The detail your team needs at the door — a nut allergy, a window seat, "this is their anniversary" — lives in three free-text fields on the guest profile You write what is useful, and the next person to see the booking will read it.
The three fields, and what they are for
- Dietary restrictions — allergies, intolerances, and dietary choices. The kind of thing the kitchen needs to know. Examples: "Gluten-free", "Nut allergy — severe", "Vegan", "No shellfish".
- Seating preference — where on the floor the guest likes to sit. The kind of thing your front-of-house team reads when assigning tables. Examples: "Window table", "Quiet corner", "Away from the kitchen", "Bench, not high chair".
- Notes — everything else that does not fit neatly into the two above. The catch-all. Examples: "Regular — every other Friday", "VIP — owner's friend", "Wheelchair user", "Always orders the tasting menu".
Where the fields appear
Each field appears in three places:
- On the guest's profile, when you open them from the Guests list.
- On the booking form, when you take or edit a booking. Anything you type here is saved back to the guest's profile (see "How edits flow" below).
- On the guest list and booking lists, as small tags next to the guest's name. You can see at a glance who has dietary or seating notes without opening the booking.
Editing on the profile
- Open Guests and find the guest, either by scrolling or by typing into the Filters panel.
- Click their row to open the profile.
- Click Edit in the top-right of the profile card.
- Update Dietary restrictions, Seating preference, or Notes as needed. To clear a field, delete its contents and leave it blank.
- Click Save changes.
- Open Guests and find the guest.
- Tap the pencil icon on the right of the card.
- Edit Dietary restrictions, Seating preference, or Notes. Leave a field blank to clear it.
- Save.
Editing while taking a booking
The same three fields appear on the booking form, labelled Customer Notes, Seating preference, and Dietary restrictions. Anything you put here will be added to the guest's profile when you save the booking. It is the easiest way to keep the profile up to date — you do not have to remember to open the profile separately.
How edits flow
Saving a booking updates the guest's profile for those three fields. In plain terms:
- If you type something into Notes on the booking form, it overwrites whatever was on the profile.
- If you leave Notes blank on the booking form, whatever is on the profile is cleared.
One booking only — Special requests
The booking form also has a Special requests field. That one is different: it is stored on the booking, not on the guest. Use it for things that only apply to this visit:
- "Bringing a cake — Happy 40th, Sarah"
- "Running 15 minutes late — phoned ahead"
- "Wheelchair access needed for this booking — sister is visiting"
Anything you would want to know about every future visit goes in Notes on the profile. Anything that is just about today's booking goes in Special requests.
Quick-glance tags on lists
Wherever a guest's name appears in a list, a small tag will sit next to it for any of the three fields that have something in them. Hovering or tapping the tag will show the actual text. These tags are a read-only summary — they are not a tagging system you can configure.
Where to go next
- Guest profiles — what else lives on a profile and how to find it.
- Taking a booking by phone — where the booking form's note fields live in the flow.
- Returning guests — how the system decides which profile a new booking belongs to, so your notes follow the right guest.