Three control points that keep allergy information from falling through the cracks
A practical look at the three places allergy and preference information is most easily lost between booking and table - and how restaurants can ensure the same message reaches booking, kitchen and server without detours.
First control point: when the guest books themselves
Allergy information is best captured where the guest has full oversight of their own needs, which is usually at the moment of booking. When a restaurant uses a booking link that guests can use without creating an account, a clearly labelled free-text field for allergies and special requirements becomes a natural part of the booking rather than something that must be requested later.
The problem rarely lies in the collection itself, but in the field being poorly placed or easy to overlook. A field that is visible within the booking form, accompanied by a short explanatory text about what the restaurant wants to know, produces more precise and consistent answers than a general comment field used for everything from table preferences to birthdays.
Second control point: from dashboard to kitchen
The information collected through the booking link must then reach the kitchen before service begins, and the dashboard is where this happens in practice. A dashboard that shows bookings, guests and the table map together allows the kitchen to see allergy information linked to each table during preparation, rather than receiving it verbally in the middle of a hectic service.
For this handover to work well, the restaurant should clarify when allergy information is reviewed before service, and whether this happens as a fixed run-through with the whole team. It should also be decided who is responsible for flagging uncertainties to the head chef or chef in charge, so the information isn't just read but actually acted upon.
Third control point: handover to the server at the table
Even when the kitchen has the correct information, the server needs to know which table it applies to. Here, a reference photo linked to the table can make a concrete difference, as staff can quickly match the right table to the right booking during service, without having to search the system or ask colleagues in the middle of a busy period.
The routine should also include a brief verbal confirmation at the table, where the server mentions what has been noted without turning it into a lengthy review. This gives the guest the opportunity to confirm or correct the information, while also confirming for staff that what is recorded in the system actually matches what the guest believed they had reported.
When the information changes close to the visit
Allergy information is not always static - guests call or write in changes right before their visit, and such updates need to follow the same path as the original information. The restaurant should clarify how quickly such changes are registered in the dashboard, and who is responsible for ensuring they are clearly flagged before service, so they don't get lost among other notes.
A solution with an interface in Norwegian, Swedish, Danish and English makes it easier to ensure that both guest and staff understand the information in the same way, regardless of which language is used in communication. For restaurants wanting to set up this flow from the start, TableBooking offers a free onboarding as described on the pricing page.
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