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Reservation Check-in

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Find Out Which Reservations Actually Showed Up

Your booking platform tells you who reserved a table. It never tells you who sat at it. CaptiFi matches your reservations against the guests who join your WiFi, so every booking resolves to attended or no-show on its own, and your review requests only ever reach people who really came in. Included on the Growth plan and above.

restaurant no-show tracking
reservation attendance
OpenTable export
review requests for diners

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Every 15 min

bookings matched against WiFi sign-ins

-30 min to +3 hr

the attendance window

7 days

lookback for late imports

30 days

of attendance stats per venue

What is Reservation Check-in?

Reservation Check-in tells you which bookings actually walked through the door. Import your OpenTable export or add bookings by hand and CaptiFi matches them against WiFi sign-ins at that venue every 15 minutes: a booking whose email or phone appears is marked attended, one that never appears resolves to no-show once its window passes, and review requests only reach guests who came in. For restaurants that take reservations. Growth plan and above.

The problem

Covers booked and covers served are different numbers, and most venues only have the first one. Your booking system closes the night with every reservation still marked as booked, so no-show rates are guesswork, and automated review requests go out to people who cancelled at the door.

What CaptiFi does about it

Import your OpenTable export or add bookings by hand, and CaptiFi compares them against WiFi sign-ins at that venue every 15 minutes. A booking whose email or phone number appears on your WiFi is marked attended; one that never appears resolves to no-show once its window passes. You can override any row by hand, and the check-in source column always shows how the result was reached.

What is in the box

01
Automatic attendance from WiFi sign-ins, checked every 15 minutes with no staff involvement
02
A guest counts as attended from 30 minutes before the booking to 3 hours after it, so late arrivals still match
03
Import an OpenTable CSV straight in, or any spreadsheet with a date and a name, email or phone column
04
Re-importing an updated export never duplicates a booking: rows match on confirmation number and update in place
05
Booked, attended and no-show counts plus your attendance rate for the last 30 days, per venue
06
Ask only real diners for reviews: review requests can be held back unless the guest matched an attended booking

Screenshots

See it in your dashboard

CaptiFi Reservations page showing booked, attended, no-show counts and a 75 percent attendance rate, above a table of bookings with their source, status and how each check-in was decided — Booked, attended and no-shows for the last 30 days, and how each check-in was decided.

Attendance you did not have to record

The four cards show the bookings still awaiting check-in and, for the last 30 days, how many attended, how many did not turn up and the attendance rate. Every row below shows where the booking came from and its status, and each attended row says whether the check-in came from WiFi presence, the booking platform or a member of staff.

OpenTable and manual bookings side by side
The check-in column names its source

What is reservation check-in?

Reservation check-in matches the bookings you took against the guests who joined your WiFi. You import your OpenTable export, upload another spreadsheet or add bookings by hand, and every 15 minutes CaptiFi compares those bookings with WiFi sign-ins at the same venue. A match marks the booking attended; a booking with contact details and no match resolves to no-show. It is included on the Growth plan and above.

How is a guest matched to a booking?

On the email address or the phone number, at the same venue, inside a window that opens 30 minutes before the booking and closes 3 hours after it. Phone numbers are converted to international format on import so they line up with the numbers your WiFi collects. Nothing is matched across venues.

Do I need to import on the day?

No. Late imports are matched against WiFi connections up to 7 days back before anything is called a no-show, so a Friday export uploaded on Monday still produces the right attendance for the weekend.

How it works

How to track reservation attendance with CaptiFi

Switch Reservations on

In the dashboard, open Integrations and switch on Reservations under Dashboard features. Reservations appears in your sidebar. It is included on the Growth plan and above.

Bring your bookings in

Export your reservation list from OpenTable as a CSV, open Reservations, click Import CSV, choose the venue and upload the file. Any other spreadsheet works too: choose Other spreadsheet as the source. You can also add a booking by hand with Add reservation.

Let the matcher run

Every 15 minutes CaptiFi compares booked reservations against WiFi sign-ins at the venue. A booking whose email or phone number connects between 30 minutes before and 3 hours after its time is marked attended; one with contact details and no matching connection resolves to no-show once the window has passed.

Correct anything by hand

Bookings with only a name and no contact details are never resolved automatically. Use Mark attended or Mark no-show on the row. The check-in source column shows whether each result came from WiFi presence, the booking platform or a person.

Use attendance in your marketing

Read your attendance rate on the Reservations page, turn on Only ask guests with an attended reservation in your Google Reviews settings, and trigger SMS follow-ups from the reservation attended event.

The rules

How attendance is decided

Matcher runs

Every 15 min

Attendance appears through the service rather than at the end of the night.

Attendance window

-30 min to +3 hr

Early arrivals and long dinners both still match their booking.

Late import lookback

7 days

Upload yesterday or last week and the matcher still checks the right evening.

Attendance stats

Last 30 days

Booked, attended and no-show counts plus your attendance rate, per venue.

Duplicate imports

Upserted

OpenTable rows match on their confirmation number and update in place, never duplicate.

Matched on

Email or phone

Either identifier is enough. Name-only bookings are left for you to resolve by hand.

What it is for

Attendance is worth more than a booking

Only ask real diners for a review

Your Google Reviews settings can hold a review request back unless the guest matched an attended booking. A no-show is never invited to review a meal they did not eat, which is the kind of request that earns a one-star answer.

Follow up after a confirmed visit

SMS automations can fire from the reservation attended trigger, so a thank-you or an offer goes out to people who actually came in. Guests still need SMS consent, and SMS marketing is its own feature.

Know your real no-show rate

Booked, attended and no-show counts with an attendance rate over the last 30 days, per venue. A number you can act on when you are deciding whether to take deposits or overbook a Saturday.

Join the booking to the guest

The person who booked the table becomes a guest in your database with a visit behind them, so your marketing stops treating a regular as a stranger because they booked through a platform.

FAQs

Reservation check-in questions answered

How does CaptiFi know whether a reservation showed up?

Every 15 minutes it compares your booked reservations against WiFi sign-ins at that venue. If someone with the booking's email address or phone number connects between 30 minutes before the booking and 3 hours after it, the reservation is marked attended. A booking with contact details and no matching connection resolves to no-show once that window has passed.

Which booking systems can I import from?

OpenTable CSV exports are understood directly, including the confirmation number, guest name, email, phone, party size, time and status. Any other spreadsheet works too, as long as it has a date and time column and at least one of name, email or phone. You can also add a booking by hand.

Will re-importing an export create duplicate bookings?

No. OpenTable rows are matched on their confirmation number and updated in place, so re-importing an updated export is safe. Statuses carry over as well: a booking already marked seated or done arrives as attended, and cancellations arrive as cancelled.

What about a booking with only a name?

It is never resolved automatically, because there is no email or phone number to match against a WiFi sign-in. Those rows wait for you to use Mark attended or Mark no-show. Every row shows its check-in source, so you can always tell what was decided by WiFi presence, by the booking platform and by a person.

Can I import yesterday's bookings today?

Yes. Late imports are matched against WiFi connections up to 7 days back before anything is marked as a no-show, so importing at the end of the week still produces the right attendance.

How does this stop no-shows being asked for a review?

Your Google Reviews settings have an option to only ask guests with an attended reservation. With it on, a review request is held back unless that guest matched an attended booking, so nobody is invited to review a meal they never had. SMS automations can also fire from the reservation attended trigger.

Which plan includes reservation check-in?

Growth and above. Switch it on under Dashboard features on the Integrations page and Reservations appears in your sidebar. Turning it off later hides the page and keeps your data.

Included in your plan

No-show tracking is included on Growth; your booking diary stays

Reservation check-in is on Growth and above and works from the OpenTable export or spreadsheet you already produce. It is not a booking system and does not replace one, so there is nothing new to pay per cover.

Reservation Check-in is included from Growth at £89/month or £69/month billed annually

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What Our Customers Say

CaptiFi completely changed my business. Before, every guest was a one-time booki...

CaptiFi completely changed my business. Before, every guest was a one-time booking. Now I have a direct line to thousands of people who've stayed in the plane. I can offer them return deals, send updates about new features, and keep them engaged. My repeat booking rate went from almost zero to 35%. It's been incredible.

Johnny Palmer

Owner, PytchAir Boeing 727 Airbnb

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