See who changed a booking and when

When a booking suddenly has a different time, a different table or a different number of guests, the first question is usually “who did that?”. Resos keeps a change history on each individual booking, so you can answer most of those questions yourself in a few seconds. This guide shows you where that history lives, exactly what it records, and where it stops.

Where to find a booking’s history

1. Go to Menu → Bookings and open the booking you want to check, from the List, Calendar, Schedule or Floor plan view.
2. Look to the right. On a wide screen the history is already open: it is the column running down the right-hand side of the Edit booking dialog, above the MESSAGE and NOTE tabs. On a phone, or in a narrow browser window, the booking splits into two tabs instead, Details and Messages, Notes, so tap Messages, Notes to bring the same column into view.
3. Scroll it. Entries are listed oldest first, so the newest change is at the bottom.

Everything about that one booking sits there: messages from the guest, private internal notes, the confirmation and reminder notifications that were sent, and the change entries themselves.

The bell icon in the top right of the dashboard is a different thing. It opens the Activity drawer, with Unread and Latest tabs, which is where guest messages and notifications collect. It shows only the most recent entries per booking, so a booking’s full history is always the panel inside the booking itself.

What the booking history records

Each change entry names the user who made it and the time it was made. The history covers:

• Booking created, with the name of the staff member who created it. Bookings made by guests on your booking page show the guest’s name instead, and bookings created through the API or an integration are marked as coming from the system.
• Number of guests, written as “changed from 4 to 6”.
• Date, time and duration.
• Tables, including when a table is locked or unlocked.
• Guest details: name, phone number and email address, including when one is added or removed.
• Custom fields, with the old and the new value.
• Payment, including a change of payment type.
• Booking source.
• Guest confirmation requested, when you ask the guest to confirm.
• Status changes, written as “Status changed to: Accepted”, with the name of the user above it. Accepting a booking, declining it, and marking it arrived, seated, left or a no-show all appear this way, so you can see who accepted a booking and who marked a guest as a no-show.
• Customer flagged, when the guest’s profile carries a flag. This one is a property of the guest rather than an action on the booking, so it shows the flag note instead of a user name.

The current status is also summarized at the very top of the same column, as a time and a status name, for example “20:59 No-show”. Hovering the timer icon next to it lists the booking’s whole run, each status with the time it started and how long it lasted. Turning on Hide booking timer at Menu → Settings & add-ons → Bookings → Managing bookings removes that icon and its list, and the current status line stays.

What the booking history does not record

Being clear about the limits saves you a lot of searching:

• No device or IP details for edits. Resos does not record the device, browser or IP address behind a change made in the dashboard, so there is nothing more to look up behind the scenes either. The only exception is the guest’s own IP address at the moment an online booking is created, which is stored purely so the spam protection filter can work and is not shown anywhere in the dashboard.
• Only the most recent changes are kept. A booking keeps its latest 50 change entries. On a booking that has been edited many times, the oldest entries drop off.
• Status changes stop being recorded once a booking is very busy. A status change is written to the same history as a message, so it counts against a separate limit of 25 entries per booking. An edit that hits its own 50-entry limit just drops the oldest entry to make room. A status change on a booking that already has 25 does not: the status still changes, but no history line is written for it. The same happens when more than five entries are added within a minute. On a booking this busy, treat the current status shown at the top of the column as correct even if the entry for the change that produced it is missing.

There is no change history for settings

The change history is a booking feature. Your restaurant settings do not have one that you can open yourself.

That means there is no screen in Resos where you can look up who turned online bookings off for a day, who edited your opening hours, who changed a notification setting, or who activated an add-on. Resos also does not send a notification when someone closes bookings for the day or closes a time interval.

What you can do instead:

• Check the Calendar and opening hours views. Closed days and special opening hours are visible there, so you can at least confirm what the current setup is and which days are closed. See how to set up default and special opening hours and how to close for online booking for the rest of the day.
• Contact support. If you believe a setting was changed without your knowledge, write to us with your account email, roughly when you noticed it and what changed. Some changes leave a record in the database that our technical team can look up, and others do not, so we cannot promise an answer for every setting. If we can trace a change, we can tell you which login was used, never which person was sitting at the screen.

Make changes traceable: one login per person

This is the part that decides whether any of the above is useful to you.

Every change is recorded against the user account that made it. If your whole team shares one login, every entry in every booking history shows that same name, and neither you nor our support team can get any closer to an individual. If each person has their own login, the booking history becomes a real answer.

You can add as many users as you need. Go to Menu → Settings & add-ons → Account → Users → Add user. The new user gets a welcome email with login instructions. If someone leaves, remove them from the same screen.

Limit what each user can do

While you are on the Users screen, click the pencil icon next to a user to edit them and set their Rights.

Each user gets a Role:

• Owner has access to everything, including managing users. An owner’s rights cannot be changed.
• Admin has access to everything, including managing users.
• Custom only has access to the features and settings you tick.

For a Custom user you then choose from these rights:

• Bookings: view, create and edit bookings.
• Refund: refund payments on bookings. It does not grant access to bookings on its own.
• Reports: booking and revenue reports.
• Customers: guest profiles and customer history.
• Apps: add and remove features, and edit all settings related to those features.
• General settings: all settings that are not listed separately here.
• Opening hours: create and edit opening hours, special days and closures.
• Tables: areas, tables and the floor plan. Included automatically with Apps.
• API credentials: API integration settings. Included automatically with Apps.

Two things are worth knowing before you rely on rights to prevent a specific action:

• Opening hours covers creating a special opening hour, which includes closing a time interval for today. Take that right away and the user cannot do it.
• Close bookings today is covered by the Bookings right, not by Opening hours. Anyone who can create and edit bookings can also switch online bookings off for a day. There is currently no way to allow booking edits while blocking that shortcut.

If you suspect someone else used your account

If you think a person outside your team has logged in, change the password immediately. Anyone can reset their own password from the password recovery page, and owners and admins can also set a new password for a user from Menu → Settings & add-ons → Account → Users → pencil icon → Change password.

Then review the user list on that same screen and remove any account that should no longer have access, including former staff and old agency or supplier logins.