Bookings
Phone enquiries arrive while the floor is busy
Booking details and special requests are captured inconsistently, creating another reconciliation task before service.
Hospitality & food | Perth
AI for restaurants, cafes & hospitality
VibeZero helps Perth restaurants, cafes, pubs and hotels coordinate bookings, rosters, stock and customer follow up across a busy week. We connect the bookings, orders and other events already flowing through the POS and booking systems your team knows.
Automation can help with preparation, routing and reminders, but your venue managers still make the staffing, food safety, purchasing and customer service calls.
- Suggested starting point
- Give booking exceptions a clear next step
- Scope to agree
- A scoped booking follow up workflow with manager escalation and message rules
- What you bring
- The booking process, permitted system access and a venue manager
- Commercial model
- Scope and price agreed before paid workHow pricing works
Where the work jams
Service is live, so the admin around it should not rely on someone catching up later
Phone bookings, roster changes, purchasing and customer follow up happen in different systems at different times. We use automation to carry each update into the next task without forcing the team into another generic dashboard.
Rosters
Availability and shift changes live in messages
Managers spend time rebuilding the current roster and checking whether a proposed change creates another issue.
Inventory
Purchasing relies on instinct and disconnected records
Sales, bookings, events and stock information are hard to compare in time to support the next order.
No-shows
Confirmations and follow up are inconsistent
High value tables and event bookings can remain unconfirmed because the reminder process depends on a manual task list.
What we build
Booking and venue workflows arranged around the service cycle
The right system should support the venue's rhythm by preparing before service, flagging exceptions during it and closing the loop afterwards.
A practical starting point
Give booking exceptions a clear next step
Start with the booking requests and changes that arrive while service is busy. We check what can be handled automatically and what a person needs to answer.
What stays with your team
Your manager still makes food safety, staffing and spend decisions. Customer messages need agreed consent, frequency and opt out handling.
Illustrative workflow
A booking change that needs a person
- Request received
A booking change is captured against the reservation where system access permits.
The original request remains available to the team.- Exception flagged
A request outside the agreed rules is sent to the venue manager.
The manager decides whether the venue can accommodate it.- Customer updated
An approved response is sent and the reservation record is updated.
Failed delivery or a conflicting update returns to the team.
Primary build
Booking & operations workflow
Coordinate selected phone booking, roster, inventory and customer follow up steps around the venue's existing systems.
- Booking capture and routing
- Roster preparation support
- Inventory signals
- No-show reminders
- Review follow up
People
Staff scheduling support
Bring approved availability, demand and role inputs together to prepare a roster for manager review, so any Award sensitive change is easy to spot and check.
Stock
Waste & demand signals
Compare selected sales, booking, event and inventory data to support purchasing decisions while showing gaps or uncertainty in the source data.
Reputation
Review management
Trigger approved post-visit follow up and route feedback into a CRM through tools such as HubSpot automation.
Bookings
Confirmation & no-show workflow
Send timed confirmations, collect a response and flag exceptions to the team, with consent and message rules considered.
Enablement
Training for venue teams
Practical, role-based guidance for managers and office staff on the approved tools, information handling and selected workflows.
Client experience
What clients say about working with us
These comments describe VibeZero's general approach to listening, scoping and delivery; they are not presented as hospitality-specific case studies.
They actually listened to what we needed, didn't overcomplicate things, and delivered something our team could use straight away. Genuinely one of the best tech experiences I've had as a business owner.
Talk through a starting point
The first 30 minute conversation is free. We work out what needs scoping before any paid work is agreed.
Describe the workflow first. Do not send client records, patient information or credentials through the enquiry form.
Operating context
How the work fits your business
Explore the work, the systems involved and the decisions your team keeps.
Perth contextOne venue, several operating environments
The useful workflow has to pass cleanly between kitchen, front of house and office without asking every person to work the same way.
We account for the operating patterns of Perth venues across areas such as Northbridge, Fremantle, Mount Lawley, the CBD and Scarborough, and test the system around the POS, tablet and phone access available to each role.
Rostering and food safety workflows still sit under the applicable rules. Primary references include the Fair Work Ombudsman's Hospitality Industry Award summary and Food Standards Australia New Zealand. Automation can assist with records and prompts, but responsible managers still review the decisions.
System fitWork with the venue stack already in service
We confirm integration against the exact product, plan, permissions and API. Naming a platform is not a promise that every feature can be connected.
- Point of sale
- Lightspeed, Square or Kounta
Selected sales and item data can support agreed reporting or planning workflows when access permits.
- Reservations
- OpenTable or Now Book It
Booking events can support confirmations, exception handling and approved pre-service tasks.
- People
- Roster and payroll systems
Approved availability and shift information can be coordinated with manager review retained.
- Customer follow up
- CRM, email or SMS
We connect post-visit communication with consent, frequency and opt-out behaviour made explicit.
Delivery detailsLocation, systems and practical fit
- Venue context
- Perth
Local discovery can include the rhythm of back of house, front of house and office work.
- System centre
- POS + bookingproposed
We check product, plan, permission and API fit before agreeing the scope.
- Who decides
- Manager reviewproposed
Managers approve staffing decisions and Award sensitive changes.
- Forecast basis
- Approved inputsproposed
Forecasting is only as good as the venue's data.
How we work
A practical engagement for hospitality & food
We start with how you deliver the service and agree how consent, personal information and continuity will be protected.
Find the service interruption
We discuss which booking or office task pulls staff away from guests and how it is handled now.Confirm the venue systems
The proposal confirms platform access, message rules and the decisions that must go to a manager.Test the exceptions
We build the selected workflow and test changes, failed messages and requests outside the agreed rules.Prepare the next shift
Your team practises the workflow and fallback. We document ownership and the agreed support arrangements.
Practical details
Questions about hospitality & food
Practical answers about service fit, sensitive data, delivery and responsibility.
Yes, for routine bookings. An AI assisted call workflow can capture agreed booking details, answer approved routine questions and route exceptions or special requests to staff. Whether it can create the booking directly depends on the reservation platform and access available. Disclosure and human takeover should be designed into the experience.
Start with the service cycle
Running a venue in Perth? Let's talk
Bring the booking, roster, inventory or follow up task that puts the most pressure on service. We will map a focused workflow around the venue's existing stack.
Perth based | POS aware | designed for venue operations