Friday at seven, the tables are full and four more parties walk in. A name on a notepad works until someone asks how much longer, or a host changes shift and nobody knows who came first. This guide covers what a restaurant waitlist needs, how to quote waits people believe, and how to run the list on your phone with Front Desk Cat, our front desk app for iPhone and iPad.
What goes on a restaurant waitlist
Keep it to what the host stand uses:
- A number for each party, in the order they arrived. It settles "we were here first" in a second.
- A name, or just the number if they'd rather not give one.
- How many. It decides which table they can take.
- The time they arrived, so you know how long they've really waited.
- The wait you quoted them. It's the promise you'll be held to.
- A note, like high chair, patio or wheelchair access.
- A phone number, only if you'll text them. Ask only what you need.
Quote waits honestly
Guests forgive a long wait more easily than a wrong one. A few habits help:
- Look at today, not hope. Check how long the last few parties actually waited before you quote.
- Round up. If you think 15 minutes, say 20. Seating someone early feels good; seating them late doesn't.
- Update people who are past their quote. A quick "it'll be about ten more minutes" stops a party walking out.
- Keep the list in one place every host can see. Two lists at one door is how parties get skipped.
Open the waitlist in Front Desk Cat
On the first screen, What are you running today?, tap Waitlist. The app opens straight into the waitlist next time. To switch to another job, tap the grid button at the top left.
The waitlist starts set up for a Café or restaurant: a done party is Seated and texts say "your table". To add your restaurant's name, which goes in texts, on the guest screen and on printed lists, tap the settings button at the top right and type it under Your place.
Add a party
Tap Add a guest at the bottom. Type a Name, or leave it blank and they're just their number. Under How many, tap 1 to 6, or use the stepper for a bigger party. Add a note if you need one, like window seat.
Under Wait you told them, pick None, or 5, 10, 15, 20, 30, 45 or 60 minutes. Their wait turns orange once it goes past that. To text them later, tap Add a phone number; it's never needed, because Messages can pick a contact too. Tap Add.
See who's next and seat them
The top of the screen shows the NEXT party: their number, name, party size and how long they've waited, in big numbers, with "of 20 min quoted" if you gave a quote. Below it are four buttons:
- Seated takes them off the line.
- Call marks them as called and puts their number up on the guest screen.
- Text opens Messages (more below).
- Left is for a party that gave up.
Everyone after them is under Then, each with their own wait. Swipe a row right to seat them, or left for Left and Text. Press and hold a row for Move up one and Move to the front. Every seat or leave shows Undo for a few seconds, and finished parties go under Seated or left, where Back on the list puts them back in their place.
Once someone's on the list, four tiles show today's numbers: Waiting, Longest, Seated and Avg wait. These are how long today's parties have waited so far, not a forecast, but they're a good check before you quote the next party.
Text guests when their table's ready
Tap Text and pick Your table is ready or You're next. The first reads "Hi Sam, your table at [your restaurant] is ready. Please come to the front." The second asks them to start heading back.
Front Desk Cat never sends a text itself. It opens Messages with the words, and the number if you typed one, filled in, and you tap Send. The party is marked Texted only once you've sent it. On an iPad that can't send texts, the share sheet offers the words instead.
Put a screen at the door
Tap the person button next to Add a guest to open the guest screen. It shows the number being called, the next number and how many parties are waiting, never the list. Guests can tap Add your name, type it, pick how many, and see their number and how many parties are ahead. A half-filled form clears itself after a minute.
In settings, under Guest screen: Guests can add their own name is on to start with. Show first names with the numbers is off to start with, so only numbers show until you turn it on. Add a 4-digit Code to leave if you like. To leave the guest screen, press and hold Exit.
Look back at any night
Tap the calendar button for Days. A day runs from 4 in the morning to 4 the next morning, so a late service stays one day. Search finds a name or note on any day. Tap Print & share on a day or at the top of Days, pick that day, Last 7 days, Last 30 days or Every day, then Print, Share PDF or Share as a spreadsheet (CSV). Each party gets its number, name, party size, note, times, wait and how it ended. Phone numbers aren't printed.
The list is kept on the device you add guests on, and nothing syncs, so keep that phone or iPad at the host stand.
Around the waitlist
Setting up the front of house? See how to make a menu on iPhone and how to make punch cards for your business. Tracking staff hours? See how to make a timesheet on iPhone. Need a guest list instead? See how to make a sign-in sheet.
What it costs
The waitlist is free: unlimited guests and days, every wait on show, a text when it's their turn, the guest screen, and any day's list as a PDF or a spreadsheet. There's no watermark, no ads, no sign-up, no account, no trial and no subscription. Front Desk Cat Pro, a one-time purchase, adds Your own messages (texts you write once, with the guest's name filled in), Busy hours (when walk-ins come and how long they wait, hour by hour) and Your logo on the guest screen and printed lists. More on the Front Desk Cat page.
Everyone you take in is kept on your device and in your own backups unless you share, save or print it. Texts go from your own Messages when you tap Send. Front Desk Cat keeps a list of who waited; it isn't a security or safety system, and it doesn't check who anyone is.
Quick answers
How do I make a waitlist for my restaurant?
Write down a number, name, party size, arrival time and the wait you quoted. In Front Desk Cat, tap Waitlist, then Add a guest for each party.
How do I text guests when their table is ready?
Add their phone number, then tap Text and pick Your table is ready. Messages opens with the words filled in, and you tap Send.
Can guests add themselves to the waitlist?
Yes. Open the guest screen and they tap Add your name. They see their number and how many parties are ahead, never the list.
Try Front Desk Cat
Try Front Desk Cat: free, no watermark, no sign-up.