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Manage Reservation Notes

Quick Setup

Most notes save in a few seconds. This takes about 1 minute.

This guide helps you add, edit, and delete notes on a reservation. It also explains where notes are saved for each PMS mode.

Go to: Operations View → open a reservation

Quick Reference​

PMS modeWhere notes saveWhat you see
CloudbedsPMSNotes sync through the PMS connection
AVAPMSNotes sync through the PMS connection
Other configured PMSStreamlinerNotes stay inside AVA only and do not sync to the PMS
No active PMSUnavailableThe notes area shows a message instead of the editor
TaskWhere to clickResult
Add a noteReservation Notes → Add NoteNote appears at the top
Edit a noteEdit Note (pencil icon)Note updates after saving
Delete a noteDelete Note (trash icon)Note is removed after confirmation

Add a Note​

  1. Open a reservation from Operations View.

  2. Scroll to Reservation Notes.

  3. Type your note in the text box.

  4. Click Add Note.

    ✓ The note appears with your name and time.

Where Notes Are Saved​

Notes behave differently depending on your active PMS.

  1. Check your active PMS in Settings → Essentials → PMS Connection.

  2. If you use Cloudbeds or AVA, AVA sends notes to the PMS.

  3. If you use another configured PMS, AVA stores notes locally.

  4. If no PMS is active, reservation notes are unavailable.

    ✓ The notes area matches your PMS mode automatically.

Edit a Note​

  1. Click Edit Note (pencil icon) on the note.

  2. Update the text.

  3. Click Update Note.

    ✓ The note updates in the list.

Delete a Note​

  1. Click Delete Note (trash icon) on the note.

  2. Confirm in the dialog.

    ✓ The note is removed.

Avoid sensitive data

Do not include payment card numbers or passwords in notes.

Troubleshooting​

Notes will not save​

What you see: "Failed to save note" or the note disappears.

Fix:

  1. Make sure the note is not empty.
  2. Check your internet connection.
  3. Click Add Note again.

Notes are unavailable​

What you see: The notes section shows a message instead of the editor.

Fix:

  1. Go to Settings → Essentials → PMS Connection.
  2. Confirm a PMS is connected and active.
  3. Save the PMS settings again.

Notes list is out of date​

What you see: A note is missing after saving.

Fix:

  1. Close the reservation details panel.
  2. Open the reservation again.

Still Stuck?​

Contact success@vouch-technologies.com if:

  • ❌ Notes keep failing to save or delete
  • ❌ You cannot open the reservation
  • ❌ Notes are missing after reopening the reservation

Helpful to include:

  • Reservation ID
  • Time of the issue
  • Screenshot of the error message