The Notes Report in Cloudbeds PMS (Classic Reports) helps you find and review reservation notes and guest profile notes in one place, without opening each reservation or guest profile.
- For front desk teams: Use it to quickly confirm important details for today’s arrivals, in-house guests, and upcoming check-ins (example: special requests, follow-ups, or internal reminders).
- For owners and managers: Use it to audit note quality, verify that staff follows your standard operating procedures (SOP), and review how cancellations, no-shows, discounts, and exceptions are documented over time.
Access and use
- From the Main Menu, click on Classic reports
- Open the Daily Activity Reports and click on Notes
- Set your filters (example: Check in and Checkout date today)
- Click Apply
If you can’t find Classic Reports in the left-side menu, don’t worry; Cloudbeds is progressively rolling out a consolidated Reporting menu. Depending on your property, Classic Reports may now be located inside the Reporting section.
Learn more in Report Navigation Update: Consolidation of Reporting in the PMS Menu.
Filters Overview
When you open the report, you can filter the list of notes by:
- Customer name, Res #: Find notes for one guest or one reservation.
- User Added By: See notes written by a specific staff member.
- Notes Type: Choose Reservations or Customers.
- Reservation Status: Focus on Confirmed, Pending, Canceled, In-House, Checked Out, or No-Show Reservations.
- Room Type: Select the Room category name.
- Check-in Date and Check-out Date: Find notes for a date range.
- Date Note Was Added: Find notes written on a specific day.
- Status: Show Active or Archived notes.
When you are done: You can read the note in the table and confirm the guest details.
Tip: 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:
- User
- Dated Booked, Arrival Date, and Departure Date
- Note Created: The date and timestamp for note submission will match the property's configured time zone in system preferences.
- Reservation Status
- Reservation Source
- Reservation Identifier: Reservation number or confirmation code
- Room Type: Room category name
- Notes Type: Reservations / Customers
- Status: Active / Archived
- Note
Report Configuration option
Click the Configure Report button to:
- Arrange the items in the preferred order by dragging and dropping them
- Select the desired items for display on your report
- Add extra fields
- Choose the export file type
- Select the guest name format
- Choose the letter casing format
- 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
Who can view the Notes Report?
Access depends on the role privileges assigned to each user. If a user cannot see the Notes Report, review their role permissions. Learn more: Role privileges.
Who can add and edit notes in Cloudbeds PMS?
Users can add or edit notes only if their role allows access to reservations or guest profiles. If a team member cannot add notes, check their role settings. Learn more: Role privileges.
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: Guest Profile Overview.
What should managers review once per year?
Review whether staff consistently documents cancellations, no-shows, discounts, waivers, upgrades, and special requests. Confirm that notes follow your standard operating procedures (SOP).
Tip: Use filters or exports to support an internal audit if needed.
What is the difference between reservation notes and guest profile notes?
Reservation notes apply to one specific booking. Guest profile notes apply to the guest and can be used across multiple stays.
Learn more: Manage Reservation Notes.
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:
How long are notes kept, and can they be archived?
Notes do not expire or get deleted automatically. They remain available in Cloudbeds PMS for reporting and historical review. Notes can be archived to keep active lists clean, and archived notes can still be accessed at any time by filtering the report by Status (Active or Archived).
Learn more: Manage Reservation Notes.
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