VIP Reservations

Core Feature

Interactive floor map with real-time availability →

No more back-and-forth texts with a host asking "what's available?" Guests see a live, color-coded floor map that updates in real time via WebSocket. They pick their table, see the minimum, and lock it down. Concurrent reservation attempts for the same table are resolved via optimistic locking — double-booking is architecturally impossible.

Color-coded table status

Every table on the map is color-coded by status — available, reserved, held, or blocked. The floor map loads in under 2 seconds with real-time availability for 50+ tables. Staff see a different view than guests, with spend progress and host assignments layered on top.

Table tiers and room zones

Tables are organized by tier — dance floor, main room, mezzanine, patio, cabana. Each tier has its own base minimum, and the map visually groups zones so guests understand what they're booking. Coordinates stored per table (x, y) power precise floor map rendering.

Sub-second sync across all clients

When a table gets reserved, every open floor map — guest widget, host app, manager dashboard — reflects the change within one second. No polling, no refresh buttons. WebSocket pub/sub ensures everyone sees the same truth at the same moment.

Reservation-to-table assignment map

Before doors open, the Ops Manager pulls up the assignment map and sees every confirmed reservation pinned to its table. Host name, party size, minimum spend, deposit status, and any guest notes — all visible in one glance. That's the pre-shift briefing, done.

Waitlist management

When the floor is sold out, guests join a live waitlist. The system tracks position, notifies guests automatically when a table opens, and gives them a configurable window to confirm. No-shows and cancellations trigger waitlist releases in real time.

Group booking support

Large parties that need multiple tables book them as a linked group. Split deposits across tables, combined minimums, adjacent table assignment on the floor map. The system treats it as one party, not four separate reservations.

Revenue Engine

Dynamic pricing and deposit collection →

Table minimums are not static numbers on a spreadsheet. The pricing engine adjusts automatically based on day of week, event type, table tier, and demand signals. High-demand Saturday with a headliner? Minimums go up. Tuesday industry night? They flex down. Deposits are collected at the moment of booking via Stripe — configurable as a flat fee or percentage of the minimum.

Rule-based pricing engine

Define pricing rules by day of week, event type, table tier, and effective date ranges. A multiplier system lets you stack rules — New Year's Eve on a Saturday on a premium dance floor table applies all three multipliers. Rules are versioned, auditable, and configurable per venue.

Stripe deposit collection

Secure deposit capture at the moment of booking through Stripe. Payment method stored for seamless same-night settlement. PCI compliance handled entirely by the Stripe integration — phosphorOS never touches raw card numbers. Processing success rate targets 99.5%+.

Cancellation policy engine

Configurable cancellation windows with tiered refund rules. Full refund 48 hours out, 50% at 24 hours, no refund day-of — or whatever your venue's policy dictates. Refunds process automatically within the policy window without manual intervention. No-show penalties enforced automatically.

Deposit and revenue forecasting

The Finance Lead sees all collected deposits and pending reservation revenue in one dashboard. Tonight's guaranteed minimums, this week's pipeline, next month's projections — all calculated from confirmed reservations and their associated pricing rules.

Who Gets Credit

VIP host attribution and guest profiles →

Every reservation is tied to the host who sourced it. That attribution is immutable once set and visible in the commission dashboard within 5 seconds. Hosts create reservations on behalf of clients, and the system credits them automatically. Meanwhile, every first-time guest gets a profile the instant they book — no manual data entry, no CRM lag.

Immutable host attribution

When a host books a table — whether through the app, on behalf of a client, or via their personal booking link — that host is permanently linked to the reservation. Commission pre-calculation starts immediately. No disputes about who brought the guest. The data is the data.

Commission pre-calculation

The moment a reservation is created, the Commission Engine receives a ReservationCreated event and pre-calculates the expected commission based on the table's minimum spend and the host's commission structure. Hosts see their running total update in real time on their personal dashboard.

Guest profile auto-creation

First reservation creates a guest record in the CRM automatically — name, email, phone, preferences, visit history. Every subsequent visit enriches the profile. Lifetime spend, preferred host, tags, and notes build over time. The guest never fills out a form twice.

Channel attribution

Every reservation records its source channel — website widget, Instagram link, host app, walk-in conversion. The Marketing Lead sees which channels drive the most reservations and can allocate spend to the highest-converting sources. No more guessing where your guests come from.

Admin override with audit logging

Managers can manually create, modify, comp, or cancel any reservation. Every override is logged immutably with the actor, timestamp, IP address, and payload diff. Full accountability, full flexibility.

Automated confirmation workflow

Instant confirmation fires via SMS and email with a calendar invite attached (iCal, Google Calendar, Apple Calendar deep links). Configurable reminder sequences at 24 hours, 4 hours, and 1 hour before the reservation. Guests never wonder if their booking went through.

Built For Every Role

How each persona uses VIP Reservations

The reservation system serves every person it touches — from the guest who just wants a table to the Finance Lead forecasting tonight's guaranteed revenue.

The Guest

Reserve a VIP table online with a specific date, table preference, and party size — guaranteed great night without calling anyone. Modify or cancel with clear cancellation policy visibility. Join the waitlist when it's sold out. Done in 60 seconds on a phone.

The VIP Host

Create reservations on behalf of clients with automatic attribution. Commissions tracked from the moment of booking. Personal booking links for sharing with VIP clients. Running commission total visible in real time on the host dashboard.

The GM

See all reservations for tonight — status, host, minimum spend — in one view. Know exactly what to expect before doors open. Compare reservation volume week-over-week and make staffing decisions based on actual demand.

The Ops Manager

View the reservation-to-table assignment map before doors open and brief the floor team with confidence. See party sizes, VIP notes, host assignments, and special requests — all in the pre-shift view.

The Finance Lead

See all collected deposits and pending reservation revenue. Forecast tonight's guaranteed minimums. Reconcile deposits against actual spend after close. Every dollar is tracked from booking through settlement.

The Marketing Lead

Track which channels — website, Instagram, referral links — drive the most reservations. Attribution data flows directly into the marketing dashboard. Allocate spend to what actually converts, not what feels right.

Connected Platform

Integration points

VIP Reservations doesn't exist in a vacuum. Every booking triggers a cascade of events across the platform — floor map updates, commission calculations, guest profiles, notifications, and revenue forecasting. Single source of truth, zero re-entry.

Stripe

Deposit collection, refund processing, and payment method storage. PCI compliance handled entirely by Stripe. Configurable deposit amounts per table tier with automatic refund policy enforcement.

Floor Map Module

Real-time availability sync and table assignment. A reservation created here instantly updates the floor map across every screen in the venue. Table coordinates, capacity, and status are shared bidirectionally.

Commission Engine

Host attribution triggers commission pre-calculation the moment a reservation is created. The ReservationCreated event fires through the event bus, and the Commission Engine computes expected payout within seconds.

Guest CRM

Auto-creates guest profiles on first booking and enriches them on every subsequent visit. Contact info, preferences, visit history, lifetime spend, and preferred host — all built automatically from reservation data.

Notification Service

SMS via Twilio, email via SendGrid, and push notifications power the confirmation and reminder workflow. Calendar invites attach automatically. Reminder sequences are fully configurable per venue.

Analytics

Reservation volume, conversion rates, average party size, channel attribution, and revenue forecasting all flow into the analytics warehouse. The data powers dashboards across every persona in the platform.

Under the Hood

Core data entities

Five core entities power the reservation system. Every record is tenant-scoped with row-level security, every write is audit-logged, and every state change fires an event through the platform's event bus.

Reservation

The central record: guest, host, event, table, party size, minimum spend, deposit amount, status, source channel, and timestamps. Status flows from pending through confirmed, seated, completed, cancelled, or no-show.

Table

Venue, room, name, tier, capacity, base minimum spend, and floor map coordinates (x, y). Each table knows its position on the map, its pricing tier, and its current real-time status.

Guest

Name, email, phone, tags, visit count, lifetime spend, preferred host, and notes. Created automatically on first reservation. Shared across all Guest Experience modules for a unified profile.

Pricing Rule

Venue, day of week, event type, table tier, multiplier, and effective date range. Rules stack — multiple conditions can apply to the same table on the same night, and the engine resolves the final minimum spend.

Deposit Transaction