Understanding reservation notes: Guest Notes, Profile Notes, and Internal Notes

Superb offers three types of notes for managing reservation information. Each has different visibility settings and purposes.

Where to find notes

• Quick view: Hover over any reservation to see a preview of guest notes
• Full view: Click on a reservation and navigate to the Details tab to see all three note types

Guest Notes

Guest Notes are comments that guests write during online booking. These notes appear in confirmation and reminder emails sent to the guest.

Visibility: Guests can see these notes

Common examples:

• "Celebrating an anniversary"
• "Requesting a quiet table"
• "Arriving slightly late"

Profile Notes

Profile Notes are saved permanently to a guest's profile and appear automatically on all future reservations.

Visibility: Only visible to restaurant staff (never visible to guests)

Use for:

• Allergies and dietary restrictions
• Table preferences
• Guest preferences (e.g., "Prefers Pinot Noir")
• VIP status or special treatment notes

Internal Notes

Internal Notes are specific to one reservation only and are not saved for future bookings.

Visibility: Only visible to restaurant staff (never visible to guests)

Use for:

• One-time requests or circumstances, example "a friend in party has peanut allergy"
• Information only relevant to this specific visit

Choosing the right note type

Should the guest see this information? → Yes: Use Guest Notes

Should this information be saved for future reservations? → Yes: Use Profile Notes → No: Use Internal Notes

Example: Using all three note types

Guest Notes (visible to guest): "Celebrating my wife's birthday"

Profile Notes (saved permanently): "Allergic to shellfish. Prefers Pinot Noir. Regular Friday guest."

Internal Notes (this reservation only): "Birthday cake ordered - bring out at 8:30 PM. Wife's name is Sarah."

Key reminders

• Only Guest Notes are visible to guests in their confirmation emails
• Profile Notes appear automatically on all future reservations for that guest
• Internal Notes are deleted after the reservation is completed
• Use the "Allergies and Dietary Requests" section for better visibility of dietary needs

Need help?

For assistance with reservation management, contact support at support@superbexperience.com

Updated on: 16/02/2026