How to Manage Customers, Gift Cards, and Reports on Your Restaurant Website

10Web provides tools to manage your restaurant's customers, sell and redeem gift cards, and track restaurant performance.

You can configure supported features using AI prompts or manage them manually through your restaurant's WordPress dashboard.

This guide explains how to manage customer records, import existing customers, set up gift cards, and view reports.

If you haven't created your restaurant website yet, start with How to Create and Manage a Restaurant Website With 10Web.

Step 1. Access your restaurant's WordPress dashboard

To manage restaurant features manually, you first need to access your website's WordPress Admin Dashboard.

You can access it in two ways:

• From the 10Web dashboard, click the W icon on your website thumbnail.
• From the 10Web Editor, click the W icon next to the Publish/Save button.

Once inside WordPress, open Restaurant in the left sidebar to access customer management, gift cards, reports, and other restaurant features.

Step 2. Manage restaurant customers

The Restaurant Plugin keeps customer records in one place, shared across all your restaurant locations.

Customer records are automatically created when guests make reservations or can be added manually by staff. Records can include contact information, reservation history, visits, no-shows, preferences, allergies, and internal notes.

To access customer management, navigate to Restaurant → Clients.

The Clients section contains three tabs: All clients, Duplicates, and Saved groups.

View and manage customers

The All clients tab displays your customer records, including their names, contact information, number of visits, no-shows, and last visit.

You can search for customers and filter records by their type:

• Scribble: A basic record with limited information, typically created for a walk-in or phone reservation.
• Contact: A customer record containing contact information, created manually or through a reservation.
• Account: A customer record connected to a registered user account.

Click a customer's name to view and manage their information, reservation history, preferences, and notes.

You can add notes to help staff provide a more personalized experience. Important notes can be pinned so they appear with future bookings.

You can also quick notes with AI. 

Example AI prompt:

Add a note to Maria's customer profile that she prefers a window table, and pin it so staff can see it when she books again.

Add a customer manually

To create a customer record:

1. Open Restaurant → Clients.
2. Click Add New Client.
3. Enter the customer's First name, Last name, Phone, and Email.
4. Click Add Client.

You can also create or update customer records through supported AI actions.

Manage duplicate customers

The Duplicates tab identifies customer records that may belong to the same person based on matching phone numbers, email addresses, or similar names and details.

Restaurant owners can review potential duplicates and merge records to keep customer information organized while preserving their reservation histories.

Organize customers with saved groups

The Saved groups tab automatically organizes customers based on their activity.

Available groups include:

• New this month: Customers added since the beginning of the month.
• Not visited for 60 days: Customers whose last visit was more than 60 days ago.
• Regulars: Customers with 3 or more completed visits in the last 90 days.
• Birthdays in the next 14 days: Customers whose birthday is today or within the next 14 days.
• Guests with a no-show: Customers with at least one reservation marked as a no-show.

Select a group to view its customers or click Export to download the list as a CSV file.

These lists can help you understand customer behavior and identify opportunities to reconnect with guests.

Import existing customers

If you already have customer information in another system, you can import it into your restaurant website using a CSV file.

Navigate to Restaurant → Tools → Import clients.

To import customers:

1. Under Upload a CSV, click Choose File.
2. Select the CSV file containing your customer information.
3. Click Upload and Map Columns.
4. Match your file's columns to the supported customer fields.
5. Review the import preview and any potential duplicates or skipped records.
6. Choose whether records with matching email addresses should be updated or skipped.
7. Confirm the import.

The importer supports information such as names, phone numbers, email addresses, birthdays, tags, and marketing consent.

The first row of the file should contain column names. Commas, semicolons, and tabs are supported as separators.

Import limits: Up to 50,000 rows or 10 MB per file.

Review import results

The Imports table shows previously uploaded files, including their row counts, processing results, status, and upload dates.

Once the import is complete, you can review how many customers were created, updated, or skipped, and download details about skipped records.

Step 3. Create and manage restaurant gift cards

Gift cards let customers purchase a prepaid balance that can be used during future visits to your restaurant.

You can sell gift cards online or create them manually when customers purchase them directly at your restaurant.

Gift card balances can be redeemed across multiple visits and restaurant locations.

Enable gift cards

You can enable gift cards using AI.

Example prompt:

Enable digital gift cards for my restaurant. Allow customers to purchase gift cards between $10 and $500, with suggested amounts of $25, $50, and $100.

To enable them manually:

1. Navigate to Restaurant → Settings → Switches.
2. Enable Gift cards.
3. Click Save Changes.

Once enabled, the Gift cards section becomes available in the restaurant management menu.

Configure gift card settings

Navigate to Restaurant → Settings → Money and find the Gift cards settings.

The available options include:

• Amounts a guest can choose: Set the minimum and maximum gift card values.
• Suggested amounts: Enter amounts separated by commas. They appear as selectable buttons on your website.
• Gift card image: Enter the WordPress Media Library ID of the image used for gift cards. Enter 0 to use no image. Alternatively, you can prompt in AI chat to generate a gift card image for you and automatically insert in the page. 
• Expires after: Specify how many months gift cards remain valid. Enter 0 if they should never expire.
• Receipt page: Set the website page where a buyer's gift card receipt link opens.
• Ways to pay in the restaurant: Manage payment methods for gift cards sold in person.

The default in-restaurant payment methods include Cash, Card on our own system, and Bank transfer.

You can add a method using + Add Method or remove an existing one.

Click Save Changes when finished.

You can also set up gift cards with AI prompts.

Example AI prompt:

Set gift card values between $20 and $300. Add suggested values of $25, $50, and $100, set expiration to 12 months, and allow cash, card, and bank transfer as in-restaurant payment methods. Generate an attractive gift card image that matches Bella Italia Trattoria’s Italian restaurant style and branding.

Sell gift cards online

When gift cards are enabled on your published website, customers can select an amount and provide the recipient's name, email address, an optional personal message, and a delivery date.

The buyer enters their own information and completes the purchase through your connected payment provider.

After successful payment, the system generates a gift card with a unique code and sends it to the recipient on the selected delivery date. The buyer also receives a receipt.

Integrate payment method

The Payments → Integrations section lets you connect a payment provider to your website so restaurant bookings and other supported features can accept payments through the same account.

You only need to connect one provider. Available options include Stripe, PayPal, Square, Braintree, Authorize.net, Razorpay, Mollie, Paystack, Mercado Pago, and iyzico.

Configure a payment provider

1. Find the provider you want to connect.

2. Select the appropriate Mode: Live or Test.

3. Enter the required API credentials. The fields vary by provider and may include API keys, client ID and secret, access tokens, merchant IDs, or webhook credentials.

4. Click Save & verify to save the configuration and verify the connection.

Each provider includes a Where to find these keys link to help you locate its credentials.

Configure checkout mode

At the top of the page, Checkout mode controls the overall checkout behavior. In Automatic mode, checkout uses live payments when a live connection is available; otherwise, it uses test mode. Click Save to apply the setting.

The individual provider's Mode setting determines whether that provider uses Live or Test credentials.

Create a gift card manually

Navigate to Restaurant → Gift cards.

The main screen displays existing gift cards, their balances, and their statuses.

You can filter gift cards by All, Active, Used up, Refunded, or Expired, and export their information.

To create a gift card:

1. Click Add New Gift Card.
2. Enter the Amount.
3. Under Paid by, select how the customer paid.
4. Optionally, enter the recipient's name under For.
5. Enter Their email if you want to send the gift card electronically.
6. Select Email the gift card to them now if applicable.
7. Optionally, enter a personal Message.
8. Click Create Gift Card.

The system generates a unique gift card code.

Redeem a gift card

When a customer wants to use a gift card:

1. Open Restaurant → Gift cards.
2. Under Use a Gift Card, enter the gift card code.
3. Click Find.
4. Review the available balance.
5. Under Use the Balance, enter the amount to redeem.
6. Click Use Balance.

The system deducts the amount from the gift card's balance.

Review and correct gift card balances

Open an individual gift card to review its balance, original amount, payment method, recipient information, and transaction history.

You can also copy its code, email it to the recipient, redeem an amount, or correct the balance.

To correct a balance:

1. Under Correct the Balance, enter the correct amount in The right balance.
2. Enter an explanation under Why.
3. Click Correct Balance.

The History section records gift card sales, redemptions, and corrections, including dates, amounts, remaining balances, locations, and the staff members responsible.

Step 4. View restaurant reports and performance

The Restaurant Plugin includes reporting tools to help you understand reservation activity, customer behavior, deposits, gift card sales, and waitlist performance.

Navigate to Restaurant → Reports.

The Reports section contains six categories: Bookings, No-shows and cancellations, Clients, Deposits, Gift cards, and Waitlist.

If you haven't configured online bookings yet, see How to Set Up and Manage Table Reservations on Your Restaurant Website.

Select a reporting period

At the top of the Reports section:

1. Choose a report category.
2. Select the required Period.
3. Choose the relevant date under Including.
4. Click Show.

Reports display results for the selected period alongside figures from the previous period.

Pending bookings and bookings cancelled because payment was not completed are excluded from report totals. Client notes and saved allergies are not accessed for reporting.

Bookings report

The Bookings report shows reservation volume and the number of guests.

It includes:

• Total bookings and guests
• Bookings and guests by day
• Bookings by source, such as online or waitlist
• Bookings by location
• Bookings by seating area
• Bookings by hour

You can review charts and tables to identify busy periods and compare reservation activity across locations.

Click Export Bookings (CSV) to download the report.

No-shows and cancellations report

This report helps you track missed reservations and cancellations.

It includes:

• Total no-shows and cancellations
• Guest-initiated and restaurant-initiated cancellations
• No-show rate
• Deposits and fees retained

A detailed table shows affected reservations, including the guest, date, time, party size, location, cancellation reason, and deposit status.

You can export the report as a CSV file.

Clients report

The Clients report shows how your customer base changes over time.

It includes:

• New clients: Customers added during the period.
• Returning clients: Customers who visited again.
• Not back: Customers who visited in the 90 days before the selected period but did not return during it.

The Who has not been back table lists customers who have not returned, with their last visit and previous visit count.

Click Export Clients (CSV) to download the results.

Deposits report

The Deposits report tracks reservation-related payments.

It shows the number of deposits paid, total deposits taken, refunded amounts, and retained deposits and fees.

Click Export Deposits (CSV) to download the report.

Gift cards report

The Gift cards report provides an overview of gift card activity.

It includes:

• Gift cards sold: Number of gift cards sold.
• Sold for: Total value of gift card sales.
• Spent: Amount redeemed.
• Balance outstanding (all time): Remaining balance across active gift cards.

Click Export Gift cards (CSV) to download the results.

Waitlist report

The Waitlist report shows:

• Joined the waitlist: Number of guests who joined during the selected period.
• Tables the waitlist filled: Number of reservations created from the waitlist.

Click Export Waitlist (CSV) to download the results.

Create reports with AI

You can also ask AI to analyze supported restaurant data.

Example prompts:

Create a report showing reservations and guest counts by location for the last three months.

Compare Friday and Saturday evening reservations over the last eight weeks.

Show how many reservations were cancelled by guests and how many were marked as no-shows this month.

Compare gift card sales and redemptions for the current month.

Show how many guests joined the waitlist and how many successfully booked tables each week.

The generated report will be saved in the Reports section, and a quick summary will also appear directly in the AI chat.

AI-generated reports can only access supported data and fields permitted by the user's role. Private customer notes and saved allergies are not available to the reporting system. 

What's next?

You can now manage customer records, sell and redeem gift cards, and review your restaurant's performance.

To configure staff accounts, permissions, security settings, and data management, see How to Manage Restaurant Staff, Permissions, and Settings.

You can also explore these related guides:

• How to Create and Manage a Restaurant Website With 10Web — create and customize your restaurant website and locations.
• How to Create and Manage the Restaurant Menu on Your Website — manage dishes, prices, menu sections, allergens, and languages.
• How to Set Up and Manage Table Reservations on Your Restaurant Website — configure bookings, seating, waitlists, and deposits.