The “Notes” tab lists all notes about a guest: the free notes the hotel writes here itself, the hotel's notes on requests and offers, and messages or notes that were bookmarked elsewhere. Entries can be marked as important; the tab bar of the guest record then also shows an icon for this. The tab is under Guests Archive › (guest) › Notes.
Example: Record a remark about the guest and mark it as important
Open the Guests Archive menu item and click the guest. The guest record opens.
In the tab bar of the guest record, open the “Notes” tab.
Click “Add note”. The “New annotation” field opens.
Write the remark in the “New annotation” field. As soon as there is text in the field, “Save” is active.
Click “Save”. The “New annotation” field closes, and the remark is at the top of the list as an entry of the “Free notes” type.
On the new entry, click the note icon at the top right. Its tooltip reads “Click to mark message or note as important”.
The note icon of the entry then carries a red exclamation mark. In the tab bar of the guest record, there is an icon with a red exclamation mark and the tooltip “There are important notes for this guest” in front of the “Notes” tab.
The pages in detail
Notes
The list shows all entries about the guest, the newest at the top. Each entry states its type, the date and time and “from …” if an author is known. If the guest has no entry yet, it says “There are no notes for this guest.”
The type of an entry tells you where it comes from. There are 7 types: “Free notes”, “Conversation message”, “Guest notes in request”, “Hotel notes in request”, “Hotel notes in proposal”, “Guest notes in reservation” and “Guest comment in post-stay info”. The hotel writes a “Free notes” entry here in the tab. “Hotel notes in request” and “Hotel notes in proposal” are created automatically as soon as someone fills in the internal note of the request or the comment of the offer, and disappear when this text is cleared. The other types are created when someone bookmarks a message or note elsewhere, for example in a conversation, a request, a booking or in the post-stay results. If the message or note is deleted elsewhere, its entry also disappears automatically.
“Add note” opens the “New annotation” field, a simple text field without formatting, without attachments and without mentions of colleagues. “Save” is only active when there is text in the field. It saves the note, closes the field and creates an entry of the “Free notes” type that is not yet marked as important. “Cancel” closes the field and discards the note that has not been saved yet, without asking.
Only free notes can be changed and deleted. That is why only they have a pencil icon and a bin icon next to the date and time, both without a label. The pencil icon opens the note for editing in the “New annotation” field, with “Save” and “Cancel”. The bin icon deletes the note after asking for confirmation.
At the top right of each entry there is a note icon. A click on it marks the entry as important or removes the mark. An important entry shows a red exclamation mark on the icon and the tooltip “Message is marked as important. Click to no longer mark message or note as important”. As long as the guest has important entries, the icon with the red exclamation mark is in the tab bar in front of the “Notes” tab.
Prerequisites
‘Notes’ does not need a licence module of its own.
Access to ‘Notes’ is enabled for specific users through their role. Roles are managed by ReGuest support.
Frequently asked questions
Why is “Save” not active? There is no text in the “New annotation” field yet. As soon as there is text in the field, “Save” is active.
Why can an entry be neither changed nor deleted? Only entries of the “Free notes” type can be changed and deleted. A “Hotel notes in request” or “Hotel notes in proposal” entry disappears when the internal note of the request or the comment of the offer is cleared. The other entries disappear when the message or note is deleted elsewhere.
How does a message from a conversation get into the notes? In the “Conversations” tab, a message can be bookmarked via its note icon, tooltip “Click to bookmark message or note”. It then appears under “Notes”.
Can a note be formatted or given an attachment? No. The “New annotation” field is a simple text field without formatting and without attachments.
Why has an entry disappeared from the list? Either a free note was deleted via its bin icon, or the message or note was deleted elsewhere; then its entry disappears automatically.
Why does a colleague not have the Guests Archive, and so not the guest record? The “Guests Archive” menu item only appears if the user's role includes access to it. Roles are managed by ReGuest support.
As of: 2026-10-24.