Reservation Tags and Guest Details
Reservation tags are structured labels for a booking, such as VIP visit,
Wheelchair access, Window requested, or Pre-theatre. They are
separate from member tags: a reservation tag describes this visit, while a
member tag describes the customer relationship.
Under Settings → Location settings → Reservations → General, create
categories and add a short, unambiguous label for each tag. Review category
label and colour, then add tags with one clear operational meaning.
Uncategorized tags appear under Other. Use the offered icon and pin controls
to make frequently used tags easier for the team to find.
Useful category patterns include:
- Bar — Corkage, Drinks table, Pre / post-dinner drinks;
- Provisional — Provisional, Provisional exclusive;
- Seating request — Outdoors requested, Quiet table, Watching football;
- Comps — Comp champagne, Comp prosecco; and
- Special attention — Alert chef, Extra care, Highchair, Wheelchair.
Categories should describe a reporting or operational theme, not create another
layer of status. Keep them broad, stable, and easy for a host to recognize.
Keep the list operational:
- use one meaning per tag;
- avoid duplicates such as VIP and V.I.P.;
- train staff on when to apply each tag; and
- archive tags that no longer drive an action.
The booking editor shows its selected count and limit (currently up to 20).
Unknown, duplicate, or unavailable choices need correction; do not invent a
replacement label to bypass validation.
Archiving is intentionally different from deletion. An archived tag disappears
from new selections but its definition remains available for existing bookings
and reports; staff can remove it from an existing booking or restore it in
settings. Renaming, recolouring, or moving a tag updates how all bookings are
grouped going forward. Finalized daily reports remain the historical record for
the day on which they were produced.
Staff can select tags while creating or editing a booking in Console or App. In
the App booking dialog, the reservation-tags row shows the selected count and
every selected tag as a compact, category-marked chip. Select Edit tags or
Add tag as offered to open the tag editor, search by tag or category, then
select tags from category-grouped pills and choose Save tags. Cancelling the
editor discards the draft selection. The editor shows the selection count and
prevents more than 20 tags from being selected.
Console booking lists can be filtered by either an individual tag or a category.
Reports show both tag and category totals. A reservation with several tags in
one category counts once in that category, so category-level reservation and
cover totals are not inflated.
Use Archive instead of trying to remove a tag that has been used before.
Archived tags are available in the reservation settings under Archived tags
and can be restored without changing their identifier or breaking reports.
Do not create a tag for information that should be a controlled offering, space,
status, payment state, or booking source. Those fields affect workflow or
reporting semantics; a tag does not.
Record where a staff booking came from
In the App booking form, Booked via records the booking source. New staff
bookings default to App. Staff can change it to Ambl, AndCo,
Concierge, First Table, OpenTable, or TheFork when entering a
booking received through one of those partners.
This field is visible and editable to staff in the App booking dialog. It is not
shown to guests and changing it does not trigger a guest-facing booking update.
Use the source field—not a reservation tag—for acquisition reporting.
The booking dialog always shows Booked via in its top booking summary.
Website, App, POS, phone, WhatsApp, SMS, booking widget, API, Reserve with
Google, and supported partner sources use their canonical labels. Older bookings
without a recorded source show Not recorded instead of hiding the field.
Other guest details
| Field | Use it for |
|---|
| Dietary requirements | Allergies and dietary needs that service must review |
| Occasion | The reason for the visit, such as birthday or anniversary |
| Guest notes | Information supplied by or relevant to the guest |
| Staff notes | Internal visit instructions and handover context |
Record only what the team needs to deliver the visit. Never store full card
details, passwords, medical diagnoses, or unrelated personal information in
notes. Use the secure payment workflow for card collection.
Review tag categories and individual tags by bookings and covers in daily
reporting. If a tag never changes preparation, service, filtering, or analysis,
simplify the list. A smaller shared vocabulary is more valuable than many
near-duplicates.
Save and recover
Reservation-settings edits and a booking's tag selection have their own saves.
After Save tags, reopen that booking and verify the selected chips. If the
editor says tags were not saved, the selection remains available; preserve it
and retry after checking the error/connection. Do not create a duplicate booking
to recover tags. A changed category or tag label is not a payment, booking
status, marketing-consent decision, or actual physical service action.