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Reservation Page - How to Add, View and Archive Reservation Notes


The Reservation Note is an additional space for diverse details, special requests, or important reminders regarding guest stay or guest's needs. You can keep notes active or archive notes that you do not need anymore. In Cloudbeds PMS, you may easily add notes in reservations and in the dashboard and also view them directly on calendar.

Things to note:

  • It is possible to archive a note, but not to delete it.
  • Your guests won't see the notes. They are mostly for internal usage.
  • It's possible to export the notes from selected reservation with the Notes Report.

How to Add, View and Archive a Note in the Reservation Page

In the Reservation Page,

  1. Go to Notes Tab
  2. Enter the note text
  3. Click to Submit Note
  1. All the notes and details that a user adds will appear in Active Notes section.
  1. If you need to archive or edit note, click on the gear icon next to it and select the option needed:
  1. Archived notes are moved to separate section.
  2. You may restore an archived note, if needed.
How to Add a Note in the Dashboard

You may view, add and archive notes from the Dashboard too:

  1. Go to Dashboard
  2. Click small note icon near the name of the guest
  3. Enter the note text
  4. Click to Submit Note
  5. You may also check the notes added previously for the guest in the Dashboard

If reservation has active notes - it will be displayed with a yellow dot on dashboard

How to View Notes on the Calendar

To view a note added to the reservation on the calendar,

  1. Click on the Reservation
  2. Click on Notes tab

The reservations with notes will have small yellow dots on the calendar.

If a Note is displayed on the calendar but not on the Reservations Page, it means that the Note was added to the Guest Profile under the Guests tab, not on Reservation Notes tab. Check Guests Tab Overview.

How to view special requests or notes from channel (OTA) reservations?
  1. In the Reservation Page, click on Show More underneath reservation details.
  • This option will only be displayed if there exists a note or special request.
  • The special requests from OTAs can not be edited.

The special requests will be expanded;

Click on Show Less to hide the information.

The manual custom fields will be also displayed here - Click here to check further details.

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