking post on the Matchmaking tab.
This keeps a single source of truth: the reservation lives and dies with the thing that created it.
Gamer-Side Adjustments
Gamers manage their own reservations from the Calendar tab in the app:
Manage button (host only) — opens the reservation editor to change time, table, or invited gamers.
Drop (non-host attendees) — removes themselves from an invitation without cancelling the whole reservation.
Check In — available when the reservation's check-in window is open (based on start/end time).
Cancelling a Reservation (and Refunds)
Cancelling is source-aware: the system routes each cancellation through the right path and handles refunds and notifications automatically.
Cancelling a Gamer / Website Reservation
Tap the X on a gamer or website reservation to open the Cancel Reservation dialog:
Who gets notified — the dialog lists the booker and any invited gamers so you know exactly who will receive a message.
Custom message — a default cancellation message is pre-filled (date, time, game). Edit it to add your own context — your message overrides the default plain text.
Refund decision (paid reservations only) — when the reservation was paid:
The dialog shows whether the reservation is eligible for a store refund based on your refund-cutoff policy (e.g., "eligible based on the 2-day policy" or "not eligible").
Choose Yes to issue a Stripe refund, or No to cancel without refunding.
When you choose Yes, the refund is processed instantly through Stripe and the gamer is told a refund is coming. Refund details always take precedence in the message.
Tap Cancel Reservation to confirm. The reservation is marked cancelled, the table is freed, the refund (if any) is issued, and notifications go out.
Cancelling a Store Reservation
Store reservations cancel immediately with one tap — no refund, no notification, since there's no customer to notify. The table is freed instantly.
Cancelling Event / Game Session Reservations
You're prompted to manage these on the Events tab — cancel or delete the event/game there, and its linked reservations are cancelled automatically.
Cancelling Matchmaking Reservations
You're prompted to manage these on the Matchmaking tab — delete the matchmaking post there, and its linked reservation is cancelled automatically.
Gamer-Side Cancellation
When a gamer cancels their own paid reservation, they see a clear Cancel Your Reservation? dialog that states the refund outcome in plain language:
Eligible → green confirmation: "You will be refunded in full… through the end of [cutoff date] (store time)." Button reads Cancel & Refund.
Not eligible → red notice: "You will NOT be refunded. Refunds required cancelling by the end of [cutoff date], which has passed." Button reads Cancel Anyway.
No payment on record → neutral: "No payment is on record for this reservation, so there is nothing to refund."
The cutoff date is rendered in your store's timezone so there's never confusion about which day counts.