Optimising your restaurant’s capacity: 4 steps to smarter booking management

Creating effective booking availability templates to manage covers, time intervals, and peak vs. off-peak periods is key to running a smooth and profitable restaurant.

The goal is simple: maximise table turnover while encouraging more bookings during quieter shoulder periods (like mid-afternoon and early evening), all while making the most of your busiest times (lunchtime and dinner rush).

From our experience in the hospitality industry, particularly in casual dining, having a well-structured system in place makes all the difference. The right technology should handle the heavy lifting, ensuring smooth operations and optimised capacity.

Our recent research found that, aside from Christmas/December bookings, Mother’s Day is the most popular date for reservations in 2024. With that in mind, let’s explore four key steps to help you fine-tune your strategy and make your booking system work harder for you.

Step 1: Define Your Table Layout & Flexibility

Understanding your space is crucial. Can your tables be moved around, or are they fixed?

During the week, you may have more flexibility to rearrange layouts—such as shifting table 20 from the back of the restaurant to join up with table 7. However, on weekends, moving tables might be impractical. Knowing when to be flexible and when to lock layouts in place will help streamline operations.

Example Table Breakdown for 50 Covers:

• 10 x 2-seat tables (20 covers)
• 5 x 4-seat tables (20 covers)
• 2 x 5-seat tables (10 covers)

Total: 50 covers

Step 2: Determine Your Turnover Rates

Your turnover rate depends on the type of dining experience you offer. Are you a relaxed, full-service venue where guests linger over multiple courses and upsells? Or a fast-casual spot where guests grab a quick meal and move on?

Peak times often mean faster turnover, while guests may stay longer during quieter periods.

Recommended Turnover Rates:

• Peak periods (lunch & dinner rush): 1.5 turnovers per hour (~0.375 every 15 minutes)
• Shoulder periods (mid-afternoon, early evening): 1 turnover per hour (~0.25 every 15 minutes)

Step 3: Peak vs. Off-Peak Trading Times

Understanding when your customers prefer to dine helps balance high-demand periods and spread reservations across quieter slots.

• Peak periods: 12:00–14:00 (lunch rush) & 18:00–20:00 (dinner rush)
• Shoulder periods: 14:00–16:30 (early afternoon) & 16:30–18:00 (pre-dinner crowd)
• Off-peak periods: 20:00–23:00 (late evening)

By strategically encouraging bookings in shoulder periods (e.g., early-bird offers or promotions), you can maintain a more consistent service flow throughout the day.

Step 4: Setting Covers per Time Slot

Once you’ve defined peak times and turnover rates, you can calculate how many covers to allocate per 15-minute slot.

Example Calculations:

Peak Periods (12:00–14:00 & 18:00–20:00)

• Capacity: 50 covers
• Turnover Rate: 1.5 times per hour
• Duration: 2 hours
• Total Covers: 50 × 1.5 × 2 = 150 covers
• Covers per 15-minute slot: 150 ÷ 8 = 18-19 covers per slot

Off-Peak Periods (14:00–18:00 & 20:00–22:00)

• Capacity: 50 covers
• Turnover Rate: 1 time per hour
• Duration: 4 hours
• Total Covers: 50 × 1 × 4 = 200 covers
• Covers per 15-minute slot: 200 ÷ 16 = 12-13 covers per slot

By mapping this out, you’ll see clear peaks and troughs in your availability template. Regularly check your data to adjust accordingly!

Key Takeaways for Smarter Booking Management

1. Balance Peak & Off-Peak: Maximise peak covers while making quieter periods attractive.
2. Turn Times Matter: Consider both guest behaviour and kitchen efficiency.
3. Buffer Between Reservations: Avoid overlap by allowing short gaps.
4. Use Data: Leverage historical bookings to guide decisions.
5. Monitor & Adapt: Regularly review and tweak your capacity model.

By following these steps, you’ll create a dynamic booking system that enhances guest experience while optimising revenue.