Top reservation platforms for pubs, bars & nightclubs

For many pubs, bars and nightclubs, reservations haven’t traditionally been part of the playbook. After all, a big part of what makes wet-led venues so popular is the drop-in, no-pressure vibe that encourages spontaneous visits. However, that same spontaneity can often lead to challenges.

No-shows, for example, are a direct result of the unpredictable nature of walk-ins. Costing the industry thousands each year, they aren’t just a problem for restaurants—they’re a significant issue for pubs and bars too, where peak hours can see crowded spaces and overbooked tables. And when you factor in last-minute group bookings, peak-hour chaos and the need to maximise every inch of your space, having a system that keeps everything running smoothly suddenly feels less like a nice-to-have and more like a must-have.

Not all reservation systems are created equal, and wet-led venues have very different needs compared to restaurants. The best system for your pub, bar or nightclub will work seamlessly with the way you operate, helping you keep things running smoothly without overcomplicating your processes.

Here are some of the top features to prioritise when choosing your next system:

1. Large party booking management

Wet-led venues are a natural choice for celebrations—stag and hen dos, birthday parties or even just big after-work gatherings. But managing large bookings manually can quickly turn into a logistical nightmare. 

A good reservation system should:

• Let you allocate multiple tables or seating zones to accommodate larger groups
• Automate booking rules like deposits or minimum spends for group reservations
• Provide visibility of large bookings alongside walk-ins to avoid overcrowding or double-booking.

2. Waitlist and queue management

During peak hours, a busy pub or nightclub can quickly become overwhelming with long queues and crowded spaces. Effectively managing the waitlist and queues is crucial not just for keeping customers happy, but also for ensuring they stay engaged and ready to spend once they're seated.

Look for a system that:

• Offers a digital waitlist, allowing guests to check in and receive real-time updates via text or email
• Helps you manage walk-ins and reservations in one place, so you’re never overcommitting your space
• Reduces pressure on staff by keeping guests informed about their wait times

A digital waitlist isn’t just about convenience; it’s about keeping customers engaged. When guests know their spot is secure, they’re less likely to wander off—and more likely to spend money when they’re seated.

3. Walk-in optimisation

Walk-ins are the lifeblood of many wet-led venues, but keeping track of them alongside reservations can be tricky. 

The best systems:

• Let you manage walk-ins and pre-booked guests in real time, giving your team a clear overview of availability
• Track guest preferences—like preferred seating areas or frequent group sizes—so you can personalise their experience.

4. Pre-authorisations and deposits

No-shows can hit hard, especially when premium tables or VIP areas are left empty. A system with pre-authorisation and deposit options can make a huge difference. 

Prioritise features like:

• Flexible deposit rules—for example, a £20 deposit for groups of six or more on Friday and Saturday nights
• Pre-authorised card payments to secure high-value bookings, like VIP booths or private areas
  Adjustable cancellation policies to give you control without frustrating customers

Example: Imagine being able to secure a booking for a birthday party, knowing you’re protected against last-minute cancellations. That peace of mind? Priceless.

5. Promotions and upsells

Your reservation system shouldn’t just manage bookings—it should also help you maximise revenue. 

Look for tools that:

• Promote special deals, like happy hour packages or exclusive event tickets, during the booking process.
• Enable pre-orders for drink packages or bottle service to boost spend-per-head.
  Support loyalty programmes by linking bookings to customer profiles and rewards.

Your system should be more than just admin—it should be a tool for driving growth, helping you turn bookings into bigger profits.

Let’s be honest, choosing a reservation system isn’t just about which one has the best features; it’s about finding the right system that adds value to your venue without stretching your budget unnecessarily. Wet-led venues need systems that make life easier, not tools that drain your resources. But understanding what drives the cost can help you decide what’s worth spending on and where you can save.

Here’s what to think about when weighing up the options:

1. Subscription tiers

Most platforms offer different pricing levels, and the one you choose will depend on the size of your venue and what you need the system to do.

Basic plans might cover the essentials—table management, basic reporting and a straightforward interface. These can work well for smaller venues or those just starting out.
Premium plans come with the bells and whistles—like multi-site management, branded booking tools and advanced analytics—but they’re designed for larger or more complex venues.

If you’re a smaller venue, a basic plan could be all you need, but it’s worth thinking about whether you might need more features down the line. A system that grows with your business could save you from switching platforms later.

2. Custom features

Choosing a platform that offers customisation features can increase the price, it also has the potential to help increase your return on investment. 

Options like branded booking widgets can help to reflect your venue’s personality, while custom booking rules for peak hours, VIP areas, or large groups can help you to manage your space more efficiently. These features can elevate how people interact with your business and set you apart from the competition.

But here’s the key: not every venue needs every customisation. If you’re not running events or managing high-value bookings, you might not need those extras just yet. Instead, prioritise features that align with what your venue is doing right now—things that will genuinely make life easier for your team and customers alike.

Example: A branded booking widget might cost a little more upfront, but if it drives more direct bookings and keeps guests on your website rather than a third-party platform, it could pay for itself quickly.

3. Add-ons and integrations

It’s tempting to go for all the extras—EPoS integration, CRM tools, loyalty programs—but before you commit, take a step back. Ask yourself: will my team actually use this?

Some integrations can make a huge difference to your business:

Pub and bar EPoS systems that sync with your bookings help you track spend-per-head or highlight your most popular time slots.
CRM integrations let you personalise marketing—like rewarding repeat visitors or sending offers for group bookings.

But for smaller venues, a solid system with fewer integrations could be a better option than one that comes with unnecessary complexity that confuses your team. 

4. Balancing cost and value

It’s easy to allow the monthly cost to be the deciding factor, but remember—this is about the added value and potential for your venue. A great reservation system doesn’t just save time; it boosts revenue, reduces no-shows and helps your team deliver a better customer experience.

When deciding on a system, focus on the ROI, not just the upfront price. The right choice will feel less like an expense and more like an investment in your venue’s future.

No two venues are the same, and the best reservation systems recognise that. Whether you’re running a cosy pub with a loyal local crowd or a buzzing nightclub with VIP areas and ticketed events, the ability to customise your system can make all the difference.

Customisation isn’t just about aesthetics, it’s about creating a system that works for your business, your team and your customers. 

1. Stay on-brand

A branded booking widget embedded into your website or social channels isn’t just a nice touch, it can be a powerful way to keep customers engaged. Instead of directing them to a third-party platform, you can offer a seamless booking experience that feels professional and personalised.

Branding isn’t just about looking good; it’s about building trust. When customers see your logo and colours on the booking page, it reinforces their confidence in your venue.

2. Be flexible

When it comes to footfall, every venue has its own rhythm, and you need to be able to reflect that in how you take bookings. Maybe you need to set higher deposits for VIP booths on weekends or adjust your cancellation policies for larger groups. A platform that lets you set custom booking rules means you're able to stay in control without the extra admin.

For a nightclub that offers VIP table bookings on Friday and Saturday nights, flexible rules would allow them to set minimum spends for peak times while keeping midweek bookings more relaxed. This wouldn't work for every venue, but that's the beauty of customisation; you get to build in the flexibility you need.

3. Manage multiple booking types

For venues that shift between daytime and evening vibes, customisation could be an important feature. Whether you’re hosting casual afternoon drinks or exclusive late-night events, a flexible system allows you to handle everything from a single point of control, from group bookings and individual tables, to ticketed events.

Do you need a platform that offers customisation?

Honestly, it depends on your venue. If tailored features like branded booking tools or flexible rules help you reduce admin, improve the guest experience, or increase bookings, they’re likely worth the investment. The key is to focus on what will genuinely make life easier for your team and better for your customers.

Your reservation system shouldn’t exist in isolation—it needs to work alongside the tools you’re already using to give you a complete picture of your venue and keep everything running smoothly. The right integrations can help streamline operations, improve customer experiences and even boost revenue.

Here are the key integrations to look out for:

1. EPoS integration

Connecting your pub booking system with your EPoS (electronic point of sale) system can make a huge difference to how you run your venue. By syncing bookings with customer spending data, you’ll be able to:

• Track spend-per-head for different groups or booking types
• Identify your busiest time slots to fine-tune staffing and stock planning
• Highlight your most valuable customers for personalised offers or rewards

Example: If you notice that Saturday night VIP bookings spend 30% more than standard tables, you could introduce tailored offers to encourage more of these high-value reservations.

2. CRM and marketing tools

When your reservation system integrates with a CRM (customer relationship management) platform, it opens up new opportunities for building relationships with your guests. You can:

• Collect guest data—like email addresses, birthdays, or booking history
• Send personalised offers, such as a discount for regular customers or a special deal for someone’s birthday
• Analyse trends to understand what’s working and what could improve.

Pro Tip: Automation is your friend. For example, a guest who books a birthday table for 10 people could automatically receive a follow-up email offering a discount on their next group booking.

3. Wi-Fi data capture

Many wet-led venues rely on walk-ins, but capturing guest data during their visit can turn those one-off customers into regulars. By integrating guest Wi-Fi with your booking system, you can:

• Collect contact details in exchange for Wi-Fi access
• Build a database of guests to target with exclusive offers or updates
• Track how often customers return to spot your most loyal visitors

4. Event management tools

For nightclubs and bars that host ticketed events, having an integrated event management tool can save hours of admin. Look for systems that allow you to:

• Sell tickets directly through your booking platform
• Manage guest lists and VIP requests
• Track ticket sales and availability in real time

Keeping your bookings and event management in one place isn’t just about saving time—it reduces the risk of errors and makes it easier to give your customers a seamless experience.

Why integrations matter

The more your booking system can ‘talk’ to the tools you already use, the more valuable it becomes. Whether it’s helping you understand your guests better or simplifying operations for your team, integrations are what turn a good reservation system into a great one.

Every venue is unique, and finding the right reservation system comes down to understanding what works best for your space, your team, and your customers. Whether you’re running a cosy pub, managing a busy nightclub, or juggling both, there’s very likely a system out there that can make your life easier.

For smaller venues

Smaller pubs and bars often rely on simplicity to keep things running smoothly. A system that’s too complicated or overloaded with features can be more trouble than it’s worth. Instead, focus on something that helps you stay organised without adding unnecessary admin.

What to prioritise:

• Simplicity: Your team shouldn’t need hours of training. A system that’s intuitive and quick to learn will save time and reduce stress.
• Walk-in management: Wet-led venues thrive on walk-ins, so look for a system that balances real-time availability with pre-booked reservations.
• Essential tools: Basic integrations with EPoS or marketing tools can streamline daily operations without overcomplicating things.

Something to think about: Even if your venue doesn’t feel like it’s growing right now, choosing a scalable system means you’re prepared for when it does.

For larger venues

For nightclubs, multi-site operators, or venues with high volumes of customers, a more robust system is essential. You need tools that can handle complexity without slowing you down.

What to prioritise:

• Multi-location syncing: If you have multiple sites, your system should keep everything connected—from availability to customer data.
• Advanced features: Think CRM tools, loyalty programs, and reporting systems that help you understand customer trends and spending habits.
• VIP and event management: A platform that handles high-value bookings and ticket sales will save your team a lot of time and effort.

A useful tip: Look for a system that offers detailed reporting. The right data will help you identify peak times, understand what your customers want, and plan more effectively.

For hybrid venues

If your venue wears more than one hat—say, a relaxed daytime pub that turns into a lively nightclub after dark—flexibility is non-negotiable. You need a system that adapts as easily as you do.

What to prioritise:

• Adjustable booking settings: Flexible rules for deposits, cancellation policies, or minimum spends that shift depending on the time of day or type of booking.
• Event-ready tools: Whether it’s ticket sales or VIP bookings, your system should handle it all from one central hub.
• Real-time updates: Instant syncing so your team always knows what’s happening, even during the busiest times.

Example: Imagine a venue that hosts quiz nights midweek but transforms into a DJ hotspot on weekends. The right system will handle both without skipping a beat, keeping your team organised and your customers happy.

How to choose

At the end of the day, the best reservation system is one that works for your venue. It should simplify your operations, fit your budget, and, most importantly, help you deliver the kind of experience your customers love.

In this article, we’ve covered why a booking system could be a good choice for you. We’ve talked about the key features that matter most for wet-led venues, like managing large group bookings, queue management and integrating with other tools. We’ve also compared some of the leading options on the market and helped you think through which features to prioritise, depending on the type of venue you run.

Access Collins is designed specifically for pubs, bars, and nightclubs, offering a flexible and powerful solution to simplify your operations. Whether you’re managing VIP booths, handling pre-authorisations, or integrating with your EPoS and CRM systems, it’s built to make running your venue easier while helping you maximise revenue.

Here’s how Access Collins can help your venue thrive:

• Increase bookings and reduce no-shows: Secure pre-authorisations or deposits to make sure bookings are honoured.
• Build customer loyalty: Use CRM and Wi-Fi integrations to capture guest data and offer personalised promotions.
• Keep your venue running smoothly: Manage walk-ins, queues, and bookings in real time to keep everything flowing.
• Simplify your workload: From group bookings to ticketed events, handle it all in one easy-to-use platform.
• If you’re ready to create a smoother booking experience for your customers and boost your revenue, we’d love to help. Get in touch to schedule a demo and see how Access Collins can make a difference for your venue.