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Understanding Guest Public and Private Notes

The guest history record allows you to add Public Notes and Private Notes to keep track of important information.

  • Private Notes: Internal only. Use for details that should be visible to employees but not shared with guests.

  • Public Notes: Guest-facing. Use for information that can appear on reports and guest communications.

Guest history notes allow staff to record important information about a guest. Notes can be Private (visible to employees only) or Public (included on reports and guest correspondence).

Follow the steps below to add or edit guest history notes:

  1. Access Guest History
    1. Click the People link on the Quick Navigation Pane.
  2. Search for a Guest
    1. Enter your search criteria, then click the appropriate guest record.
  3. Locate Notes & Details
    1. In the Notes & Details section, you’ll see two fields: Public and Private.
  4. Add or Edit a Note
    1. Click into either the Public or Private notes field.
      1. Note: There is no character limit displayed, but keep notes concise and relevant.
    2. Type your note.
    3. To save, click the green checkmark or press Tab.
      1. Tip: To delete a note, clear the field and save using the same method.