How the AI Checks Table Availability

When a customer calls to book a table at your restaurant, your AI receptionist checks real-time availability before offering any time slot. Here's how that works.

What the AI checks

To determine which tables are available at a requested time, the AI looks at:

  1. Your configured operating hours — slots outside your opening hours are never offered.
  2. Existing confirmed bookings — tables already booked for that time are excluded.
  3. Table/zone configuration — your restaurant's tables, zones, and capacities set the total inventory.
  4. Party size limits — tables too small for the party are excluded. Tables available online are subject to the maximum party size set on your booking page.

The booking flow

When a customer says they'd like to book:

  1. The AI asks for the date and time they'd like.
  2. The AI asks for the party size (or confirms it if already mentioned).
  3. The AI checks which tables (and time slots) can accommodate that date, time, and party size.
  4. If a time slot is available, the AI confirms it and proceeds.
  5. If the requested time is not available, the AI may suggest an alternative time or let the customer know nothing is available.

Zone preferences

Customers can optionally request to sit in a specific zone of your restaurant (e.g. "We'd like to sit outside" or "Do you have a booth?"). If your tables are assigned to zones, the AI will attempt to find availability in the requested zone.

If no availability exists in the preferred zone but other zones have availability, the AI can offer the alternatives.

Why a slot might not be offered

  • All tables at that time are already booked.
  • The party size exceeds your maximum party size limit.
  • The requested time falls outside your operating hours.
  • The requested date has a date-specific closure or holiday closure.

⚠️ Important: Availability is calculated based on your current table configuration. If you add new tables or change your layout, publish the updates to the AI so it has accurate inventory.

💡 Tip: If customers are frequently being told no availability exists when you expect there to be slots, check your operating hours and table configuration. A common cause is hours not matching what you expect, or tables not properly configured for walk-in vs phone bookings.