Steps to Upgrading to TablePro 2.0 – CellarPass

Upgrading to TablePro 2.0 is a simple process, but requires some pre-upgrade planning and a few post upgrade tasked to be completed by your team once the upgrade has been applied to make sure everything is running smoothly.

When re-designing TablePro 2.0, we paid close attention to ensuring the existing interface was not modified, allowing your team members to adapt to the new version without retraining. We also designed the migration tasks to be simple and 85% of it can be completed ahead of the actual upgrade.

REVIEW TABLEPRO 2.0 OVERVIEW
TablePro 2.0 is a complete shift when it comes to inventory management, making your floor plans the epicenter of guest management. We recommend you review the TablePro 2.0 Overview article before proceeding answers many common questions as well as covers many of the high-level changes with regards to how the system will soft-assign reservations to tables and table conflict management.
SUBMIT SUPPORT TICKET
We complete upgrades to TablePro 2.0 on Tuesdays and Wednesdays only. This is to ensure that you have plenty of time to get the post upgrade tasks completed and become familiar with some of the new feature sets. When you are ready to schedule your upgrade, please submit a support ticket so that our team can determine a date for your upgrade.
PRE-UPGRADE TASKS
Now that you’ve got your proposed upgrade date, be sure that you complete all the tasks outlined in this section:
1. Floor Plans
  In TablePro 1.x, we mapped Locations to your Reservation events. In 2.0, we map Floor Plans directly to Reservation events. There is no longer a need to create a Location in order to create a Floor Plan. You will find the Floor Plan Manager in Settings, which is in the left-hand main menu.
  
  Be sure to review all of your floor plans as you’ll notice that you have new options at a per-table object level:
  1. Table Status- You can update each table object to be “Offline”, “Online” and “Walk-In”.
    1. If you would like reservations to be automatically soft-assigned to a table object, be sure that the table status is set to Online.
    2. If you would like to remove a table from inventory, change the table status to Offline.
    3. If you want to hold back inventory to walk-ins, set the table object status to “Walk-In”.
  2. Soft Assignment Order- Unique to CellarPass, you can actually determine the order in which your tables are soft-assigned. So ask yourself if you want the tables in the back filled in first, or the tables along the windows, or every other table. This is all managed in the list of table objects displayed below your floor plan details view in Settings, Floor Plan manager. You can drag a table object “row” up and down to set the order. Place the table object you want assigned first at the top and the last one to be assigned towards the bottom.
  3. Review each of your table objects and update as necessary. If you need to understand your total capacity of a floor plan, this will be displayed while you are editing a specific floor plan. The capacity is displayed directly below and to the right of your floor plan view in Settings, Floor Plan Manager. This is calculated by the sum total of all seats of table objects, including any anchor objects that have a table status of Walk-In or Online. Since you can override the maximum seats of a table object, changing the maximum value on a table object to less than the standard number of covers will also reduce the seating capacity of a floor plan.
  4. Note that you can hard-assign a table that has a table status of Walk-In or Online, but tables that are set to Offline, are not available to any type of reservation or walk-in guest.
2. Download CellarPass TablePro 2.0 from the Apple App Store
  1. Grab a charged iPad and confirm it is running at least iOS 11 or later. This would be a good time to upgrade to the latest operating system before installing CellarPass TablePro 2.0.
  2. Once downloaded, go ahead and start the app. Be aware that you cannot actually use the app until your CellarPass account has been upgraded to use TablePro 2.0. The purpose of this task is to make sure the app is running and is compatible with your iPad.
  3. Once we notify you via your support ticket that your account has been upgraded, you’ll be able to run the app successfully.
POST-UPGRADE TASKS
Once we have notified you that your account has been upgraded, there’s some tasks you will need to complete in short order so that your new reservations are working properly.
1. Launch TablePro 2.0 App
  In the pre-upgrade tasks, we recommended you download TablePro 2.0 to your iPad. Since we’ll be pushing minor updates every week, we recommend that you have TablePro 2.0 set to auto-update on your iPad, that way you know you are always using the latest app.
  
  Now tha you have the TablePro 2.0 app, go ahead and launch it on your iPad. Just as you did with TablePro 1.x, you can either enter your credentials manually, or use the QR code method. This information is the same as you had entered before upgrading. If you need a refresher, read this article on logging into the TablePro app.
2. Review Floor Plan Mapping
  When we migrated your account, we manually mapped each of your Reservation events to the Floor Plan (Location) that was set prior to the upgrade. We recommend reviewing this to make sure this is set properly. If you need to make any adjustments, this would be a good time to do so before more reservations are entered into the system.
3. Review Possible Overbookings
  Since TablePro 2.0 uses your floor plans to automatically soft-assign reservations to table objects, we’ve run code on your reservations to automatically soft-assign all of your reservations to tables based on the floor plans mapped to your Reservation events. You’ll want to review this information for the upcoming dates, then work your way out to further out into the future dates. We use a new report that is available to TablePro 2.0 users that will help you identify cases of overbookings.
  
  This is caused when you manually overbooked yourself compared to the number of table objects and seats available. This report is available in Reports, Reservations, Table Assignments.
4. Are You Assigning Servers?
  If you are assigning servers to table objects at the beginning of your day, there’s nothing different here. The existing steps to adding Servers and assigning them on a daily basis has not changed.
5. Scheduling Training
  Whether you are a newbie to TablePro 2.0 or you’ve been using TablePro for years, we’ve got you covered when it comes to feeling comfortable with the app. And what’s great is that you can schedule training right online.
DAY-TO-DAY CHANGES
What you will notice most about TablePro is that it runs faster, but it also helps you identify possible table conflicts, whether those are back-to-back conflicts or overlapping assignments which can only be done by your team members. Note that TablePro’s soft assignment system will never soft-assign a party that would create an overlapping conflict.
To provide as many tools as possible to avoid overlapping conflicts or tight turns, we’ve provided 3 different views to identify these, shown in order in which you will most likely interact with them the most.
1. Floor Plan Conflict Alert
  In TablePro 1.x, we showed a red bar when a party was going into “overtime”. This has since been updated in TablePro 2.0. The app now shows this bar as orange if the guest is going into overtime, but there is no tight turn on the tables that will cause your host to rush the party off the table. A red status bar is shown if the turnover is back to back, meaning when the current party is expected to end, another party has been assigned to the same table(s).
2. Confirmed Party List Conflict Alert
  The left-hand list of Confirmed reservations will show a warning symbol directly to the left of the party size should this party has been assigned to a table that has either a tight turnover or an overlapping table assignment conflict.
3. Table Object Conflict Alert
  When in the floor plan view in TablePro, you can click on a seated party’s table object and view a horizontal timeline of that table’s assignments for the day. This helps you understand how tight the turnovers are for this specific table object. Below the timeline, will show a list of the upcoming reservations for that table object.
  
  As you will notice, the ap[ will automatically highlight the current reservation in the timeline as green, with other confirmed reservations highlighted in red.
CONSIDER ENABLING TEXT MESSAGING
Text (or SMS) messaging has become a widely-populate alternative method to communicate with your guests ahead of their arrival, during their visit and after they’ve departed.

TablePro 2.0 has a new SMS Communication channel that allows you to communicate from your iPad to the guest’s mobile device. This could be anything from sending a simple message of “your table is ready” to “did you forget something?” message, providing an excellent guest experience from the moment they arrive, to days later. These are all custom messages that you can select from a pre-set list to sending a custom message on the fly. Since you are already on TablePro, we recommend enabling this service as it’s not enabled by default.

If you would like to add this service, please submit a support ticket so that we can provision a dedicated SMS number to your account.
CONSIDER ENABLING TEXT MESSAGING
Text (or SMS) messaging has become a widely-populate alternative method to communicate with your guests ahead of their arrival, during their visit and after they’ve departed.