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Introduction to booking notes

Booking Notes let you record important information about a reservation - from internal Staff reminders to Guest-visible messages. They help your team stay coordinated, improve communication, and ensure a smooth Customer experience from booking to check-in.

You can add notes to the Booking invoice and generate reports on notes through the Booking Notes report.

Read this introduction to the Booking Notes feature, which provides information on how to access your invoice notes.

 

Accessing the features mentioned in this article


Where can I find this feature using the top menu?

  • Add and view notes: Booking Index > Invoice > Notes
  • Report on notes: Booking > Notes > Booking Notes report
     

What more do I need to use this feature?

Which Checkfront version supports this feature - classic items, classic products, or both?

  • This feature is available in both our classic version, which uses classic items (Inventory > Items), and our classic version, which uses classic products (Inventory > Products).  → Learn more about products

 

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Storing credit card information

To protect Customers’ Protected Personal Information (PPI) and to comply with PCI regulations and the Checkfront Terms of Service, please do not store credit card information in booking or note fields.

Checkfront is PCI compliant. We securely transmit payment details to certified payment providers only, and do NOT store credit card numbers, expiration dates, or CVV codes in our databases.

We recommend using a payment provider like Stripe to securely capture credit card details and process payments. See our List of supported payment providers for more options.

The penalties for breaking PCI compliance are steep for both you, the merchant, and us, the service provider. For more information, please see our Terms of Service: Checkfront Terms of Service.

 

Booking notes overview

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Booking invoice screen highlighting the Notes section where staff can add or view notes for the booking.

Sometimes, Staff need to make notes on bookings, for example, adding reminders when Guests check in or leaving instructions for fellow staff members.

Checkfront makes this possible with the system note field that displays by default on every invoice.

 

Booking notes list showing all notes for a specific booking, including check-in, check-out, and staff notes with timestamps.

The Notes report (Booking > Notes) shows all the Staff notes added to your bookings for the chosen timeframe.  

You can also report on Staff and Customer notes via the Booking Index (Reports > Booking Index).

 

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Learn more about reporting

For a detailed look at your reporting options, check out the following articles:

 

 

Accessing the booking notes report (step-by-step)

  1. Navigate to Booking > Notes.
  2. Open the booking you want to update by clicking its Booking ID.
  3. Click the Booking ID to access the Booking Invoice.
  4. See the Notes column in the right-hand panel.

     

Next Steps

Once you’re comfortable with the basics above, check out these deeper-dive articles:

Each article walks you step-by-step through that specific feature. 

The following article explains how to filter the booking notes report by date.

 

Filtering the booking notes report by date >

 

 

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