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Exporting booking notes

Exporting booking notes lets you save or share important information from your bookings for reporting, recordkeeping, and analysis. You can export notes to review Staff communications, audit Guest requests, or maintain compliance logs outside of Checkfront.

Learn to export notes from the Booking Notes report, including understanding the export modal settings.

New to Booking Notes? You can read the first article in this series for an introduction to the Booking Notes feature. 

 

Accessing the features mentioned in this article


Where can I find this feature using the top menu?

  • 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 using classic items (Inventory > Items) and our classic version using 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.

 

Exporting booking notes (step-by-step)

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Booking notes screen highlighting the Export button used to download booking notes data.
  1. Open the Booking Notes report (Booking > Notes).
  2. Navigate to the Notes tab.
  3. Apply any filters or search terms (optional).
  4. Click the Export button. Clicking the option opens the Export modal.
  5. Enter the name of the file within the Save As field.
  6. Select your preferred file Format.
  7. Select the destination for your export file from the Save To drop-down menu.
  8. Choose whether to export all or visible columns only from the Columns drop-down.
  9. Specify the maximum number of rows to export (optional) using the Max Rows input field. By default, the system selects All Rows for export.
  10. Choose to Use ISO Dates by selecting the checkbox next to the Formatting field.
  11. Click Export to download your file.
  12. Open the file in your preferred spreadsheet application (e.g., Microsoft Excel, Google Sheets, or Numbers).

Booking notes export file example in Apple Numbers

Below, we go into more detail regarding configuring your export.

 

Understanding the export modal settings

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Export window showing options to save booking notes, select format, choose columns, and export all rows.

Clicking the Export option opens the Export modal, which allows you to select your preferences for file exports, as described below.


Save As

Enter the name of your export file. 

  • By default, the file name includes the report's name and date range.
  • You can edit the file name by entering a different name in the Save as field.
     

Format

Choose the file type for your export:

  • MS Excel (XLSX) - Microsoft Excel spreadsheet.
  • CSV - Comma-separated Value file, easy to use in Excel or Google Sheets.
  • PDF - Portable Document Format, good for printing or sharing.
  • XML (eXtensible Markup Language) - useful for system integrations.

 

Save To

Decide where the export should go:

  • Computer - Download directly to your device.
  • Email - Send a secure link to your inbox (we host this file on Google Cloud Storage).
  • Google Drive- Save straight to your connected Drive account.

 

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Files securely hosted in Google Storage

The system emails exports as links to the files securely hosted in Google Cloud Storage.

 

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Learn more about Google Drive

For a detailed look at exporting to Google Drive, check out the following article:

 

Columns

Choose whether to export:

  • Visible columns - Exports only what you see in your Item Events list.
  • All columns - Exports all available data.

NOTE: With this report, all columns are always visible, so you get the same result with either option.

 

Max Rows

Control how many rows you include in the export:

  • Export All Rows - Full dataset.
  • Limit Rows - Useful if you only need a sample or a smaller file.

 

Formatting

Choose how dates are displayed:

  • Use ISO Dates - Standard format YYYY-DD-MM  (e.g., 2020-06-09).
  • Use ISO Dates (not selected): This option uses the date you set in the Date Format setting (Manage > Setup > Locale). 

 

 

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