Reservo Setup Guide: Reservations, Holds, Waitlists and Pickup
Learn how to set up and use Reservo end to end. This central guide covers online reservations, in store holds, pickup workflows, customer and staff notifications, and the newer Automation features that now have their own detailed guides.
New to Reservo? The app helps you manage reservations, stock holds, deposits, and customer collection workflows across Shopify POS and your online store.
Most merchants complete the core setup in 15 to 20 minutes. The written steps below are current and include the spring 2026 updates. The original videos are temporarily hidden while we record updated versions.
Newer feature guides
Use this page as the central setup guide. For deeper walkthroughs of the newer features, use the dedicated guides below:
General Setup
What You'll Learn
Configure notification settings and hold periods for ROPIS reservations in Reservo. This includes email notifications for customers and staff, plus automated inventory management for online reservations.
Notification Configuration
Reservo can email your team when customers make online or in-store reservations, and can email customers when reservations are created, cancelled, or expire. Set the shop-wide staff address, enable the staff and customer notification options you want to use, and add your reply-to address in ROPIS Settings.
If you run more than one store, you can also route staff alerts by location so each store hears about its own reservations only. For the full setup, routing, and customer-email details, see the reservation notifications guide.
Hold Period Settings
Hold periods control how long stock stays reserved before it is released. We recommend enabling auto-expire so uncollected reservations return to available stock automatically, then setting a default hold period that matches how long you normally keep items aside.
- Recommended: 5 to 7 days for most retailers
- Shorter (1 to 3 days): For clearance items or high-demand stock
- Longer (14 days): For high-value items or custom orders
Staff can also work with per-item hold periods and release a single item without cancelling the whole reservation. For those workflows, see the hold periods and release guide.
Quick Reference
- ✓ Staff notifications: Add staff address and enable alerts
- ✓ Customer notifications: Enable the customer emails you want to send
- ✓ Reply-to email: Your customer service address
- ✓ Auto-expire: ON (recommended)
- ✓ Default hold: 5 to 7 days (adjust based on your business)
- ✓ Detailed notification, hold, and release workflows live in the linked guides
Location & Product Setup
What You'll Learn
Enable the ROPIS feature for your store locations, configure customer permissions, and choose which products can be reserved online. Includes bulk enablement and theme installation.
Customer Permissions
Registration Requirements
Choose who can create online reservations using ROPIS:
- Registered customers only: Requires account login. Captures customer data, reduces no-shows, easier to contact.
- Any customer: Lower friction for first-time visitors. Less customer data, potentially more abandoned reservations.
Maximum Reservations Per Customer
Set how many active ROPIS reservations one customer can have simultaneously:
- Recommended: 1 to 3 reservations
- Purpose: Prevents individuals from tying up excessive inventory across multiple products/locations
- Customer messaging: Clear notice shown when limit reached
Location Setup
Enable ROPIS Per Location
- Go to ROPIS Settings → Location Setup
- View all locations configured in Shopify admin
- Toggle ROPIS enabled for each location offering pickup
- Only enabled locations appear in customer location selector
Inventory Visibility
Choose whether to show stock quantities to customers:
- Show inventory: Creates urgency, helps customers choose locations with better stock
- Hide inventory: Better if stock fluctuates frequently or you have limited quantities
Important: Locations must exist in Shopify Settings → Locations first. Add any new pickup points there before enabling ROPIS.
Product Configuration
Bulk Enablement (Fastest Method)
- Go to Products in Shopify admin
- Select multiple products (checkboxes)
- Click three dots menu → Bulk enable/disable ROPIS
- Choose enable or disable for all selected products and variants
- Confirm
Individual Product Setup
- Open any product in Shopify admin
- Scroll to Blocks section (right side)
- Add "Product Reservations and ROPIS Settings" block
- Repeat for specific variants
- Pin blocks for easy future access
For Products with Many Variants
Use the product-level bulk action:
- Open the product
- Click More Actions
- Select Bulk enable/disable ROPIS
- Applies to all variants of that product
Critical: Reserve button only appears when:
- ✓ Product has ROPIS enabled AND
- ✓ Stock exists at a ROPIS-enabled location, or Automation-plan out-of-stock reservations are enabled
On the Automation plan, you can also allow reservations when an enabled variant is out of stock and use Reservo as a product waitlist. For setup and queue behaviour, see the waitlist setup guide.
Theme Installation
1. App Embed (Reservation Cart)
- Online Store → Themes → Customize
- Left sidebar → App Embeds
- Find "Reservo Reservation Cart"
- Toggle ON
- Save
2. Reserve Button Block
- In theme editor, open product template
- Find buy buttons / add to cart section
- Add Block → Search "Reserve Online"
- Position where desired
- Save
3. Customer Profile Extension
- Theme editor → Checkout and customer accounts → Orders template
- Add "Customer Reservations" block
- Position appropriately
- Save
Customers can now view and manage active reservations from their account page.
Quick Reference
- ✓ Customer permissions: Choose registered vs any customer
- ✓ Max reservations: Set limit (1 to 3 recommended)
- ✓ Enable locations: Toggle ROPIS per location
- ✓ Bulk enable products: Select → 3 dots → Bulk enable ROPIS
- ✓ Individual setup: Add blocks to products/variants
- ✓ Theme: App embed ON + Reserve button block + Profile extension
- ✓ Remember: Button only shows when enabled, and either stock is available or Automation-plan out-of-stock reservations are enabled
Customer Experience
What You'll Learn
See exactly what your customers experience when using ROPIS to reserve products online. Understand the complete journey from your website's product page to in store collection.
Customer Journey Overview
Understanding the customer experience helps you set expectations and train staff on what customers see before they arrive.
Step 1: Product Page
Reserve Button Appears When:
- Product and selected variant have ROPIS enabled
- Stock is available at a ROPIS-enabled location, or Automation-plan out-of-stock reservations are enabled for that variant
- Button appears alongside standard buy buttons
Step 2: Login/Registration
If Registration Required:
- Customer must log in or create account
- After login, returns to reservation flow
- Account stores all reservation history
If Guest Reservations Allowed:
- Customer proceeds directly to location selection
- Provides contact details for notifications
Step 3: Location Selection
Multi-Location Display:
- All ROPIS-enabled locations shown
- Stock availability indicated (if inventory visibility enabled)
- Customer selects preferred pickup point
- Location address and details displayed
Step 4: Reservation Details
Information Collected:
- Product(s) being reserved
- Selected pickup location
- Collection deadline (based on hold period)
- Optional notes field (size questions, special requests, etc.)
Customer Reviews:
- Summary of reservation
- Confirms location is correct
- Understands collection timeframe
Step 5: Confirmation
Immediate Feedback:
- On-screen confirmation message
- Reservation reference number
- Collection deadline clearly stated
- Email confirmation sent (check inbox)
How the reservation becomes an order
An online reservation is not a Shopify order yet, and the customer does not check out online. The item is held for collection. When the customer comes into store, staff open the reservation in Shopify POS, tap Convert to Cart, and complete checkout there. That is the moment the Shopify order is created and linked back to the reservation.
If the customer only wants to leave a deposit at collection, staff use Shopify POS split payment after converting the reservation to the cart. The order is then marked partially paid until the final balance is collected.
Customer Account Features
Viewing Reservations
- Access from account profile page
- See all active reservations
- View collection deadlines
- See which location to visit
- Review any notes added
On the Automation plan, items reserved against incoming stock show awaiting stock until they are allocated, then flip to ready for collection. See the waitlist setup guide.
Multiple Reservations
- Can create multiple separate reservations (up to your limit)
- Can add multiple items to single reservation
- Persistent reservation cart while shopping
Reservation Cart Workflow
- Start reserving item 1
- Click "Continue Shopping" instead of confirming
- Persistent bar appears at bottom of all pages
- Browse and add item 2 to same reservation
- Return to reservation cart anytime
- Confirm when ready (multiple items, one reservation)
Maximum Reservation Limits
When Limit Reached
- Clear message displayed
- Explains current limit (e.g., "Maximum 2 reservations")
- Customer must collect or cancel existing reservation
- Then can create new reservation
Why Limits Exist
- Prevents inventory lock-up by single customer
- Encourages timely collection
- Protects availability for other customers
Customer Sees:
- ✓ Reserve in Store button (on product page)
- ✓ Login/registration (if required)
- ✓ Location selector (choose pickup point)
- ✓ Details screen (review before confirming)
- ✓ Confirmation (on-screen + email)
- ✓ No online checkout. Staff turn the reservation into a POS order when the customer collects
- ✓ Account management (view all active reservations)
- ✓ Persistent cart (add multiple items to one reservation)
- ✓ Clear limits (when maximum reached)
Staff Workflow
What You'll Learn
Complete staff training for managing ROPIS reservations using Reservo at Shopify POS. Learn to create, manage, and convert online reservations to sales.
Creating In-Store Reservations
When to Use
- Customer in store wants to hold item
- Out of stock at this location but available elsewhere
- Customer needs time to arrange payment
Steps
- Add product(s) to cart in Shopify POS
- Assign cart to customer (create new or select existing)
- Tap "Reservo" tile
- Review reservation details (hold period shown)
- Adjust hold period (if staff override enabled)
- Tap "Reserve Items"
- Select reason for reservation
- Add notes (optional but recommended)
- Tap "Confirm Reservation"
- Reference number appears
- Cart clears automatically
Email Notifications
Staff Receive
- Instant notification when ANY ROPIS reservation is created (online or in store)
- Email includes customer details, items reserved, location, collection deadline
Action Required
When notification received:
- Physically remove item from sales floor
- Store safely with reservation reference
- Mark with collection deadline
- Ensure item stays in good condition
Daily Routine Recommendation
- Check reservation manager in the morning
- Check at key points throughout day
- Ensures online ROPIS reservations are actioned promptly
- Customers find items ready when they arrive
Viewing & Managing Reservations
Find any reservation in seconds: search by barcode, product title, or SKU. Scan it or type it.
At POS
- Tap "Manage Reservations" tile
- View all active holds
- Filter by location, customer, status
- Tap any reservation to view details
In Shopify Admin
- Open Reservo app
- Centralised dashboard shows all locations
- Click reservation to view full details
- Can modify, extend, release, or cancel remotely
- Perfect for multi-location managers
Reservation Details Show
- Customer information
- Items reserved
- Pickup location
- Hold period expiration
- Staff notes
- Creation date/time
- Status (Reserved, Partially Paid, Completed, Cancelled)
Real-Time Inventory
Automatic Updates
- Reserved item immediately marked "unavailable"
- Reflects in POS inventory instantly
- Updates Shopify admin dashboard
- Syncs across all channels (online store, other locations, POS)
- Prevents overselling reserved items
Check Inventory Anytime
- View product → See current stock
- Shows ROPIS reserved quantities separately
- Available stock excludes reservations
Cancelling Reservations
When to Cancel
- Customer doesn't collect within hold period
- Customer requests cancellation
- All items are unavailable. For a single damaged item, release just that item instead.
Steps
- Find reservation (POS or admin)
- Tap/click reservation
- Select "More Actions" → "Cancel Reservation"
- Confirm cancellation
- Customer receives email notification
- Stock automatically restored to available
- Inventory updates immediately across all channels
Releasing One Item Without Cancelling
If a customer only wants some of their reserved items, you can release one item without cancelling the whole reservation. See the hold periods and release guide for the step-by-step workflow.
Converting to Sale
When Customer Arrives to Collect
- POS → Tap "Manage Reservations"
- Find customer reservation
- Tap reservation to open
- Tap "Convert to Cart"
- Confirm action
- Items added to POS cart
- Process checkout normally
- Collect payment
- Complete sale
Reservation Status
- Automatically updates to "Completed"
- Links to order number
- Full traceability maintained
Taking Deposits
If Customer Wants to Pay Deposit
- Convert reservation to cart (steps above)
- At checkout, select "Split Payment"
- Enter deposit amount customer paying today
- Process payment (card, cash, etc.)
- Mark order as "Partially Paid"
- Tap Done
Result
- Reservation status updates to show partial payment
- Order created with deposit recorded
- When customer returns, find order and collect final payment
- Complete sale
Traceability
Full Connection
- Reservation reference → Order number
- Order details → Reservation reference
- Complete audit trail
- Easy to track progression
- Useful for reporting and analysis
In Admin Dashboard
- Reservation shows linked order
- Order shows original reservation reference
- Both accessible from either view
- Perfect for resolving customer queries
Staff Quick Reference Card
CREATE RESERVATION:
Add to cart → Assign customer → Reservo → Confirm
WHEN NOTIFICATION RECEIVED:
Remove item from floor → Store safely → Mark with reference
CUSTOMER ARRIVES:
Manage Reservations → Find customer → Convert to Cart → Checkout
TAKE DEPOSIT:
Convert to cart → Split Payment → Enter amount → Process
CANCEL:
Find reservation → More Actions → Cancel → Confirm
INVENTORY:
Reserved = Automatically unavailable
Cancelled or released = Automatically restored
Quick Reference Guide
Setup Checklist
Initial Setup (One Time)
- ☐ Configure staff notification email
- ☐ Enable customer notifications (confirmation, expiration, cancellation)
- ☐ Set reply-to email address
- ☐ Enable auto-expire inventory holds
- ☐ Set default hold period (5 to 7 days recommended)
- ☐ Choose staff override setting
Per Location
- ☐ Verify location exists in Shopify Settings → Locations
- ☐ Enable ROPIS in Location Setup
- ☐ Decide whether to show inventory quantities
- ☐ Set customer permissions (registered vs any)
- ☐ Set maximum reservations per customer
- ☐ Optional: set per-location staff notification recipients
Products
- ☐ Bulk enable ROPIS on product groups, OR
- ☐ Add ROPIS blocks to individual products/variants
- ☐ Ensure products have stock at ROPIS-enabled locations, unless using Automation-plan out-of-stock reservations
- ☐ Test: Reserve button should appear on enabled products
Theme
- ☐ Enable app embed (Reservation Cart)
- ☐ Add Reserve Online button block to product template
- ☐ Add Customer Reservations block to account template
- ☐ Test on your storefront
Staff Training
- ☐ Show staff how to create in store reservations
- ☐ Explain email notification workflow
- ☐ Demonstrate how to convert reservations to sales
- ☐ Practice taking deposits
- ☐ Test cancellation and single-item release
Common Settings
| Setting | Recommended | Alternative |
|---|---|---|
| Customer Type | Registered | Any customer |
| Max Reservations | 2 to 3 | 1 (strict) or 5+ (loose) |
| Hold Period | 5 to 7 days | 1 to 3 (clearance) or 14+ (custom) |
| Staff Override | Enabled | Disabled (consistency) |
| Show Inventory | Yes | No (if fluctuating) |
| Auto-Expire | Yes | Never disable without a clear staff process |
Troubleshooting
Reserve Button Not Showing
- Check: Is ROPIS enabled for this product and variant?
- Check: Is product in stock at a ROPIS-enabled location?
- Check: If it is out of stock, see the waitlist setup guide.
- Check: Is theme block installed on product template?
- Check: Is app embed enabled?
Customer Can't Create Reservation
- Check: Have they reached maximum reservation limit?
- Check: Are they logged in (if required)?
- Check: Is selected location ROPIS-enabled?
- Check: Is there stock at the selected location, or is waitlist/out-of-stock reservation enabled?
Staff Not Receiving Notifications
Check the shop-wide address, enabled notification toggles, spam folder, and any location-specific routing. For the full checklist, see the reservation notifications guide.
Inventory Not Updating
- Check: Is auto-sync enabled in Shopify?
- Check: Refresh admin dashboard
- Wait: Sync can take 30-60 seconds
- Contact support if persists beyond 5 minutes
Frequently Asked Questions
General
Q: What is Reservo?
A: Reservo is a Shopify app for managing reservations, stock holds, deposits, payment plans, and online pickup workflows across Shopify POS and your online store. ROPIS, Reserve Online, Pick Up In Store, is the online reservation workflow covered in this central guide.
Q: What's the difference between ROPIS and regular layaway?
A: ROPIS lets customers reserve products from your website with no payment. They just book it online and collect in store. Regular layaway (also available in Reservo) typically involves deposits and payment plans. ROPIS is about driving online traffic to stores; layaway is about flexible payment options.
Q: Can I use both ROPIS and deposits together?
A: Yes. Customers can reserve online via ROPIS with no payment, then your staff can take a deposit when they convert the reservation to a sale at POS using Shopify split payments.
Q: Does ROPIS work with only one location?
A: Yes. The ROPIS feature in Reservo works with single or multiple locations. With one location, customers just confirm they want to reserve at your store. With multiple locations, they choose which store to visit.
Customer Experience
Q: What happens if a customer doesn't collect?
A: The reservation automatically expires after the hold period. Stock is released back to available inventory. Customer receives an expiration email. No penalty or charge.
Q: Can customers pay a deposit online?
A: Not currently. ROPIS is reservation-only (no payment). Customers pay when they collect in store. This is intentional: it keeps the online flow simple and drives store visits.
Q: How does an online reservation become a Shopify order?
A: Staff convert it at Shopify POS when the customer comes in to collect. The online reservation holds the stock but does not create an order or take payment. At collection, staff open the reservation, tap Convert to Cart, complete checkout, and the Shopify order is created and linked to the reservation.
Q: Can customers change their pickup location after reserving?
A: Not directly. They would need to cancel the existing reservation and create a new one at the different location (subject to your maximum reservation limits).
Q: Do customers get reminders?
A: Customers receive a confirmation email when they reserve and an expiration notice if a hold lapses uncollected. A reminder email ahead of expiry is not currently sent. If that would matter to your store, tell us at support@unitedapps.io.
Inventory & Stock
Q: What if I sell the reserved item by mistake?
A: Reservo automatically marks ROPIS reserved items as unavailable. They shouldn't appear in your available stock. If this happens, check that auto-sync is enabled and contact support.
Q: Can I reserve more items than I have in stock?
A: By default, no. Customers can only reserve items in stock at their selected location. On the Automation plan, you can enable out-of-stock reservations and waitlists for selected variants and locations. See the waitlist setup guide.
Q: What happens to online stock levels when someone reserves?
A: The reserved quantity is immediately deducted from available stock online. This prevents overselling. When the reservation is collected or cancelled, stock updates accordingly.
Q: Can I set different hold periods for different products?
A: Yes. Reservo supports default hold periods and product or variant-level overrides. See the hold periods guide.
Staff & Operations
Q: Can staff create ROPIS reservations for any location?
A: Staff can use Reservo to create ROPIS reservations for any enabled location from any POS device, but they typically create them for their own location. The centralised dashboard lets managers view/manage all locations.
Q: What if a reserved item gets damaged?
A: Release that item's stock from the reservation in the admin, or cancel the reservation if it is the only item, then contact the customer to explain. Offer to reserve a different unit or provide alternatives.
Q: How do I know which items to pull from the floor?
A: Staff receive email notifications immediately when reservations are created. The email includes product details, customer name, and reservation reference. Pull items promptly and store with reference number.
Q: Can customers create reservations in store?
A: Customers primarily use ROPIS to create reservations online from your website. However, your staff can create reservations for customers using Reservo at POS (useful if item is out of stock at this location but available elsewhere).
Q: Can I set up structured layaway instalment plans (e.g. 10 monthly payments of $100)?
A: Automated instalment scheduling is not currently supported. Reserve Products allows you to take an initial deposit at POS and accept additional partial payments over time, but it does not enforce fixed payment schedules or automatic instalment intervals. Merchants typically manage agreed payment timelines operationally, with staff applying payments as customers return to store.
Q: Can customers make multiple payments and only collect once fully paid?
A: Yes. You can take an initial deposit and then accept additional payments against the same order using Shopify POS split payments. The item remains reserved and unavailable for sale until the balance is cleared. Once fully paid, staff convert and complete the sale at POS. Watch the example video here.
Q: What happens if a customer does not complete their layaway payments?
A: Reservo does not automatically convert unpaid balances into store credit or enforce term deadlines. If a customer fails to complete payment, staff can cancel the reservation and handle any store credit or refund process manually according to store policy. Inventory is automatically returned to available stock once the reservation is cancelled.
Technical
Q: Does Reservo work with my theme?
A: Yes. Reservo and its ROPIS feature work with all modern Shopify themes via app blocks and embeds. You install it through the theme editor. No coding required.
Q: What if I have a custom theme?
A: Reservo uses standard Shopify app blocks, which work with custom themes. If you encounter issues, contact your theme developer or our support team.
Q: Can I customise the email templates?
A: Email content is currently standardised, but we're working on custom templates. Contact support if you need specific wording changes.
Q: Does Reservo work with Shopify POS Lite?
A: Yes. Reservo and ROPIS integrate with standard Shopify POS. However, some advanced features require Shopify POS Pro (check your POS plan if you encounter limitations).
Need More Help?
You'll also find setup, how-to videos, and support inside the app under Help & Guides.
Support
Email us: support@unitedapps.io
Response time: Usually within 24 hours (weekdays)
Installation
Install Reservo: Shopify App Store
14-day free trial available
About Reservo
Reservo is built by United Apps, a UK-based Shopify development company specialising in retail solutions. We help independent retailers compete with enterprise-level features at accessible prices.
Key Features
- Reserve Online, Pick Up In Store (ROPIS)
- In-store reservations and holds
- POS deposit tracking
- Multi-location inventory management
- Automated email notifications
- Product waitlists and out-of-stock reservations on the Automation plan
- Shopify Flow triggers on the Automation plan
- Real-time stock synchronisation