When creating a new booking, you'll notice there are three distinct notes sections. Each serves a different purpose and reaches a different audience. Below is a simple guide to help you understand how to use them effectively:
1. Client Notes (Public to Client)
These notes are visible to the client and will apply specifically to the individual booking you're creating. Use this section for details you'd like the client to see that are relevant only to this booking. Notes here are only relevant to this specific booking. These notes are also different from client notes stored on the client record.
Examples include:
Acknowledging a specific request (e.g., “Your request for the guide has been confirmed.”)
Noting an allergy or accessibility need that’s been communicated
Confirming special arrangements the client asked for
Think of this as your way to confirm, reassure, or clarify things directly to the client.
2. Private Notes (Internal Only)
These notes are private and only visible internally within your team. They will not be shared with the client or the guide. This is where you can leave yourself or your team members reminders or context about the booking.
Examples include:
“Client tends to arrive 30 minutes early, plan accordingly.”
“Client's daughter's first fly-fishing trip, try to book with Jimmy, Dean or Phil-they're great with kids.”
Use this space for operational reminders or any internal context that helps your team deliver better service.
3. Guide Notes (Shared with the Guide)
These notes are shared specifically with the guide assigned to the booking. This helps ensure the guide is fully informed about anything relevant to the experience.
Examples include:
“Client has a peanut allergy, please avoid for the gourmet lunch option.”
"11-year-old daughter's first time fly-fishing, let's give her a trip she won't forget!"
Use this to brief your guide on anything critical for a smooth and personalized experience.
Summary
Notes Section | Audience | Purpose |
Client Notes | Client | Booking-specific info or confirmations |
Private Notes | Internal Outfitter Team | Internal reminders/context |
Guide Notes | Guide | Important details to help guide prep |
Notes help ensure clear, effective communication for every booking — across clients, your internal team, and your guides.