Just after eight in the evening, a group of four playing at the table by the door sees that the corner table has just freed up, with less foot traffic around it, and asks to switch. Without a table transfer function, staff have only two options and both are poor: charge for the old table and open a new one, so the guests pay twice; or leave the old table's clock running and keep it all in their head, while the old table cannot take anyone else. A proper transfer has to keep three things: the time already played, the items already ordered, and one single bill.
What the software does when you press Transfer table
A table in play has a Transfer table button. Staff choose the destination table, choose the price type for the new table, then confirm. Here is what happens to each part:
| Part | After the transfer |
|---|---|
| Bill | Still the same bill, moved to the new table. The old table goes back to empty and can take other guests right away. |
| Time already played | Closed at the moment of the transfer, charged at the old table's price, with a note showing which table it moved from and to. |
| Time from here on | A new time line opens at the destination table, at the price type just chosen. |
| Items already ordered | They sit on the bill, so they travel with the guests and need no re-entry. |
| History | The bill log records the transfer and the account that made it. |
Why two time lines on the bill is the correct result
When guests move from a regular table to a large one, the two stretches of time carry two prices. Merging the whole session into one price leaves one side short. The software keeps each stretch separate, as in this example with illustrative prices (each venue sets its own):
| Time line | Time played | Price per hour | Amount |
|---|---|---|---|
| Table 4 | 1 hour 20 minutes | 60,000đ | 80,000đ |
| Table 9 | 40 minutes | 90,000đ | 60,000đ |
| Total table time | 2 hours | 140,000đ |
The same applies going from a large table back to a regular one: the stretch already played is not recalculated at the cheaper price. Table time is still charged by the minute or by block and rounded the way the venue has set it. Guests can see each stretch on the bill, so staff have less to explain.
When a transfer is not possible
- The destination table has guests. The software only allows a move to an empty table. If someone has just opened the destination table, the action returns an error instead of overwriting that table's bill.
- The table is using a combo. The software says the table cannot be transferred. Mention this when selling a combo so guests choose the table they like from the start.
- A different area, if the venue blocks it. There is an option that disallows transfers between areas. Venues with a separate floor or zone can switch it on so staff do not move guests across zones on their own.
Transfers also deserve a watchful eye
Because staff choose the price type at the new table, this action touches money. Moving a guest from the standard price to a lower price type still produces a valid bill; the venue simply collects less. The software cannot read the intent of whoever pressed the button, but it leaves enough of a trail for the owner to review:
- A "Transfer table" notification goes to whoever has switched on this notification type, showing the account used and which table moved to which.
- Each time line on the bill records the price applied, so at shift close you can compare bills with a transfer against the guest's actual price type.
- The bill log keeps the transfer on record, which helps when a guest or cashier has a question later on.
One small habit helps a lot: tell staff to do the transfer the moment guests change tables, not later when things calm down. Time is closed when the button is pressed, so however late it is pressed, that stretch stays on the old table at the old price.
Table transfer, per-table time billing and in-table drink ordering are part of Ordersys billiard management software. If you want to try it, there is a 7-day free trial: open a table, order a bottle of water, transfer to another table and look at the bill to see how the software splits the time.
Further reading: Closing the night shift at a billiard hall: reconciling table time, drinks and cash for how to check things at the end of a shift; and Billiard cameras against staff fraud: matching orders with table video if you want to check more closely.
Ordersys times every table automatically, switches table lights, takes drink orders at the table and reports revenue per shift.
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