Everything you need to know about tools and tech for restaurants

Restaurants have historically been known to run on a patchwork of paper systems involving notebooks, back-of-the-napkin calculations, information owners and managers kept in their heads, hunches, and habits. Today, digital tools can streamline almost every aspect of running a restaurant business. They are high-tech, user-friendly, and mobile so you don’t have to be physically in the restaurant to stay on top of the business. 

Here’s an overview of popular tech tools to consider integrating to improve efficiency and make life a little easier.

Streamline the front of house

Keeping front-of-house activities humming like a well-oiled machine is important for every restaurant. These tech-powered tools can make everyone’s job a little bit easier. 

Online reservation system

Make the pen-powered reservation book a thing of the past by moving the reservation-making process online. A system like OpenTable takes reservations day and night, running the book even when you’re away from the restaurant. Better yet, it can  send email and text confirmations without restaurant staff ever picking up the phone. Not only does this  save money on labor by having fewer hosts on staff, but it allows employees to stay focused on providing exceptional hospitality for guests—not dealing with phone calls during busy shifts. 

Restaurant floor plan creator

Designing an optimal restaurant floor plan is more complex than it may seem. The  room should be created with a warm, appealing vibe for guests while also carving  out space for all the logistical details that a restaurant needs. The layout must let servers quickly navigate the space and accommodate the maximum number of covers in various configurations during a service.

Today, there’s no need for math skills and graph paper to do this job right. There are digital tools that can help you create a customized floor plan and even preview it in 3D before moving all that furniture around.

Pre-shift reporting

A successful service starts before the restaurant opens its doors. Use pre-shift reporting and digest emails, filled with important information about guests and reservations for the upcoming shift to prepare for the night or afternoon ahead. Front-of-house employees can review notes and details for every table, including any special events that are happening or guest requests. With OpenTable Pro, restaurant operators can access even richer data about guests, plus a graphic overview of the shift ahead.

Table management software

Get more out of your dining room by incorporating the right software. Doing this digitally can make the night flow more seamlessly whether it’s filled with reservations or walk-ins. OpenTable helps create customized floor plans  and helps to sort flexible table inventory to serve more guests during any given shift. Take advantage of the software’s assignment recommendations to maximize seats. Systems today know when to  assign a party of 2 to a two-top instead of a four-top, ensuring the table will be available when a larger group comes along. It takes some of the guesswork out of things for hosts.

Digital waitlist

Technology in the restaurant industry makes wait times less frustrating for guests. A digital waitlist keeps them up to date with real-time info about where they are in line, giving them a more accurate sense of how long they’ll be waiting. It also sets them free to roam the neighborhood until their table is ready. This also has the advantage of removing crowds from the restaurant entrance and waiting area. 

Online ordering and payment

Guests are choosing restaurants that require the fewest interactions with people, according to QSR magazine. It may sound jarring at first, but many aspects of online ordering and payment allow hospitality professionals to have fewer but better interactions with guests. Digital ordering is a simple way to allow each server on your team to get more done in less time.

Digital systems can streamline work, freeing up employees to tackle tasks other than taking orders over the phone. OpenTable allows restaurants to easily set up takeout, a welcome feature for people who can’t get a reservation right now or just want to have a quiet night at home with their favorite dishes. People also appreciate being able to place an order and pay for delivery online.

QR codes

QR codes are here to stay. They provide many time-saving benefits to your staff. Guests can scan a square to check out the menu, which can buy a server more time in the middle of a busy shift. Use OpenTable to create as many QR codes as : for the  wine list, the day’s specials, as well as special diet menus, like gluten-free or vegan.

Run a smooth back of house

All of the tools used by the front of house impact what’s happening in the kitchen. After all, how reservations are taken and the way the dining room is seated can make all the difference in the cooks’ night. Similarly, when the kitchen is in its groove, it creates a positive ripple effect throughout the restaurant. Here are some tools to consider to help keep the back of the house out of the weeds and the whole restaurant working in harmony.

POS system

Modern POS systems can relieve many common back-of-the-house pain points. POS systems can also help improve accounting with digital records for sales and revenue, price per head, and average check amount.

Consider a cloud-based touchscreen POS system, which runs on handheld computers with built-in printers. This means simpler, speedier payment for guests. It eliminates the need for servers to run back to the station to print a check when the guest requests it, helping tables turn faster. 

OpenTable can be integrated with many leading POS systems. When the restaurants’ reservation system and POS system work together, it can lead to insights that help you understand guests, speed up operations, and keep closer track of revenue. Another benefit to integration is automatic table statusing, which lets the host know the status of every table without having to leave the host stand. This helps turn tables faster and seat guests more quickly from the waitlist.

Event management systems

In a restaurant that offers catering services, private parties, and events, it can get complicated to organize those special projects. A digital event management system can keep the restaurant  on track and remove the need to  use multiple tools like calendars, spreadsheets, and endless emails. They often provide utilities for selling tickets, getting the word out on social media, and checking guests in upon arrival. 

Manage your team and costs

A restaurant owner can wear a lot of hats, including those of human resources manager and accountant. Today, there’s a range of apps and software available to help with those important parts of your job.

Staff scheduler

Handling employee work schedules doesn’t have to be a headache for managers or employees. For a restaurant to run smoothly, opt for a technological solution. A digital scheduler can help you communicate clearly with employees about their shifts. These mobile-friendly tools can usually handle time off and shift swap requests, on-call lists, and other types of scheduling communications. 

Staff performance tracking

Understand and compare the performance of staff members with OpenTable’s powerful relationship management tool. Get rich data at the click of a mouse to see who the  top performers are, even if there  are  multiple restaurant locations. Check each server’s average overall rating, check average, and cover average. It includes data from OpenTable reviews to demonstrate what diners appreciate most in a server.


The current generation of payroll software takes the work out of number-crunching. They  can help ensure payroll is met on time keeping   morale high manage payroll taxes,  and help you understand attendance patterns among employees. These systems can run the gamut from inexpensive to costly, so do some research before committing to one to ensure a good fit for your business. 

Hiring tool

There’s no doubt about it: Recruitment and hiring are taking more time, resources, and energy these days. But there is help—OpenTable has partnered with Indeed and Culinary Agents to create a hiring guide packed with tips and tools to help find the talent you need.


Sure, gut feelings will always play a role when it comes to business decisions. But data and metrics are important, too. OpenTable allows a restaurant  to review and compare important stats, including seated guest activity, spend, and diner reviews. These reporting tools offer a revealing look at anonymous data points and trends across nearly 50,000 restaurants around the world. The restaurants’ key metrics can also be compared to others in the area.

Employee training software

Training new people can be both labor-intensive and time-consuming. When it’s time for employee promotions or people taking on new roles, there’s more teaching to do. That’s why online learning options and training software can be a big help. These tools also ensure consistency in training. Unlike human beings, computer software never skips a step or forgets to mention details. 

Menu engineering

How a  menu is organized can have a surprisingly large  impact on revenue. The right menu engineering can increase your profits by up to 15%, according to a report by Menu Cover Depot. Consider using a menu engineering worksheet to get the most out of the menu.

Communicate with guests

Being in touch with guests builds trust and loyalty. There are many ways to keep them informed without relying on employees to send texts and make phone calls. 

Direct messaging

Sometimes guests have questions about their reservation before their visit or maybe you want to get in touch with them. They may want to know if you can accommodate a particular diet or help them mark a special occasion. Manage these communications and more right in OpenTable with Direct Messaging. Ping guests after their meal if they left a scarf behind or provide some follow-up information about the wine they enjoyed.

Automated email campaigns

Connecting with guests via their inbox can help to  develop an ongoing relationship with them. These notes can be personalized based on what you’ve learned from their visits. For example, remind them to make reservations for upcoming birthdays and anniversaries or alert them to a special event that aligns with their interests. The details from guest profiles make it easy to tailor these messages so they are relevant—never spam.

Reputation management

For better or worse, online reviews matter. That’s why it’s important to use a reputation management tool to stay on top of guest feedback. Discover  reviews from OpenTable, Facebook, and Google all in one place and respond to them. Some guests will return to a restaurant and write a more positive review after hearing from an owner or manager directly. You can also clearly see what the team is doing right. Positive reinforcement can make your employees even better at their jobs. It may also illustrate some areas where improvement is needed. 

Changes in technology move fast, and getting the right tools in place can make a big difference to the success of a restaurant. Not every restaurant will want or need to implement every tool on this list, but it’s good to know what’s out there. Though new tools can be intimidating at first, many owners find that once they start using them, they wonder how they ever lived without them.

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