1. Cloudbeds
  2. Cloudbeds Insights & Reports
  3. Classic Reports
  4. Daily Activity Reports

Notes Report

Gabriela Garcia
Updated

This report allows you to view all notes left on reservations and guest profiles in one place, eliminating the need to review each reservation individually.

Access and use

  1. From the Main Menu Main menu.pngclick on Classic reports Classic reports.png

  2. Go to Daily Activity Reports and click on Notes

  3. Customize the filters

  4. Click Apply

Filters Overview

When you open the report, you can filter the list of rooms by:

  1. Customer name, res #
  2. User Added By: Choose the user whose notes you'd like to see
  3. Notes Type: Reservations / Customers
  4. Reservation Status
  5. Room Type: Room category name
  6. Check-in Date and Check-out Date
  7. Date Note Was Added
  8. Status: Active / Archived

Use the Presets option if you would like to apply one of the default filters: Notes added today, today's arrivals' notes, or in-house guest notes.

Notes table default fields

The report will display the following fields by default after applying the filters:

  1. User
  2. Dated Booked, Arrival Date, and Departure Date
  3. Note Created: The date and timestamp for note submission will match the property's configured time zone in system preferences.
  4. Reservation Status
  5. Reservation Source
  6. Reservation Identifier: Reservation number or confirmation code
  7. Room Type: Room category name
  8. Notes Type: Reservations / Customers
  9. Status: Active / Archived
  10. Note

Report Configuration option

Click the Configure Report button to: 

  1. Arrange the items in the preferred order by dragging and dropping them 
  2. Select the desired items for display on your report

  1. Add extra fields
  2. Choose the export file type 
  3. Select the guest name format 
  4. Choose the letter casing format
  5. Set all your options, then click Save. The system will use these settings the next time you generate the report.

Use additional fields to add static data, such as the property's country code or the property identifier, to each export row.

Export To option

Find the Export To button at the top right corner of the page to download it as a PDF or Excel file.

FAQ

What can I use this report for?

Use it to maintain high service levels for your guests and evaluate whether your team adheres to your property's standard operating procedures (SOP). Here are a few examples of the filters you can use and actions to take:

  • Filter your report by Today’s Arrival’s Notes. Use it to encourage cross-department communication, prepare for guests' arrivals, and achieve high service levels.
  • Filter your report by the Confirmation Pending reservation status. Use it to follow up on reservations that have a check-in within the next X hours but remain unconfirmed. If the guest does not confirm their stay, cancel the reservation to free the room and return the inventory.
  • Filter your report by the No-Show or Canceled reservation statuses. Use it to assess whether your staff follows the SOP when managing these bookings and document the actions taken.
  • Filter by Note Type Customers. Use it to find notes related to the guest and not linked to a specific reservation.

Learn more about submitting notes in a guest profile here: Guests tab overview.

Is it normal that I don't have many notes in my report?

Seeing fewer notes in your report could indicate that your team is still adapting to documenting actions and incorporating pertinent details into reservations. This presents an excellent opportunity to enhance communication and record-keeping habits within your staff.

We recommend creating a standard operating procedure (SOP) with clear instructions on how to compose notes. This should outline what information to include and in which order. It should also specify the situations in which leaving notes is mandatory, such as:

    • Reasons for cancellations
    • Justifications for waiving cancelation and no-show fees
    • Background on upgrades, upsells, and room movements
    • Details on special requests
    • Information on discounts and courtesies approved by management

Why does my report show the same reservation multiple times?

A reservation with multiple notes associated with it will appear numerous times in the report because the system lists notes independently from reservations or guest profiles. Each note will be displayed in its own row.

Why does my report show the same note multiple times?

When a reservation includes two or more types of accommodation and units, the system submits the notes for each room number.

For example, in a reservation for two beds in a shared dormitory, the note appears twice, once for each bed:

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