Table & Session Management

Tables and sessions are the foundation of the OrderNow ordering experience. This guide covers creating tables, managing customer sessions, and using QR codes to connect diners to your digital menu.

::: note Key Concepts:

• Table: A physical seating area with a unique number and QR code
• Session: The period from when customers arrive until they leave; all orders are linked to a session
• QR Code: A scannable code that connects customer phones to a specific table :::

Accessing the Tables View

The Tables view is your central hub for managing seating and customer sessions:

1. Log into OrderNow
2. Click "Tables" in the main navigation menu
3. If assigned to multiple locations, select the desired location
4. You'll see all tables for that location with their current status

Understanding QR Codes

OrderNow uses QR codes to link customer devices to specific tables. There are two types of QR code interactions:

QR Code Type	When to Use	What Happens
Initial Setup QR	No active session at table	Customer sees welcome screen; staff gets notification to assign menu
Active Session QR	Session already started	Customer joins existing session and can order immediately

Creating Tables

Adding a New Table

1. In the Tables view, tap the "+" (plus) button
2. Enter a Table Number:
   • Can be numeric (1, 2, 3...)
   • Or alphanumeric (A1, B5, Patio-2)
   • Should match your physical table numbering
3. Click Create
4. The table appears in your list

Generating QR Codes

Each table needs a printed QR code for customers to scan:

1. Find the table in the Tables view
2. Tap the QR code icon (square with pattern) next to the table
3. A popup displays the unique QR code
4. Options:
   • Show on device: Display to customers directly
   • Print: Use your device's print function
   • Download: Save as image for professional printing

WARNING

Critical: Each QR code is unique to one table. Never photocopy QR codes for multiple tables or share codes between locations. This will cause order routing errors.

Starting a Customer Session

There are two ways to begin a customer session:

Method A: Staff-Initiated (Recommended)

You set up the session before or as customers are seated.

1. Tap the "+" button in Tables view
2. Enter the table number (creates if new, selects if existing)
3. The "Assign Menu Selection" dialog appears
4. Select Customer Types and quantities:

Customer Type	Typical Use
Adult	Standard menu pricing
Child	Kids menu, special pricing
Senior	Discounted pricing if applicable

5. Click Confirm
6. Session is now active; customers can scan and order immediately

TIP

Best Practice: This method is faster for customers since everything is ready when they scan the QR code.

Method B: Customer-Initiated

Customers scan first, then you configure the session.

1. Ensure printed QR codes are on tables
2. Customer scans QR code with their phone
3. They see a welcome screen with a waiting message
4. You receive a notification in OrderNow
5. Tap the notified table in the Tables view
6. The "Assign Menu Selection" dialog opens
7. Select Customer Types and confirm
8. Customer's screen updates automatically and they can order

::: note Use Case: Good for casual dining where customers seat themselves before staff interaction. :::

Managing Active Sessions

Viewing Session Details

Tap any active table to see:

• All orders placed during the session
• Order status and timing
• Customer count and types
• Session duration

Session Actions

Action	When to Use	How To
Extend Session	Session about to expire but customers staying	Tap table → "Extend Session"
Close Session	Customers have paid and left	Tap table → "Close Session"
View QR Code	Customer needs to re-scan or additional guests arriving	Tap QR icon next to table
Modify Customer Types	Guest count changes (e.g., child joins table)	Tap table → "Edit Session"

The Customer Experience

Understanding what customers see helps you assist them:

1. Scan QR Code: Customer opens camera and scans
2. Welcome Screen: Shows restaurant name and table number
3. Confirmation: Tap "Confirm" to proceed (enabled after menu assignment)
4. Menu Display: Full menu loads with categories
5. Ordering: Items added to cart and sent to kitchen
6. Order History: View of submitted orders

QR Code Printing Best Practices

Physical Setup

• Material: Use waterproof materials (laminated paper, acrylic, metal)
• Size: Minimum 3x3 cm (1.2 inches) for reliable scanning
• Placement: Center of table, easily visible when seated
• Height: Consider eye level when seated

Backup Plan

WARNING

Always Have a Backup: Technology can fail. Keep printed paper menus available for customers who can't or won't use the QR code system.

Troubleshooting

Issue	Solution
QR code won't scan	Clean the code surface, ensure good lighting, check for damage
Wrong table's menu opens	Verify QR codes are on correct tables; reprint if mixed up
Customer stuck on welcome screen	Check if session needs menu assignment; verify session is active
Session disappeared	Sessions expire after inactivity; create new session if needed
Can't add more customers	Edit the session to add customer types; or start new session after closing old

Staff Best Practices

• Clear old sessions: Close sessions promptly after guests leave
• Verify QR codes: Check codes are clean and undamaged during pre-shift
• Explain to customers: Briefly explain the ordering process to first-time users
• Monitor for issues: Watch for customers struggling with the technology
• Keep extras: Have spare printed QR codes available for quick replacement

TIP

Customer Service Tip: While OrderNow empowers customers to order independently, always offer assistance. Some guests prefer traditional service or need help with the technology.