The decision this workflow supports
A guest may prefer outdoor seating without realizing that the restaurant must confirm the arrangement for a particular service. Keep the preference separate from the basic table request and avoid guaranteeing conditions the assistant cannot assess.
Put the review process in place
Ask whether the guest would consider another seating area. Record that flexibility together with the requested date and party size. Staff confirm the available arrangement; the assistant should not infer outdoor availability from website photographs or a seasonal description.
Worked example for your team
A fictional guest requests outdoor seating and says an indoor table would also be acceptable. The summary should retain the preference and the alternative. Staff can then discuss the arrangement they can actually offer. Repeat the scenario with a guest who wants outdoor seating only; that constraint should remain visible. The assistant must not tell either caller that the patio is available simply because it appears on the website. A good preference field helps staff continue the conversation without having to rediscover whether another area would work.
Sample wording to approve
“I can note your outdoor-seating preference for the team. Would another area be acceptable if staff cannot offer that arrangement? They will confirm the seating details with you.” This wording is a draft for the restaurant owner to approve before use.
Fields for the staff handoff
Staff need seating preference, alternative-area flexibility, date, party size, and staff reviewer. Mark uncertain details explicitly and keep the requested action separate from anything restaurant staff have already confirmed.
Acceptance tests before use
The seating area remains a preference. An old patio photo does not establish availability. The guest’s willingness to consider alternatives is preserved. Record the observed result, assign any mismatch, and repeat the affected scenario after correction.
Further reading
Catering inquiry value calculator ↗
Try Ava with your business’s public information ↗