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How to use Booking Notes?

Clear communication is at the heart of successful hotel operations. It lays the foundation for outstanding guest experiences and ensures your team works smoothly and professionally behind the scenes. This article teaches you the steps to take to create and manage your Notes.

 

 

Two types of messages

We differentiate two types of notes:

  1. Remarks:
    Added during the booking process when the booking is made via online channels.

    If an Online Travel Agency (OTA) includes details like a Virtual Credit Card (VCC), or if the guest shares specific comments during booking — you will find those under Remarks.

  2. Notes:
    For internal use only.

    Any comment that is necessary to avoid misunderstandings or to point out specifics in regards to the payment, guests needs etc.
    * Guests will not be able to see these notes, yet always be correct and professional.

 

The Notes Feature can be accessed in three locations:

  1.  Via the Booking List Note icon
  2. Via the Booking pop up screen
  3. Via the Booking Page/ reservation itself

 

1 - Open the Notes feature in via the Booking List

  • Via the main menu choose the Bookings tab and click on the Notes icon behind the concerning booking you would like to add a Note to:

    *If there are number(s) attached to the Note icon, you know there are one or multiple notes attached already.

 

2 - Open the Notes feature in the Booking pop up screen

The Booking Pop up screen can be opened via the Booking List when clicking on the eye icon behind the bookings:

Or when clicking on the concerning booking in the Rooms Calendar:

 

  • In the Pop Up screen the Notes section is located on the top right corner: 
  • Click on New Note +:

 

 

3 - Open the Notes feature in the Booking Page/ reservation itself

  • Click on Create New to create a Note:

 

👉Creating a Note:

No matter which of the three options above you use to access the Notes feature, the process for creating a note is identical.

Follow the steps below once you reached the pop up screen and start creating a Note:

 

  • In the Pop up screen that appears choose the use the Note To field to determine to whom it is addressed to:

    - General – For any system user to see

    - Food and Beverage – For kitchen/bar/breakfast staff (e.g. allergies, dietary notes)

    - Housekeeping – For the housekeeping team (e.g. cleaning requests, extra towels)

 

  • In the Note section, type the concerning message:


  • If desired apply a Tag in the Tag field — these are especially useful if you want to filter or organize your notes later:

💡TIP:

Check our article "How to use Tags" for more information on Tags.