What's new in ResoFlow 2.2

Every booking rule in one place, special dates with rules of their own and Try a booking to see why a time is offered — plus reports for your accountant, bookings up to a year ahead, a smarter door, sharper Wallet passes and a new look for every email.

ResoFlow 2.1 gave you table rules, reviews and one app on your phone. 2.2 gathers every booking rule into one place, then turns to the other end of the day: the figures, the paperwork and the door. Your booking settings now answer one question per page, your money is laid out the way an accountant wants it, your booking window can stretch to a year with the dates that matter opening early, the Scanner copes with a group that arrives in dribs and drabs, and every email ResoFlow sends has been rewritten and restyled. Your settings are untouched — anything new stays off until you switch it on. Here is everything a venue can see, area by area.

Your booking rules, in one place

Everything about how you take bookings now lives in one Bookings area in Settings, and each page answers one question: How people book, When people can book, How many at once, How long a booking lasts, Tables and seating, Special dates, During service, Waitlist, Walk-ins and Customers — and every payment a booking can take is on one page, What guests pay. Wherever a rule covers more than one way of booking, online bookings, your team, walk-ins and the waitlist sit side by side — the last booking before you close, or how long a booking lasts, is one row with a line for each.

Booking rules at a glance puts every rule you have on one page, in everyday words, each linked to where it's set. Wherever two rules meet, the page says which one wins — "A special date's hours beat seasonal hours, which beat your weekly hours." — and if two of your settings pull against each other, it says so at the top with a one-click fix. Each page shows what your plan includes first; rules from a higher plan wait under More options with a padlock, and anything you've switched on is always in view.

Special dates is where Christmas Day, a bank holiday or a busy night gets rules of its own. Add the date once — one day or a run of days, or pick a bank holiday from the list — and change only what's different about it: its hours, or closed; its online booking times, or set sittings (12:00 and 14:30, nothing in between); when it opens for booking, down to the minute ("1 November at 10:00"); how long bookings last; how many at once; the party sizes that can book online; a deposit or full payment; pre-orders; which rooms take online bookings; whether bookings wait for your approval; and a note customers see when they pick the date. Everything else stays Same as normal, and the page shows you what normal is. Day-and-time rules do the same for certain times of every week — Friday and Saturday dinner at 18:00 and 20:30, or parties of two or more at dinner. A special date's own hours still set that day's online booking times, so a lunch-only Christmas Day takes lunch bookings online whatever your usual evening hours say, and a day you've marked closed stays closed on every plan.

Christmas Day on the Special dates page: its own hours, two sittings, a deposit and open for booking now — everything else the same as normal.

Wondering why a guest couldn't book 7:15? Open Try a booking, at the top of Booking rules at a glance, and pick a date, a time and a party size — booked online or by your team. It tells you whether the booking would go through, which rules apply and why, and the times your booking page is offering right now.

Try a booking: Christmas Day at 13:00 for four is not offered online — only the 12:00 and 14:30 sittings are.

The same rules now hold wherever a booking is made or changed: your booking page, a guest changing their own booking, your waitlist's join page and every screen your team uses. When your team books past one of your limits — a closed day, short notice, a full room — the form names the rule and lets them go ahead with Book anyway; the rules that must hold, like your opening hours, hold everywhere. Bookings waiting in Unassigned are counted online, so every table is only ever sold once, and a date you've blocked for online bookings closes your public waitlist too.

A warning doesn't have to stay a warning. Beside each limit your team is only warned about — a day you're closed, your break, a blocked date, short notice, a date further ahead than online, the smallest party online and the guests limit — an Also stop your team switch holds them to it as well. Every one is off until you turn it on.

There are new rules for the bookings that arrive online too, each off until you switch it on:

And when a guest asks to change a booking that needs your approval, Decline change now keeps their original booking — nothing cancelled, no money moved.

You can keep room for the people who don't book online, too. Smallest party online stops a table being booked online for one. Keep a table for bigger parties or walk-ins saves your six-seater for six, or holds a table back for walk-ins until a few hours before the booking time. A whole room — the terrace, the private room — can be switched off for online bookings, and on Pro, of which online at most keeps part of your capacity for your team and walk-ins: "40 guests every 15 minutes, of which at most 30 online". Your team can still seat anyone anywhere. And every booking length now takes any value in 5-minute steps — 95 minutes, 1 hour 50.

What guests pay brings the money onto one page: a deposit, the full price, a card to hold for a no-show fee, and money for dishes chosen while booking. It opens with the order a payment is decided in — only one is ever taken — then What a booking pays: pick a date, a time and a party size and it tells you, live, what that booking would pay and why. Deposits and full payments can now be per person or per booking, the no-show fee per booking or per guest, and the card to hold can apply only on the days and times you choose, or on a special date with its own fee. One Cancellations and refunds section covers every payment, and a special date can have a refund cut-off of its own.

What guests pay: the order a payment is decided in, and what a Christmas Day table for four would pay.

During service gathers everything that happens once a booking is under way: when a customer counts as late, how long you hold their table (the late alert shows until when), no-shows — marked for you or by hand, with everything a no-show sets off listed in one place — and freeing finished tables. Managers can open it as well as owners and admins. Regular bookings keep every visit's allergy and dietary notes and never land on a day you're closed, and visit counts — Auto-VIP included — count only visits that have happened. The old "Visit counting" setting is now called Average party size, which is all it ever decided.

Nothing you've set has changed: every rule is on its new page with the value it had, and old links and bookmarks open the right place.

Reports for your accountant

The Reports page: Money, Bookings and Emailed reports, with this month's sales by channel.

There is a new Reports page in the sidebar, under Money, beside Payments and Analytics. Along the top it groups your figures into Money, Bookings and Emailed reports. Money holds Sales, Payments and fees, Refunds, VAT, Tips, Money held and Monthly pack; Bookings holds Bookings and covers and No-shows and cancellations.

Every report works the same way. Pick a period — this week, this month, last month, last quarter, this year or your own dates — and you get the figures, a CSV download, Print / save as PDF and Email this, which sends that report for those dates as a PDF to whoever needs it. Moving between reports is instant, and the time the figures were read sits beside Refresh.

Sales shows one row for every way you take money — deposits and prepayments, no-show fees, extras and pre-orders, event tickets, gift cards sold, payment links, and orders at the table, for collection and for delivery — with the payments, the money in, the refunds and the net. Only the ways you actually use appear, and tips sit on their own line, because a tip is not a sale. Tips shows them day by day with the total to share out. Money held is what customers have already paid you for things still to come: deposits on future bookings, tickets for future events and the balance left on live gift cards. VAT gives you sales and the VAT inside them at each rate, ready for your return.

One rule runs through all of it: a refund counts in the month it happened. Refund someone in October for a meal in September and September's figures stay exactly as they were. A finished month stays finished.

The monthly pack

The monthly pack: a summary to read and every transaction in a spreadsheet, for each month.

On the 1st of each month ResoFlow makes a pack for the month that has just ended and keeps it for seven years: a Summary PDF to read, a Transactions spreadsheet with one row for every payment and refund, and a VAT summary by rate. The spreadsheets are plain numbers with no £ signs, ready for your accountant to add up or import. No customer names, emails or phone numbers appear anywhere in a pack. Send this to someone emails a secure link to a new accountant or a business partner in one go, and the Monthly pack email can send every new pack to your accountant automatically.

The money reports and the monthly pack come with the Plus plan and above — and with Gift cards, Tickets or Order & Pay on any plan. Emailing the pack automatically is on Pro and above.

Reports that come to you

The Emailed reports tab is now one list of everything ResoFlow can email you: the weekly summary, the scheduled PDF report, the monthly pack email, the gift card and loyalty summaries, and a new Daily takings email — each morning, everything customers paid you the day before, across every way you take money, not only orders. Set Send reports to once at the top; each row has Send now and See an example, so you know what you'll get before you switch it on. The scheduled PDF report has been rebuilt too: headline figures against the period before, your busiest days and services, and the money on its own page.

What taking the money cost

Stripe fees, ResoFlow fees and what you kept, for the dates you pick.

The Payments page now shows what taking your money cost, not just what came in. For any dates you pick, three boxes show the Stripe fees, the ResoFlow fees and what You kept. Payments and fees in Reports goes month by month, with the fee that was actually taken on each payment — so if we've agreed different rates with you, they're already in the figures, with the dates they applied. A fee Stripe hasn't reported yet is left blank and says so. It is never guessed.

Book further ahead — and open special dates early

Paid plans can now take bookings up to a year ahead (365 days) when you raise Maximum advance booking in Settings → Bookings → When people can book; the Free plan stays at 30 days.

Most venues don't want a whole year open. So keep your everyday window short and open the dates that matter early. On Special dates, give Christmas Day, New Year's Eve or a festival weekend — one date or a run of dates — its own When it opens for booking: straight away, or from a day and a time you choose.

Guests can pick that date in the booking calendar long before your normal window reaches it, and your booking page can say so in your own words: switch on Show a "Now booking" line on your booking page on When people can book, and write the line yourself or let it name the date. Your venue page and website show it too, linking straight to the booking page with the date already chosen. It works on every plan, within your plan's booking window.

Your booking page announcing "Now booking: Christmas Day".

A smarter door for your events

Finding a guest at the door, and a group of four let in two at a time.

The Scanner now handles the door as it really is.

Lost the ticket? Type a name, an email address or a phone number under Find a guest — the email is partly hidden on screen — tap the right person and check them in.

A group on one QR code no longer has to arrive together. Let two of four in and the ticket reads "2 of 4 in". When the other two arrive, scanning the code again asks "2 of 4 in — admit the others?" and waits for a tap, so nobody is let in by accident.

See who's still to come. Still to arrive lists everyone not yet in (tap to admit), and "In: 38 of 60" sits at the top. Any check-in can be undone, not just the last, and each guest's own check-in time is kept. The event's Attendees tab has the same search and check-in, and shows "2 of 4 in" with names instead of "Pending".

Group tickets now say how many people they admit — "This QR admits 4 people" — on the ticket page, in the email and on the Wallet pass. A group's pass stays live in the guest's Wallet until everyone is in. Where each guest has their own QR code, each pass is marked used only when that guest is in.

Wallet passes, sharper

A loyalty card in Wallet, offering itself as the member walks up to your door.

Show the card near your venue now works on Google Wallet as well as Apple Wallet: as a member walks up to your door, their loyalty card can appear on the lock screen. Event tickets carry your venue's location on both wallets too, and go quiet once they've been used, so nobody gets a pointless prompt on the way home.

Gift card passes now lead with the balance, and the previews in your dashboard match what guests actually see in their Wallet.

If a guest loses a gift card or its code gets out, Replace card moves the whole balance onto a new code in one step. The old card's pass greys out and says it has been replaced, and the new card is emailed to the guest.

A new look for every email

Every email ResoFlow sends has been rewritten and restyled: shorter, clearer, one obvious button where one is needed, and readable in light and dark mode, with images off and as plain text.

The emails your guests receive — confirmations, reminders, tickets, gift cards — are a clean letter in your own branding and colours. The ones we send you wear the ResoFlow frame, so it's always clear who an email is from. Settings → Email templates shows a preview beside the words you edit, so you can see exactly where your Subject line, Button label and Closing note will appear.

Account credit, your choice

If you hold account credit, you now decide when it's used. Every purchase shows the split before you pay — how much comes from your credit and how much goes on your card — with Use my account credit ticked by default and yours to untick. Plan renewals use your credit automatically while Use my account credit for plan renewals is on, and you can switch that off on the Billing page.

Credit lasts 12 months from the day it was added, and we email you 30 days before any of it expires. Receipts name both parts of a payment — the credit and the card — and the Billing page lists every credit, what it paid for and when it expires.

Back to where you were

Open a booking, a payment, an order or a gift card from any list — Payments, a report, a customer's history — and it opens in a window over the page, with the key facts and the main actions. Close it, or use ← Back to Payments (or wherever you came from), and you're exactly where you were: the same dates, the same filters, the same place on the page. When you want everything, Open the full booking (or order, or gift card) takes you to its own page.

Documents that look like yours

Everything ResoFlow makes for you to print or send — the monthly pack, the scheduled PDF report, the Payments print, the day sheet, gift card statements, loyalty history, a customer's visit history and the staff PIN sheet — now shares one clean layout: your logo, your venue's name and the period at the top, one table style, and page numbers at the foot. Print / save as PDF on any report gives you the same.

Getting set up is quicker

New venues can send us their menu, logo and floor plan through one link, and we set up the rest. Photos straight from an iPhone now work in both importers — take a picture of your menu for Import your menu, or of your room for Import from a picture in the floor-plan builder.

And the small things

Dates read the same way everywhere — "23 Sep", never "23 Sept" — on every screen and in every email. Rows of tabs and filters that don't fit the screen now have arrows, so you can reach every one with a mouse as well as a finger. Times in receipts and alerts are shown in UK time. The daily takings example adds up. Wallet links in the plain-text versions of our emails are short enough to read.

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Questions about any of this? Ask Rezo from your dashboard, or email [email protected].