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      Self-Edit Feature

      In this article, we will show you the self-edit function, which allows your guests to easily edit their reservation themselves.

      The feature is currently in the beta phase and is expected to be released for all customers in April 2025.

      Guests calling because their plans have changed? The new self-edit function saves you and your team valuable time. Guests can edit their reservation directly via a link in the confirmation or reminder email - without you having to do anything. You decide in which shifts and until when changes are possible.

      Brief summary:

      Self-Edit allows guests to change their reservation themselves (date, time, number of people, comments, answers to questions).
      Activation:

      1. Activate in the shift settings.

      2. In the email templates, insert the edit link via merge tag {{ReservationSelfEditLink}} .

      Inhalt

      1. 1. What does this feature do and what benefits does it offer?
      2. Configuration
        1. Activation in Shift Settings
        2. Customizing Email Templates

      3. When is Self-Edit not available?

      4. Known technical limitations (v1)

        1. alenoPay (No Show & SellItems)

        2. Automatic Table Assignements

      5. Frequently Asked Questions (FAQ)

       

      1. What does this feature do and what benefits does it offer?

      With the Self-Edit feature, guests can easily modify their reservations with just a click on a link in their email. They can adjust the following details:

      • Reservation date
      • Time
      • Number of guests
      • Comments
      • Responses to specific shift questions

      Benefits for your restaurant:

      • Guests no longer need to call or send messages to make changes, saving both time and effort.
      • Changes are automatically updated in the system and are immediately visible.
      • This feature is only available when you enable it, giving you complete control over its use.

      2. Configuration

      To enable guests to self-edit their reservations, the following steps must be taken:

      2a. Activation in Shift Settings

      You can decide for each shift, if

      • the self-edit feature should be active
      • what the deadline for changes by guests should be (for example only up to 2hours before the reservation time)

      In the default templates, the edit link is integrated using a if condition. This means that the edit link will only appear in the email if the Self-Edit feature is activated for the specific shift.

      1. Navigate to Settings > Shifts and select the appropriate shift.

      2. Scroll down to the section labeled "Allow guests to edit reservations" and enable the feature.

      3. Optionally, set a time limit (in hours) for when guests can modify their reservations. For example, you might allow changes only up to 2 hours before the reservation time.

       

      If you want the self-edit link to be available for guests at all times, you must enable it individually for each shift.

       

      2b. Customizing Email Templates

      To provide guests with easy access to the Self-Edit feature, you need to customize your email templates accordingly. The new merge tag {{ReservationSelfEditLink}}  directs guests to the Self-Edit widget.

      • This merge tag is already included by default in the standard templates for confirmation and reminder emails. If you wish to revert to the standard template at any time, you can do so.
      • The edit link will only be displayed in the email if the Self-Edit feature is activated for the specific shift (if-condition applies).
      • You are free to phrase the email text as you like, for example: “Want to change your reservation? No problem – just click here.”

      To add the edit link to your customized template, follow these steps:

      1. Navigate to Settings > Email > Templates.

      2. Click on the confirmation or reminder email template to open the email editor.

      3. Insert your custom wording or use the following example text:

      {{#if ReservationSelfEditLink}} Would you like to make changes to your reservation? Just use this link: Edit Reservation {{/if}}{% endraw %

      4. Highlight the text "Edit Reservation" or your custom text and add a hyperlink via the plus icon.

      5. Insert the merge tag {% raw %} {{ReservationSelfEditLink}}  as the destination link.

      6. Save the template and make any necessary adjustments in other languages.


       

      3. When is Self-Edit not available?

      The Self-Edit feature is subject to certain conditions to ensure the stability and reliability of your reservation management:

      Guests will not be able to edit their reservations under the following circumstances:

      • If the reservation date is in the past.
      • If the Self-Edit deadline has passed (for example, you can configure it to allow changes only up to 4 hours before the reservation time).
      • If changing the number of guests converts a single reservation into a group reservation (this is dependent on your shift settings).
      • If there is no availability (table/capacity/timeslot) for the new selection.

      Important to note:

      • When using Self-Edit, guests will only see the currently configured version of the shift questions, meaning they will only be presented with questions relevant to their selected shift.
      • Availability is checked in real-time—changes can only be saved if a table is available.
      • Additionally, this feature only applies to individual reservations and not to series or group bookings.

       

       

      4. Known technical limitations (v1)

      The first version of the feature does not currently support all aleno functions. The following points are planned for a later version:

      4a. alenoPay (No Show & Sell Items)

      • Self-edit is currently not supported for shifts with an activated payment function (e.g. alenoPay No Show or alenoPay Sell Items).
      • More specific:
        • Editing a reservation from shift with alenoPay active → not permitted
        • Moving a reservation to a shift with alenoPay active → allowed, but payment data is not requested
      • Recommendation: Only use self-edit in shifts without a alenoPay

      4b. Automatic table assignment:

      • If a guest changes the number of people via Self-Edit, the original table allocation is retained.
      • However, the system checks whether the new number of people is possible at the existing table - only then is the change permitted.
      • The system does not automatically reallocate the table.

      5. FAQ


      Is the change documented in the system?
      Yes, you can see every change directly in the reservation, including the time stamp.

      Do guests receive a confirmation after the change?
      Yes, an updated confirmation is sent after each successful change.

      Can guests also change their contact details?
      No, this is currently not possible.

      Is the function also available for group or series bookings?
      No, the first version only supports individual bookings.

      Can I exclude certain shifts from self-editing?
      Yes, you can use the shift settings to specify exactly when self-editing is permitted.

      What happens if there is no more capacity?
      Then the guest cannot change the reservation. The system automatically checks availability in the background. The guest is informed that this change is not possible and that, if in doubt, they should contact the restaurant directly.