Why online restaurant booking systems are growing in Australia

Two woman eating at a busy cafe using an online restaurant booking system

Running a restaurant in Australia is demanding enough without the constant interruption of booking calls. Whether you’re prepping for a busy dinner service, managing staff rosters, or handling supplier deliveries, stopping to answer the phone disrupts your entire workflow. This is where an online restaurant booking system transforms how you manage your venue.

But what exactly is an online restaurant booking system?

At its core, it’s a digital platform that lets your customers make, modify, or cancel their bookings directly. Think of it as your round-the-clock digital host that never calls in sick or needs a break. It handles everything from managing tables to tracking customer preferences, all while you focus on running your restaurant.

The concept is straightforward: diners visit your website, choose their preferred time and date, select the number of guests, and secure their booking – all without picking up the phone. Behind the scenes, your booking system automatically checks table availability, organises seating arrangements, and sends confirmation emails to both you and your guests.

For modern Australian venues, whether a busy CBD restaurant or a local cafรฉ, these systems have become as essential as your POS system or kitchen equipment. They’re not just about convenience – they’re about running a smarter, more efficient business that meets your customers’ growing expectations for digital service.

NowBookIt recently published some restaurant booking statistics which revealed that globally, 59% of diners prefer to book a restaurant online.

In this guide, we’ll cut through the marketing hype and show you exactly what you need to know about choosing and implementing an online restaurant booking system. From must-have features to integration tips, we’ll help you make an informed decision that saves you time and helps grow your business.

Why your restaurant needs an online restaurant booking system

Gone are the days when managing bookings meant juggling a paper diary and spending hours on the phone. For Australian venues, an online restaurant booking system isn’t just a nice-to-have – it’s becoming essential for staying competitive and efficient. Here’s why making the switch matters for your business:

Streamline your operations

Picture this: It’s 5:30 PM on a Friday, your venue is filling up, and the phone won’t stop ringing with booking requests. Your staff are torn between serving customers and answering calls. With an online restaurant booking system, your customers can book their own tables while your team focuses on providing great service to the guests already in your venue.

Reduce no-shows and last-minute cancellations

No-shows are a costly headache for Australian restaurants, but online booking systems help tackle this challenge head-on. Through automated SMS reminders, deposit collection features, and detailed booking policies, you can significantly reduce the number of empty tables on your busy nights.

Accept Bookings 24/7

Your customers aren’t just booking during business hours – they’re making plans late at night, early in the morning, and on weekends. An online restaurant booking system works around the clock, capturing bookings while you sleep and ensuring you never miss an opportunity to fill your tables.

Better resource planning

Knowing exactly how many guests to expect helps you roster staff effectively and prepare for service. Your booking system provides clear visibility of upcoming bookings, special requests, and peak periods, helping you manage everything from staff levels to food ordering.

Valuable customer insights

Every booking captures useful data about your customers – their preferences, booking patterns, and dining history. This information helps you:

  • Personalise your service
  • Plan targeted marketing campaigns
  • Identify your busiest periods
  • Understand booking trends

Meet modern customer expectations

Today’s diners expect convenience. They want to book a table with the same ease as ordering a ride-share or shopping online. If your competitors offer online booking while you’re still asking customers to call, you’re likely missing out on business, particularly from younger demographics.

Build your marketing database

Each online booking adds to your customer database, creating opportunities for targeted marketing. Whether it’s promoting special events, sharing menu updates, or offering deals during quiet periods, you’re building a direct line to your customers.

The reality is that an online restaurant booking system does more than just take bookings – it’s a tool for running a more organised, profitable venue. In the next section, we’ll look at the key features you should consider when choosing a system for your restaurant.

Key features to look for in an online restaurant booking system

When comparing booking systems for your venue, it’s easy to get overwhelmed by the range of features on offer. Let’s focus on what really matters for Australian restaurants and break down the must-have features that will make a genuine difference to your operations.

User-friendly booking interface

This should be one of the primary considerations. A clunky, outdated system could cause problems instead of solve them. Your customers should be able to make a booking in under a minute. Look for:

  • A clean, simple booking flow
  • Clear availability display
  • Mobile-friendly design
  • Option to modify or cancel bookings easily
  • Easy sign up process

Smart table management

The heart of any online restaurant booking system is its ability to manage your floor plan efficiently. Essential features include:

  • Digital floor plans you can easily update
  • Automated table combining for larger groups
  • Turn time management
  • Customisable booking rules for different service periods
  • Real-time availability updates

Customer database management

Building relationships with your regulars is crucial for Australian venues. Your system should track:

  • Booking history
  • Dining preferences and allergies
  • Special dates (birthdays, anniversaries)
  • No-show history
  • Spend patterns and visit frequency

Communication tools

Keeping in touch with your guests shouldn’t be a hassle. Look for:

  • Automated booking confirmations
  • SMS and email reminders
  • Customisable messaging templates
  • Two-way communication options
  • Integration with your marketing tools

Deposit and prepayment options

Protect your business from no-shows with:

  • Flexible deposit settings
  • Credit card holding capabilities
  • Integration with payment platforms
  • Customisable cancellation policies
  • Automatic refund processing

Reporting and analytics

Understanding your business helps you make better decisions. Key reports should cover:

  • Booking patterns and peak times
  • Table utilisation rates
  • Customer demographics
  • Revenue per booking
  • No-show and cancellation rates

Integration capabilities

Your online restaurant booking system shouldn’t exist in isolation. Consider how it works with:

  • Your website
  • POS system
  • Accounting software
  • Marketing platforms
  • Review sites

Popular online booking systems in Australia

Choosing the right online restaurant booking system for your venue is a crucial decision that impacts both your operations and customer experience. While there are many platforms available globally, let’s focus on the systems that are well-established in the Australian market and understand our unique hospitality landscape.

Each of these platforms has been proven in Australian restaurants. We’ll look at their standout features, integration capabilities, and how they might suit different types of operations. Rather than just listing features, we’ll explore real benefits for your business and help you understand which system might be the best fit for your needs.

OpenTable

As one of the longest-running online restaurant booking systems, OpenTable has established a significant presence in Australia’s major cities. The platform combines reservation management with extensive marketing features through its global diner network.

For Australian venues, OpenTable offers comprehensive table management, analytics, and customer relationship tools. It’s particularly popular with restaurants in high-tourist areas due to its international reach and integration with travel platforms. The system includes features like real-time table management, detailed reporting, and multi-language support, making it suitable for both small venues and larger restaurant groups.

Check out OpenTable here

SevenRooms

SevenRooms takes a different approach to online restaurant booking by focusing heavily on customer relationship management and marketing automation. The platform has gained significant traction in Australia, particularly with higher-end venues and restaurant groups like Merivale and Australian Venue Co.

What makes this system stand out is its focus on gathering and using customer data to enhance the dining experience. Rather than just handling bookings, it automatically builds detailed guest profiles, tracking preferences, visit history, and spending patterns. For Australian restaurants focused on building regular clientele, these features help deliver more personalised service and targeted marketing

The platform integrates with over 100 other hospitality systems, making it a good fit for venues that want to centralise their customer data and operations. While it might be more than some smaller venues need, it’s particularly valuable for restaurants looking to build stronger relationships with their regulars and create more personalised dining experiences.

Check out SevenRooms here

NowBookIt

As a homegrown Australian online restaurant booking system, Now Book It has built a strong presence with over 11,000 venues across Australia and New Zealand. The platform stands out for its local focus and understanding of the Australian hospitality market.

The system combines straightforward booking functionality with features designed specifically for local venues, from neighbourhood cafรฉs to wineries. Its integration capabilities with local point of sale systems and marketing platforms make it particularly appealing for Australian businesses looking for a seamless operational fit.

One of Now Book It’s key strengths is its local support, with Australian-based customer service – a significant advantage for venues dealing with time-sensitive booking issues. The platform has gained particular traction with venues transitioning from other booking systems, citing its user-friendly interface and smooth migration process.

Check out NowBookIt here

Quandoo

Quandoo has established itself as a growing presence in the Australian restaurant booking landscape, particularly appealing to venues looking to expand their online visibility. The platform operates across 11 countries, bringing an international perspective to local restaurant bookings.

A standout feature of Quandoo’s offering is its direct integration with Google Maps, allowing diners to book directly through Google without additional fees. For Australian restaurants, particularly those in competitive dining precincts, this integration can help capture spontaneous bookings from people searching for nearby venues.

The platform offers a tiered pricing structure that suits different types of operations, from small venues just starting with online bookings to established restaurants handling high booking volumes. Its success with Australian restaurant groups like Okami demonstrates its ability to handle both single-venue and multi-location operations.

Check out Quandoo here

ResDiary

ResDiary offers a commission-free approach to online restaurant booking, which has helped it gain significant adoption across Australia. The platform emphasises cost-effective booking management, particularly for venues looking to avoid per-booking fees from their own marketing channels.

The system includes comprehensive table management tools and integrates with over 70 different hospitality systems, making it adaptable to various venue setups. For Australian restaurants, the platform’s ability to take bookings through multiple channels – including Google, social media, and the venue’s own website – without commission charges is a significant drawcard.

With local support in the APAC region, ResDiary has built its reputation on helping venues reduce no-shows and optimise their operations. The platform offers flexible packages suitable for different venue sizes, from small cafรฉs to large restaurant groups requiring more complex functionality.

Check out ResDiary here

Obee

With its Australian roots, Obee takes a straightforward approach to online restaurant booking by focusing on core functionality and local market needs. The platform has gained particular traction with established Australian venues, from neighbourhood cafรฉs to well-known restaurants.

The system emphasises practical features like waitlist management and automated guest communications. Its integration with local media platform Broadsheet provides an additional booking channel that’s particularly valuable for Australian venues. The platform offers customisable booking widgets that maintain a venue’s branding throughout the customer journey.

Where Obee stands out is its simplified pricing structure with flat monthly fees, making it appealing for venues wanting predictable costs. The system scales from basic booking management to more complex requirements, with features like PDF ticketing and custom reporting available for larger operations.

Check out Obee here

Bookya

As a newer Australian-developed online restaurant booking system, Bookya focuses on providing local venues with complete control over their booking and customer data. The platform emphasises a no-commission approach to bookings, specifically targeting restaurants looking to own their customer relationships.

The system combines core booking functionality with additional revenue streams like gift cards and event ticketing. Its table optimiser uses AI to help venues maximise seating capacity, while the included mobile apps allow staff to manage bookings on the go.

For Australian venues concerned about customer data ownership and booking fees, Bookya offers an alternative to the commission-based models. The platform’s local development means it’s built with an understanding of Australian restaurant operations and support needs.

Check out Bookya here

How to integrate your booking system with your website

Once you’ve chosen an online restaurant booking system, the next step is integrating it with your website. Most platforms offer several integration options, ranging from simple buttons to fully embedded booking widgets.

Button integration

The simplest approach is adding a booking button to your website that links to your venue’s booking page. This works well if you want a quick setup, but it does take customers away from your website to complete their booking.

Widget integration

A more seamless option is embedding the booking widget directly into your website. This allows customers to complete their booking without leaving your site. Most systems provide customisable widgets that can match your website’s design, creating a consistent brand experience.

WordPress integration

If your website runs on WordPress, most booking systems offer dedicated plugins for easy integration. These plugins often provide additional features like menu displays and special event promotions alongside the booking functionality.

Technical considerations

  • Ensure your widget is mobile-responsive
  • Check loading speeds aren’t affected
  • Test the booking process across different devices
  • Consider placement – make it prominent and easy to find
  • Maintain consistent branding

Getting the most out of your booking system

Having a great online restaurant booking system is just the start – the real value comes from using it effectively. Here are the key ways to maximise your investment and improve your operations:

Train your team thoroughly

Your staff need to be comfortable using the system to its full potential. Ensure everyone understands:

  • Basic booking management
  • Table assignment and modifications
  • Customer database features
  • Handling special requests
  • Troubleshooting common issues

Use the data to make better decisions

Most systems provide valuable insights about your business:

  • Monitor peak booking times to optimise staffing
  • Track booking patterns to adjust service periods
  • Identify your most valuable customers
  • Understand cancellation patterns
  • Review table utilisation rates

Implement a solid no-show strategy

Reduce the impact of no-shows by:

  • Setting up automatic booking reminders
  • Taking deposits for larger groups
  • Using waitlists effectively
  • Following up with repeat no-shows
  • Tracking no-show patterns

Build your customer database

Make the most of your customer information:

  • Collect dietary requirements and preferences
  • Note special occasions
  • Track visit history
  • Record favourite tables or special requests
  • Use tags to segment your customers

Optimise your online presence

Ensure you’re maximising your visibility:

  • Update your Google Business profile
  • Link your booking system across all platforms
  • Maintain consistent opening hours
  • Showcase your menu and photos
  • Respond to reviews promptly

Wrapping it up

An online restaurant booking system is a powerful tool for modern restaurants, but it’s only one piece of the puzzle. To truly maximise its effectiveness, it needs to be integrated into a well-designed, high-performing restaurant website. After all, even the best booking system won’t help if customers can’t find your restaurant online or struggle to navigate your website.

Your website serves as the foundation for your online presence, and your booking system should enhance, not detract from, the overall user experience. For some more information on what makes a great restaurant website, see our article here which walks you through the essential elements that work alongside your booking system to create a seamless customer journey.

Remember, success in the digital space comes from having all your tools working together effectively – from your website and booking system to your social media presence and customer communication. Take the time to choose and implement the right solutions for your venue, and you’ll be well-positioned to provide the convenient, professional experience that today’s diners expect.

Need help with building a great restaurant website or integrating your booking system? Book a free consultation to discuss how we can help.

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