📖 Official Documentation

TableHub Host
User Manual

Everything you need to manage your restaurant's waitlist, seat guests, and keep your floor running smoothly — from first login to last cover.

📱 iPad & iPhone
🗓️ Version 2.0 · 2025
🌐 Kuwait & Bahrain
1

Overview

TableHub Host is an iPad and iPhone app that replaces your paper waitlist. When a guest arrives, you add them to the queue in seconds. TableHub sends them a WhatsApp message with their estimated wait time, and notifies you the instant they confirm they're on their way. No phone calls. No SMS fees. No confusion.

→Real-time waitlist with live WhatsApp status updates
→One-tap guest notification via WhatsApp
→Auto guest lookup from visit history by phone number
→Live table timer for every seated party
→Multi-venue support with one login
→iPad Master-Detail layout + iPhone list view
💡
Best on iPadThe app is optimised for iPad with a two-panel layout. On iPhone it uses a tab-based layout. Both have full feature parity.
2

Logging In

Open the TableHub Host app on your iPad or iPhone. You'll see the login screen with an email and password field.

1
Enter your email address
Use the email address registered to your account. The field automatically removes spaces and sets lowercase — no manual formatting needed.
2
Enter your password
Your password is hidden by default. Tap the field and type carefully — there's no show/hide toggle on this screen.
3
Tap Sign In
A loading spinner appears while the app authenticates. On success, you'll be taken directly to the Venue Selector or Dashboard.
⚠️
Access Suspended?If you see a red lock screen saying "Access Suspended", your organisation's subscription has expired or been deactivated. Contact support at trytablehub@gmail.com to resolve this.

Staying Logged In

The app remembers your session between launches. You only need to log in again if you manually sign out, or if your session expires after an extended period of inactivity.

3

Selecting a Venue

If your account manages more than one restaurant location, you'll see the Venue Selector after logging in. Venues are grouped under their brand names.

1
Browse brands and venues
Each brand appears as a section header. Tap the venue name you want to manage. The app loads that venue's live queue immediately.
2
Single-venue accounts skip this screen
If your account only has access to one venue, the app goes straight to the dashboard — no selection needed.

Switching Venues Mid-Session

On iPad, tap the Switch Venue button at the bottom of the left sidebar. On iPhone, tap the building icon (⊞) in the top-left of the navigation bar. You'll return to the Venue Selector without being logged out.

ℹ️
Venue access is role-basedYour admin may have restricted your account to specific venues only. If a location is missing, contact your manager or TableHub support.
4

KPI Overview

At the top of every dashboard view you'll see three KPI cards that give you an instant read on your floor's status.

4
Waiting
2
Notified
7
Seated
●WaitingGuests in the queue who have not yet been notified that their table is ready.
●NotifiedGuests who received a WhatsApp "Table Ready" message but haven't confirmed yet.
●SeatedParties currently at a table. Their dine time is being tracked live.

On iPad, the KPI cards live in the left sidebar. On iPhone, they appear at the top of the screen above the tab switcher. The numbers update every 4 seconds automatically.

5

Guests Tab

The Guests tab shows all active queue entries — everyone waiting, notified, or confirmed. Cancelled entries appear in a separate section at the bottom.

Guest Row Layout

Each row in the queue shows:

→Party Size Badge — coloured square on the left (blue = waiting, orange = notified, green = confirmed)
→Guest Name — full name as entered or auto-filled
→Phone & Wait Time — last 8 digits of their number and how long they've been waiting
→Tags — VIP, Frequent, Returning, New (up to 3 shown)
→Status Pill — current status on the right
→Notify Button — orange WhatsApp bubble icon (only visible for Waiting guests)

iPad Two-Column Layout

On iPad in landscape, the queue appears as a two-column grid. On iPad in portrait or iPhone, it appears as a single-column list. Switching between Guests and Seated tabs is done via the sidebar on iPad, or the segmented control on iPhone.

💡
Tap to EditTap any guest row to open the Edit Guest sheet where you can update the name, party size, or phone number.
6

Seated Tab

The Seated tab shows all parties currently at a table. On iPad it displays as a three-column grid of cards. On iPhone, it's a list.

Seated Card Layout

→Table Badge — green square with the assigned table number and "TABLE" label
→Guest Name — name of the party
→Progress Bar — fills green as dine time progresses toward the venue's max dine time
→Elapsed Time — large green number showing minutes since seated

The timer updates every minute automatically. When a party exceeds the configured max dine time, the progress bar reaches 100% — your signal to check on the table.

💡
Finish via swipe or context menuSwipe left on a seated row and tap Finish, or long-press on iPad to access the context menu and select Finish.
7

Adding a Guest

Tap the + Add Guest button (top-right on iPhone, top-right of the main panel on iPad) to open the Add Guest sheet.

1
Enter the WhatsApp phone number first
Type the guest's phone number. Once 8 digits are entered, TableHub automatically looks up their profile. If found, the name field fills in automatically and tags are applied.
2
Enter or confirm the guest's name
If auto-filled, verify it's correct. If not found, type the name manually. The name will be saved to their guest profile for future visits.
3
Set the party size
Use the + / − stepper to set the party size. Range is 1–20.
4
Tap Add
The guest is added to the queue instantly. A welcome WhatsApp message is sent automatically if the phone number is valid.
✅
Welcome message sent automaticallyAs soon as you tap Add, TableHub sends the guest a WhatsApp message with their queue position and estimated wait time — no extra steps needed.

Phone Number Format

Enter the local 8-digit number only. TableHub automatically adds the country code based on your venue's country setting:

→Kuwait venues — adds +965 prefix automatically
→Bahrain venues — adds +973 prefix automatically
8

Guest Statuses

Every guest in the system has a status that reflects where they are in the journey. Statuses update automatically when guests interact via WhatsApp, or manually when your team takes action.

Waiting
Notified
Confirmed
Seated
Cancelled
Finished
StatusWhat it meansHow it changes
WaitingGuest is in queue, hasn't been told their table is ready yetDefault on add
NotifiedHost tapped Notify — guest received a WhatsApp "Table Ready" messageHost taps Notify button
Confirmed "On My Way"Guest replied "On My Way" via WhatsApp — they're en routeGuest taps WhatsApp button
SeatedParty has been assigned a table and are diningHost swipes right → Seat
CancelledGuest or host cancelled the reservationHost swipes left → Cancel, or guest declines via WhatsApp
FinishedParty has left and the table is now freeHost swipes left on seated card → Finish
9

Notifying a Guest

When a table becomes available for a waiting guest, notify them via WhatsApp with one tap.

1
Find the guest in the Guests tab
Waiting guests are shown at the top of the list under the WAITLIST section.
2
Tap the orange WhatsApp bubble icon
This is the circular orange button on the right side of the guest row. Tapping it sends a "Table Ready" WhatsApp message to the guest immediately.
3
Status updates to Notified
The guest's status pill changes from Waiting (blue) to Notified (orange). The notify button disappears — you can't re-notify a guest who's already been notified.
ℹ️
Guest confirms via WhatsAppThe guest receives two buttons in their WhatsApp message: "On My Way" and "Can't Make It". If they tap "On My Way", their status updates to Confirmed on your iPad automatically.

Phone Call Fallback

If a guest doesn't have WhatsApp, tap their phone number in the guest row. This opens the iOS dialler so you can call them directly. After the call, a prompt appears asking "Did you notify the guest?" — tap Yes to manually advance their status to Notified.

10

Seating a Guest

Once a guest is ready to be seated, assign them a table number to move them from the queue to the Seated view.

On iPhone

1
Swipe right on the guest row
A green "Seat" action button reveals itself on the right side of the row.
2
Tap Seat
A dialog box appears asking for the table number.
3
Type the table number and tap Confirm
The guest moves to the Seated tab. The table number is saved and the dine timer starts. Table numbers are automatically capitalised.

On iPad

Long-press any guest card to open the context menu, then tap Seat Guest. Enter the table number and tap Confirm. Alternatively, use the same swipe-right action as on iPhone within the list view.

⚠️
Table already occupied?If you enter a table number that's already in use for another active party, you'll see an error: "Table X is already occupied. Pick another table." Choose a different table number.
11

Finishing a Table

When a party has finished dining and left the table, mark them as Finished to free up the table in your tracking system.

1
Go to the Seated tab
Find the party you want to close out.
2
Swipe left on their card
A grey "Finish" button appears. Tap it to mark the table as finished.
3
The card disappears from Seated
The party is moved to Finished status and removed from the active view. The table is now free for the next guest.
12

Cancelling & Deleting

Cancelling a Guest

If a waiting guest can no longer come, cancel them to move them to the Cancelled section at the bottom of the Guests tab.

On iPhone: swipe left on the guest row. The row reveals two actions — the left (red) swipe shows Delete, and the right (green) swipe shows Seat. Long-press to access Cancel from the context menu instead.

Deleting a Guest

Deleted guests are hidden from the queue but their data is kept in the database for analytics. This is called a soft delete.

ActionDirectionResult
SeatSwipe right →Opens "Enter Table Number" dialog
DeleteSwipe left ←Soft-deletes the entry (hidden from view)
EditTap rowOpens Edit Guest sheet
Context MenuLong-press (iPad)Shows Edit, Seat Guest, Delete options
⚠️
Deletions cannot be undone in-appSoft-deleted guests are removed from your view immediately and cannot be restored through the app. If you need to recover a record, contact support.
13

Guest Tags

Tags are coloured labels that give your host team instant context about a guest's history. They're applied automatically based on visit data and are visible on each guest row.

VIP

Guest has visited 10 or more times. Treat them as a top-priority regular.

Frequent

Guest has visited 5–9 times. A loyal customer who deserves a warm welcome.

Returning

Guest has visited 2–4 times. They're coming back — a good sign.

At Risk

Guest has at least one recorded no-show. Handle with care and consider a courtesy call.

New

First-time guest with no previous visit history in the system.

ℹ️
Tags are read-onlyTags are assigned automatically based on visit history and cannot be manually edited. They update the next time the guest checks in.
14

Table Timer

Every seated party has a live timer that tracks how long they've been at the table. This helps you manage table turnover and plan when the next guest can be seated.

→Timer starts the moment you tap Confirm on the Seat Guest dialog
→Progress bar fills from left to right, completing at the venue's configured max dine time
→The elapsed minutes counter (e.g. "42 m") updates every 60 seconds
→The bar caps at 100% once max dine time is reached — it doesn't reset

Configuring Max Dine Time

Max dine time is set per venue by your administrator and is not editable in the host app. Common settings range from 45 to 90 minutes. If you need to change it, contact your manager or TableHub support.

💡
Enable or disable the timerThe table timer feature can be turned on or off per venue via the settings panel in the admin dashboard. If you don't see timers in the Seated tab, the feature may be disabled for your venue.
15

WhatsApp Flow

TableHub communicates with guests entirely through WhatsApp. Here's the complete message sequence a guest receives during their visit:

1
Welcome Message (on check-in)
Sent automatically when you tap Add. Includes the guest's name, venue name, their queue position, and an estimated wait time.
2
Table Ready Notification (when you notify)
Sent when you tap the orange notify button. Includes party size and two reply buttons: "On My Way ✓" and "Can't Make It ✗".
3
Guest responds
If they tap "On My Way", their status updates to Confirmed on your iPad instantly. If they tap "Can't Make It", their status updates to Cancelled.
ℹ️
No WhatsApp? No problem.If the guest's number isn't registered on WhatsApp, the message will fail silently. You can still manage them manually in the app and call them directly using the phone tap action.
16

Multi-Venue Management

If your account has access to multiple restaurant locations, you can switch between them at any time without logging out.

1
Tap Switch Venue
On iPad: tap the "Switch Venue" button at the bottom of the left sidebar. On iPhone: tap the building icon (⊞) in the top-left corner of the navigation bar.
2
Select a different location
The Venue Selector appears. Tap any venue to switch to it. The queue for that venue loads immediately.

Each venue has its own separate queue, guest history, max dine time, and country code setting. Nothing from one venue bleeds into another.

17

Troubleshooting

Queue isn't updating

The queue auto-refreshes every 4 seconds. If it seems stuck, pull down on the list to manually trigger a refresh. If that doesn't work, check your internet connection and try switching to a different Wi-Fi network or mobile data.

WhatsApp message not delivered

Ensure the phone number was entered in the correct 8-digit format for the venue's country. If the number isn't registered on WhatsApp, messages will fail silently — call the guest instead using the tap-to-call function.

Seat action fails

If seating a guest fails with an error, the most common cause is that the table number is already occupied by another active party. Try a different table number. If the problem persists, pull to refresh the queue and try again.

Can't log in

Double-check your email (no extra spaces, all lowercase) and password. If you've forgotten your password, use the "Forgot Password" flow on the web login at trytablehub.com/login. The app does not currently have a password reset option.

⚠️
"Access Suspended" screenIf you see this after logging in, your organisation's subscription has expired or been suspended. Contact support immediately at trytablehub@gmail.com — this is not something you can resolve in the app.
18

Contact Support

If you encounter an issue not covered in this manual, our support team is here to help.

Contact Information
📧
Emailtrytablehub@gmail.com
🌐
Websitetrytablehub.com
⏱️
Response TimeWe aim to respond within 24 hours on business days
💡
Include when contacting support:Your venue name, the device model and iOS version, a description of the issue, and if possible a screenshot or screen recording.