How AI Table Booking Makes Restaurants More Efficient
AI, Booking, Restaurant,
For busy restaurants, every missed call can mean a lost reservation, which means lost revenue.
The problem is that staff are often too busy to answer the phone, especially during peak hours. And when calls go unanswered, potential diners look elsewhere.
But now, you can use AI table booking to answer the phone and take reservations, even when your staff is busy, or during off-hours.
We’ll explain how AI table booking systems work, how they make your booking operations more efficient, and we’ll show you some real case studies of restaurants who’ve put automated reservations into action already.
How Do AI Table Booking Systems Work?
AI table booking systems automate your restaurant reservations through conversational AI.
They help you capture more bookings and do it more efficiently. This reduces manual effort, and increases customer satisfaction as every call is answered promptly.
A voice-activated system can take care of all booking-related activities, including cancellations and modifications, allowing your staff to focus on your customers.
AI table booking typically works as follows:
- Someone calls your establishment but staff isn’t available to pick up the phone.
- Usually, the call would go to voicemail, and the caller would have to wait for a call-back. They likely start looking for alternatives in case you don’t call back in time.
- Instead of going to voicemail, the AI table booking system takes the call, asks for the caller’s details and adds the reservation to your booking system.
- Additionally, AI can send reservation confirmation and reminders over SMS to reduce no-shows.
For example, at iovox, we’ve helped restaurants set up AI-powered voice systems that automatically:
- Capture booking details (date, time, party size, dietary restrictions, etc.)
- Check availability in the booking system
- Offer alternative slots if necessary.
- Send SMS confirmations
- Provide 24/7 service
This has freed up their staff’s time to focus on customers, but more importantly, increased their bookings significantly.
In fact, let’s share two of our case studies:
Case Studies: How Two Restaurants Automated Their Booking Systems
Pizza Express Increased Bookings by 42% with Automated Bookings
With over 450 restaurants across the UK and Ireland, Pizza Express needed a table booking system that was available at any time a customer called.
To make this happen, we implemented an automated table booking system that integrates with their existing LiveRes platform
The Results:
- Increased bookings across all locations
- Improved staff productivity with less time spent on the phone
- Access to valuable call data and customer insights, which allows them to tailor offers to customers among other things.
- End-to-end visibility into the customer journey—from booking to payment
AI Picks Up 27,000 Phone Bookings per Week for Mitchells & Butlers
Mitchells & Butlers needed a more cost-effective way to take phone bookings. Calls to venues during peak hours would pull staff away from diners, and routing calls to a central reservations office was expensive and didn’t provide 24/7 service.
This led to lost revenue and a poor customer experience.
iovox delivered an automated phone booking solution that integrated with their existing system.
It guides callers through a simple conversation, captures booking details, and updates all systems in real time. If the requested slot isn’t available, it suggests the nearest alternative and confirms via SMS.
The Results:
- Approximately 86,000 weekly covers booked per week
- High conversion, averaging 128 bookings per site per month
- Lower operating costs and 24/7 booking availability
- Better in-venue service with staff freed from phone duty
- Positive customer feedback
How Does AI Improve Table Booking for Restaurants?
AI table booking is far more efficient than traditional booking systems and greatly reduces the calls your staff have to pick up. (They only have to pick up if the caller specifically asks to talk to someone.)
Some other benefits include:
- AI is available 24/7: Your AI-powered booking system can capture bookings at any time of the day, including off-hours. This lets no call go unanswered.
- AI increases bookings and revenue: If your AI-powered system captures just 10 bookings per week worth around £60 on average, that adds £600 in new revenue per week. It pays for itself.
- AI reduces no-shows: When people leave voicemails, they may not feel confident that their reservation went through. Your AI system could confirm the booking and send reminders.
- AI improves customer satisfaction: Customers no longer need to wait on the phone or wait for a callback. They also get improved service from your waiting staff, as they can focus their full attention on providing the best service.
These are real results we've witnessed when we implemented AI booking systems for our clients.
But, we understand that you may still have some concerns.
Common Concerns and Challenges with AI Table Booking Systems
When we talk with our restaurant clients, they have certain concerns that tend to come up. So let us address these here.
Overbooking
Overbooking your restaurant or double-booked tables can be a nightmare for your staff and is a surefire way to anger your customers. This leads to poor reviews — the last thing a restaurant wants.
If set up properly, your AI system should check the schedule for the day of the booking, and assess the size of the group and the availability in the restaurant before accepting it.
Iovox can also set up call filters for certain situations. For example, if someone tries to book a large group of 50+ people, that may take up your entire restaurant. In these cases, the call can be routed to an appropriate staff member.
Impersonal Service
Some restaurants worry that an AI-powered booking system is too impersonal, and that some people prefer to just talk to someone.
The truth is that most people would prefer making the reservation right away than waiting on the phone for someone to pick up.
And for those customers who would rather talk to someone, you can set up an off-ramp that allows them to do so. That way, you satisfy every caller’s needs.
Privacy & Data Security
AI table booking systems often collect personal data such as names, phone numbers, email addresses, and even special requests like dietary restrictions — all of which must be handled with care.
The main privacy concerns include how this data is stored, who has access to it, and whether it’s shared with third parties without proper consent.
Your AI booking tool has to comply with regulations like GDPR or CCPA, or you may face legal penalties and damage your restaurant’s reputation.
Implementation
Implementing an AI system into your existing workflow always comes with a hassle in terms of set up and training.
The way to minimize pain when transitioning to an AI powered system is to integrate it with your existing booking system, rather than replace it. This minimizes transition efforts and costs.
iovox takes this a step further as we help you implement the system as part of our onboarding, so you don’t have to set things up yourself. We customize everything to your specific needs.
Scalability
Systems that work for a small restaurant may not work for big restaurant chains. You may worry that the system isn’t equipped to handle as many calls as you get across venues.
Our system is set up to handle restaurant chains of any scale, whether you own a few restaurants or have establishments all over the country. In fact, most of our experience comes from working with restaurant chains.
But how about the costs?
Cost Comparison of AI vs. Traditional Table Booking
Traditional table booking methods may seem low-cost, but they come with hidden expenses, especially when you consider lost revenue.
AI-powered booking systems can offset their cost with the increase in bookings they typically provide, but it depends on which platform you choose.
Here’s how the options compare:
Traditional booking
- Staff needed to answer phones
- Revenue lost when calls are missed during off-hours or peak times
- Risk lost reservations, which means lost revenue
- More no-shows as callers don’t receive prompt confirmations
Typical AI booking platforms
- May require complex integrations or custom developer work
- Per-booking or per-user fees can add up quickly
- Pricing structures may not scale well with multi-location setups
- Some systems bundle AI with mandatory use of their full tech stack
- Systems may require separate vendors for call analytics, tracking and AI.
How iovox compares:
- Transparent flat-rate pricing
- Integrates with existing systems with minimal implementation effort
- ROI after just 1-2 bookings monthly
- No costly infrastructure or hardware required
- Offers a single, integrated platform for call analytics, tracking and AI booking
- Offer attribution insights, so you can see exactly which marketing channels are paying off
Seems like an easy choice, right?
Well, let us help you make it even easier.
How to Choose the Right AI Table Booking Software
When choosing an AI table booking system, you want to ensure it fits your specific needs.
So below we’ll cover a few factors you may want to consider:
Ease of Implementation
Your AI booking system should be easy to set up, and ideally have a guided installation that’s easy to implement. Your team shouldn’t need extensive training to use it.
The smoother the onboarding, the faster you’ll see results. That’s why iovox takes care of all set-up for you, so you can reap the benefits swiftly,
Customization & Flexibility
You should be able to control your call flows, booking rules, or voice prompts. The system should also let you handle special scenarios, like overflow routing, or handling large groups.
For example, the iovox system can handle many customisations, such as offering alternative venues or time-slots if the restaurant is at capacity. Or, it could route large bookings to voicemail for follow-up.
Pricing Transparency
Look for a tool with flat pricing, rather than usage-based pricing, as the latter can drive up costs.
You don’t want a system that charges per booking as this can drive up costs considerably. You may end up hounding your staff to pick up as many calls as they can, in order to cut costs. This defeats the purpose, and takes them away from your customers again.
Secure and Compliant
Your system will handle personal information, so it should be compliant with privacy laws like GDPR and CCPA.
Iovox is a Tier-1 telecom provider, built with enterprise-grade security and full compliance.
Scalability
If you have multiple locations, look for a system that can provide multi-location assistance.
If you plan to open locations in the future, you also want a system that scales with your operations.
iovox already supports major restaurant chains across the UK.
Proven Track Record
Look for systems that have clear case studies and testimonials from other restaurants. You don’t want to opt for a system that’s been untested in real scenarios.
Brands like Pizza Express and Mitchells & Butlers trust iovox for this reason.
Integration with Your Existing Systems
If your system works with your current reservation or POS system, it will be less expensive and less of a hassle to get your staff on board.
Your system should integrate with your existing set-up to pull real-time availability and sync bookings across platforms.
Replacing your existing tools creates unnecessary disruption. With a system like iovox, you can enhance your current workflow, rather than replace it.
How iovox Integrates AI with Your Existing Table Booking System
As mentioned, the smoothest transition to an AI table booking system is through an integration with your existing system.
This method greatly reduces the time and effort needed to set everything (including your staff) up for operations.
For example, with iovox automated table booking:
- You can be up and running in as little as 1–2 weeks.
- iovox handles the setup for you as part of the onboarding.
- You don’t need new hardware or a custom integration.
Whether you’re using ResDiary, OpenTable, LiveRes, or another reservation platform, we can integrate iovox AI with your existing system.
Then, once we’re all set up, here’s how it works:
- When a customer calls your restaurant, iovox’s AI answers the phone, just like a team member would. It asks the right questions, checks your real-time availability, and only confirms the booking if a table is actually free.
- From there, the booking is automatically entered into your existing system. No manual entry, no double bookings, no missed calls.
FAQs about AI Table Booking Systems
How do AI Booking Systems Compare with Traditional Systems?
AI table booking systems are more efficient than traditional systems and can capture more bookings.
They can:
- Handle multiple calls at once
- Operate 24/7
- Automate tasks like sending confirmation messages and reminders
- Reduce manual effort by your staff
On top of this, our AI booking systems have reduced no-shows and improved customer satisfaction when compared to their traditional systems.
How Does AI Handle Table Booking for Large Groups?
AI handles table bookings for large groups by following predefined logic that checks availability, capacity limits, and special requirements in real time. When a caller requests a table for a larger party (e.g., 10+ guests).
The AI system typically checks the booking platform to see if enough space is available at the requested time. It may also apply custom rules, such as limiting large group bookings during peak hours or requiring manager approval.
iovox allows you to set specific logic for large groups, ensuring they’re handled appropriately without overbooking or disrupting operational flows.
In some cases, you may like the AI to route the request to a staff member or manager for manual handling, or send them to leave a voicemail for followup.
Can AI Table Booking Systems Prevent No-Shows?
AI table booking systems can’t completely prevent no-shows, but they can reduce them significantly.
The AI keeps your customers more accountable through automated confirmations and reminders. You could even set things up so they can more easily cancel the reservation through SMS, so that the system opens the table up again for a new booking.
The Future of AI in Restaurant Table Booking
AI is already transforming how restaurants manage reservations, but this is just the beginning. In the future, we may expect AI systems to not only take bookings but also help optimize staffing, predict busy periods, and personalize guest experiences based on past visits or preferences.
Combining AI technology with reservation systems leads to more bookings, fewer missed opportunities, and happier customers. And in the meantime, you will lighten the load on your staff so they take better care of your guests.
Ready to see what AI can do for your restaurant? Contact iovox to see how we may help.
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