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D-02Drawer D · Growth and digital

Restaurant GroupGoHighLevel Vault Snapshot

A restaurant group loses more money to the party-of-twelve enquiry nobody could answer at seven on a Friday than to any marketing problem it has, and this build is arranged around that call.

What was configured here is a group-shaped account: every location carries its own hours, deposit terms, menu links and review listing in custom values, and private hire is a full pipeline with a deposit stage and a final-numbers stage rather than a thread in one manager's inbox. That shape suits a group because the covers worth automating are the booked, prepaid, high-head-count ones, and those are precisely the enquiries a busy floor drops.

Why this build exists

What is going wrong now

  • The enquiry for a table of twelve on a Saturday that rang out during service and was never called back.
  • Private-hire threads living in one manager's inbox, so nobody at group level knows which December dates are genuinely paid for.
  • Final numbers arriving too late for the kitchen to order against, so you prep for fourteen and serve nine.
  • Three sites with three review listings and no consistent ask, so the newest room looks the worst online.

Once it runs

What changes, and what changes it

  • The AI Receptionist captures the large-party and private-hire calls the floor cannot take at service, with date, head count and site attached to the record.
  • The pipeline and workflows chase deposits and final numbers on a schedule, so the kitchen orders against a confirmed head count instead of a hopeful one.
  • Review harvesting sends the ask the same evening and tags it to the location visited, so each site's listing fills rather than only the busiest one.
  • Seasonal automation opens the festive and Valentine's diaries to past guests before the season, site by site, while the dates are still there to sell.

Nine parts, one system

What each part does on a restaurant group’s day

The same nine components ship in every build in the vault. What differs between them is everything below: when each part fires, what it says, and why that is the right behaviour for this trade rather than a neighbouring one.

  1. Reception

    AI Receptionist

    A restaurant phone rings hardest at exactly the moment nobody can pick it up. The receptionist takes the calls the floor cannot stop for — a table for twelve, a christening lunch, whether the tasting menu can go dairy-free, whether the upstairs room is free in November — and captures date, head count, site and dietary notes before routing it to the manager who owns that location. It is not there to seat a two-top on a quiet Tuesday; it is there so the eight-top enquiry during service does not ring out.

    AI Chatbot

    The same questions arrive on every restaurant site: allergens, set menus, parking, whether children are welcome, which site has the terrace. The chatbot answers them per location from what you give it, so an answer about parking is about the right car park. Anything involving a party of eight or more, or the private room, is handed to the enquiry form with the date already captured.

    Professional Website

    A group site has to hold several restaurants without becoming a stack of PDFs. This one gives each location its own hours, menus and booking route, and treats private hire as a page in its own right rather than a line in the footer. The aim is that a guest lands, picks a site and books without ringing to ask something the page should have answered.

  2. The ten days

    AI Outbound Caller

    A deposit is the moment a function either becomes real or quietly evaporates. The outbound caller chases the unpaid deposit and the party that has not confirmed final numbers, and calls the large booking that has ignored two messages. A call about a deposit is worth more than any number of reminder emails to somebody planning a party on their lunch break.

    Lifetime Nurture Campaigns

    A guest is worth several visits a year and most groups treat them as worth one. The lifetime nurture keeps in touch on the guest's own rhythm: the anniversary of the birthday booking, the seasonal menu change, the voucher reminder before the date they normally buy one. It runs per location, so somebody who only ever visits one site is not being invited across town.

  3. Holding the appointment

    Smart Appointment System

    A held table for ten that does not arrive on a Saturday costs the room and the prep at once. Confirmations go out when the booking is taken and again on the day, and a party that goes quiet gets a call back with the slot re-offered, targeting 70% no-show recovery. For private hire the same rails carry the deposit reminder and the final-numbers deadline the kitchen works to.

  4. What gets said afterwards

    Review Harvesting

    Every site has its own listing, and a good night normally ends with the guest in a taxi and nobody having asked for anything. Harvesting sends the ask the same evening, tagged to the location the guest actually visited, while the meal is still what they are talking about. The target is a steady 5-10 reviews a month per site rather than a spike after a refurbishment.

    Review Automation

    Ratings are per location, so a bad month at one site should never be invisible at group level and should never be public before you have seen it. The review automation routes a guest reporting a problem to that manager privately and gives the happy guest a direct route to the right listing. Group-level reporting means the operations meeting can see which room is slipping while there is still time to act.

  5. The long return

    Database Reactivation

    Most groups are sitting on thousands of past guests in a booking system and a mailing list, contacted twice a year when trade goes quiet. Reactivation works that list by what people actually did — the guest who booked a birthday for fourteen is offered the function room, the Sunday regular is offered the new menu — at the sites they visited. Midweek covers filled by people who have already eaten with you are the cheapest tables in the building.

The handover

What lands in the account, and what each part is for

Thirteen things arrive with a restaurant group build. Below, each one is set out three ways: the problem it exists to solve here, what changes once it is running, and the route by which it pays for itself. The arithmetic is illustrative and shows its own assumptions.

011 AI Receptionist

The problem

At seven on a Friday the phone rings at every site while the pass is calling away, and the call nobody reaches is the one asking about a table for twelve.

What changes

The receptionist takes the large-party and private-hire calls the floor cannot stop for, captures date, head count, which site they want and the dietary notes, and passes it to the general manager who runs that room.

How it pays back

One eight-top and one function enquiry a month that would have rung out is a night of covers the group had already paid rent on.

021 AI Chatbot

The problem

The questions that arrive on a restaurant site repeat every week: is there a gluten-free menu, can you do a set menu for fourteen, is there parking at the other site.

What changes

The chatbot answers allergen, set-menu and parking questions per location, and hands anything about a party of eight or more to the enquiry form with the date already captured.

How it pays back

The floor stops answering the same three questions by message, and the enquiries actually worth a call arrive as a record instead of a missed ring.

03Pipelines

The problem

A private-hire enquiry runs for weeks — a viewing, a menu choice, a deposit, final numbers for the kitchen — and it usually lives in one manager's inbox where nobody else can see it.

What changes

Stages follow that arc across every site, from enquiry through date held, deposit paid and numbers confirmed, so the group can see which December dates are genuinely sold.

How it pays back

A function that would have lapsed because nobody chased the deposit is a whole evening of the room being sold rather than dark.

04Workflows

The problem

Chef needs final numbers days out, the deposit needs chasing, the set-menu pre-order needs collecting, and someone has to remember which site the party booked.

What changes

Workflows chase the deposit, collect pre-orders and dietary notes, and deliver the confirmed head count to the site before the kitchen orders against it.

How it pays back

Ordering to a confirmed number instead of a hopeful one takes waste out of every week, and the manager gets those hours back on the floor.

05Appointment reminders, confirmations and no-show recovery

The problem

The Saturday half-eight table for ten that never arrives costs more here than a no-show costs anywhere else, because the room was held and the food was prepped.

What changes

Confirmations go out when the booking is taken and again on the day, and a party that goes quiet is called back with the slot re-offered, targeting 70% no-show recovery.

How it pays back

Turning one held-and-lost large table a week back into covers is real money at the top end of the week's takings.

06Funnels

The problem

Private hire, Christmas parties and gift vouchers each need their own page, and most groups run one page trying to be all three for every site at once.

What changes

Funnels handle the private-hire enquiry, the seasonal set-menu booking and the voucher purchase separately, each written for the group and pointing at the right room.

How it pays back

Enquiries land already carrying date, head count and location, so a manager quotes on the first reply instead of trading six messages to find out what was meant.

07AI Studio website

The problem

A group site has to hold several restaurants without turning into a menu of menus, and the visitor usually only wants tonight's hours and a table.

What changes

The site presents each location with its own hours, menus and booking route, and treats private hire as its own path rather than a line in the footer.

How it pays back

Sending a guest to the right site the first time removes the calls that start with someone standing outside the wrong door twenty minutes late.

08Nurture campaign

The problem

A guest who came once for a birthday will come again if you reach them at the right moment, but most groups mail the whole list twice a year when trade is quiet.

What changes

The nurture campaign keeps in touch by what the guest actually did — the one who booked a party of fourteen hears about the function room, the Sunday-lunch regular hears about the new menu.

How it pays back

Filling midweek covers from people who have already eaten with you is the cheapest table the group will ever sell.

09Review automation

The problem

Every site carries its own listing and its own rating, and a good night ends with the guest in a taxi and nobody having asked for anything.

What changes

The review ask goes out the same evening the party leaves, tagged to the location they actually visited, so the right listing gets the review.

How it pays back

A steady 5-10 reviews a month per site is what keeps a location visible when somebody searches for dinner nearby at six o'clock.

10Seasonal automation

The problem

Christmas is decided in September and Valentine's in January, so a group that opens enquiries in November is selling into diaries other people filled weeks ago.

What changes

Seasonal automation opens the festive set menu, the Valentine's sitting and the summer terrace offer to past guests before the season starts, site by site.

How it pays back

Selling the December diary early lets the kitchen order and the manager roster against a known number rather than a guess.

11Custom values

The problem

Addresses, phone numbers, opening hours, deposit terms and menu links differ at every site, and they get pasted by hand into everything that goes out.

What changes

Custom values hold each location's details, so a change of hours or a new deposit policy is edited once and every message across the group follows.

How it pays back

Opening a new site or changing the Christmas deposit stops being a hunt through every template the group has ever written.

12Custom fields

The problem

The facts that decide whether a large booking works — head count, allergens, the occasion, which site, whether the room is exclusive — are usually written on a pad by the phone.

What changes

Custom fields carry them on the record from the first enquiry, so the manager who takes the booking over and the chef prepping it are reading the same thing.

How it pays back

Allergen and head-count detail that survives the trip from the phone to the pass is the difference between a smooth service and an apology.

13Forms and surveys

The problem

A private-hire enquiry taken by message always misses something, and the reply is three questions long before anybody can put a price on it.

What changes

The enquiry form asks for date, head count, site, occasion and dietary requirements up front, and a short post-visit survey catches a complaint before it becomes a public one.

How it pays back

Quoting from a complete enquiry on the first reply wins the bookings that currently go elsewhere while you are still asking which Saturday they meant.

Fit

Who this is for, and who it is not

Saying who should not buy something builds more trust than another benefit bullet, and it saves both of us a refund conversation we cannot have — the sale is final once the link goes out.

This suits you if

  • A group of two to eight sites under one brand, where marketing is handled centrally and each room has its own general manager.
  • Restaurants with a genuine private-hire offer — a room, a set menu, a deposit — that is currently sold entirely out of an inbox.
  • An operator whose booking system takes tables competently but does nothing at all about the enquiry that never became a booking.

Do not buy this if

  • A single site with no private hire and no large parties, where the booking widget already covers everything that matters.
  • A quick-service or delivery-led brand, where the money sits in order frequency and app notifications rather than in booked covers.

The arithmetic

Two sums, with their assumptions on the table

Neither of these is a measured result from a customer. They are worked examples using stated inputs, so you can put your own numbers in and get a different answer.

Where the hours go back

Assume Assume three sites, each fielding a handful of large-party and private-hire enquiries a week, with managers chasing deposits, dietary notes and final numbers by phone and message.

Per site that is roughly two hours a week of enquiry back-and-forth, another hour of deposit and numbers chasing, and half an hour of asking for reviews when somebody remembers — call it three and a half hours a site.

Around ten hours a week back across three sites, most of it manager time returned to the floor during service.

When it pays for itself

  • Average spend of 45 dollars a head across the group.
  • Two large-party or private-hire enquiries a week per site currently go unanswered during service.
  • One in four of those enquiries would have booked, at an average of twelve covers.
  • One held large booking a week is lost to a no-show that nobody calls back.

Two missed enquiries a week is about eight a month per site; at one in four booking twelve covers at 45 dollars a head, that is roughly 1,080 dollars a month of covers per site recovered from calls that used to ring out. Recovering the weekly no-show puts covers back on a night the room and the prep were already committed.

On these assumptions a single site recovers the price of the build inside its first month, and the other sites in the group are running from the same account.

Illustrative scenarios. Change any assumption and the answer changes; we have no way of knowing your close rate, and neither does anyone quoting you a fixed return.

Delivery, installation and the final-sale term

On the counter

Two things leave here when an order is placed.

  1. 1 GoHighLevel snapshot share link
  2. 1 installation PDF, written step by step

A 24-business-hour release window applies to every order. Business hours are 9am to 5pm Central, Monday to Friday. Nothing is released at a weekend.

If you would rather we did it

Installation is optional and costs $225. It buys 8 hours of installation work, to be used within 11 days of purchase. Once those hours are used, or the window closes, further work is quoted.

Covered

  • Loading the snapshot into your sub-account
  • Rebranding the website that comes with it
  • A2P / 10DLC registration and setup
  • Domain email set up inside GoHighLevel
  • A few extra automations where your build needs them

Never covered, on any package

  • Third-party integrations
  • Third-party software
  • Custom software development

Quoted separately, or handled by a virtual assistant.

Ask a question or see it first — before ordering, not after.

Before you payAll sales are final. The moment the order exists and the share link leaves us, the snapshot is in your hands and cannot be returned — so the order is non-refundable from that point. You will see this on the product page, in the cart and on the checkout, before you pay, not after.

Asked by restaurant groups

Questions about this build

Does this replace our booking system?

No, and it should not try to. OpenTable, ResDiary or SevenRooms carry on taking tables, while this handles everything around them — the enquiry that came in by phone during service, the private-hire thread, the deposit, the review ask. The two sit side by side, with the booking system owning the floor plan and this owning the conversation.

How does it handle several sites without messages going to the wrong restaurant?

Location is captured on the first question and stored on the record as a custom field, and each location's address, hours, deposit terms and review link live in custom values. A message about parking never carries the other site's car park, and managers see only the enquiries tagged to the room they run. Adding a fourth site means adding one set of values, not rewriting the messaging.

Can the receptionist actually take a reservation?

It can take the details for one, but for a two-top on a Wednesday your booking widget does that better. It is built for the calls a widget handles badly: a party of fourteen, a room hire in December, an allergen question that needs a real answer, a change to a booking made under somebody else's name. Those are the calls that ring out at service and the ones worth the most per head.

What about allergens? We cannot have a machine giving out wrong information.

It answers only from what you write, and everything else is handed to a person. Set it to state which allergens the kitchen can accommodate and to pass any specific medical question to the site directly, with the enquiry recorded so nobody has to remember the call afterwards. The shipping default is the safe one: capture the requirement onto the booking and let the kitchen confirm it.

Christmas is most of our year. When does this need to be running by?

Have it live by August if you want it to sell December. Seasonal automation opens the festive set menu to past guests before the corporate diaries fill, and the deposit chase is what converts those enquiries into paid dates rather than pencilled ones. Buying it in November means working an already-full diary with a system nobody on the team has learned yet.

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Restaurant Group: $1,088, on a 24-business-hour release window

All sales are final. Non-refundable once the order is created and the share link is sent.

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