Handover Between Shifts: A Consistent Structure for Bookings, Table Status and Issues
A concrete look at how a restaurant can build a consistent handover structure covering upcoming bookings, table status, groups, issues and named responsibility - so that no details get lost between two shifts.
Why the handover often falls short
Handovers between shifts often happen verbally, in a rush, while the next shift has already started its preparations. Details such as a guest in a wheelchair, a reserved seat for a birthday group, or an order changed at the last minute are easily lost when the information is only shared on the floor between two people who are both fully focused on other tasks.
When the handover fails, the next shift starts the evening without an overview of what is actually happening in the restaurant. The server doesn't know which table is waiting for an extra chair, the kitchen isn't told about an allergy that was clarified earlier, and the guest notices that the information hasn't carried over - even though it was given correctly the first time.
Bookings and table status in a fixed format
A consistent structure should start with upcoming bookings for the rest of the evening, sorted by time. Each line should show the number of guests, any table preferences, and whether anything has been clarified in advance - such as a high chair, a tour of the venue, or a guest arriving somewhat earlier than agreed. The format should be the same every day, so no one has to guess where the information is.
Table status should be shown separately, ideally linked to the table map the restaurant already uses. In TableBooking, each table can have a reference image, so the next shift can see which table is meant without having to go and look for it. The status should distinguish between free, cleared, reserved and occupied, making it easy to see where there's room for the next guest.
Groups and issues that require follow-up
Group bookings deserve their own place in the handover, since they often require more than one table and closer coordination with the kitchen. Note the confirmed number of guests, whether a pre-ordered menu has been agreed, who the group's contact person is, and whether anything is still unclear. That way the next shift knows exactly what remains before the group arrives, instead of having to figure it out again.
Issues should be gathered in a short list, not scattered across loose notes. This could be a guest who complained about waiting time, a table that was set incorrectly, an order that reached the kitchen late, or a group that showed up with more people than agreed. A short sentence per issue is enough - the point is that nothing is forgotten before the evening is over.
Who follows up on what - clear responsibility
Without named responsibility, many issues are left unresolved, because everyone assumes someone else is handling it. Set a fixed rule: booking-related issues are followed up by whoever manages the table plan, while issues related to food or drink go to the kitchen or bar manager. Write the name next to the point, not just the task, so it's clear who should answer if something hasn't been done.
End the handover with a brief confirmation from both parties - not just that the list has been read, but that the responsibility has been understood. Use the same template every day, so the structure becomes a habit rather than an extra task. The restaurant can decide for itself whether the template needs adjusting over time, but the goal is that responsibility for bookings, table status, groups and issues is always clear, regardless of who is on shift.
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