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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 reservation notes. It also shows where notes save and which author label appears when a name is missing. For AVA and Opera properties, notes can also sync back to the PMS.

Go to: Operations View → open a reservation

Quick Reference​

PMS modeWhere notes saveAuthor label when no staff name exists
CloudbedsPMSPMS
AVAPMSPMS
OperaPMSPMS
Other configured PMSStreamlinerSystem
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
Opera note support

On Opera, you can add new reservation notes. AVA saves them through Opera's note update flow and retries once if the reservation is being changed. Edit and delete actions are not available for Opera notes.

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, AVA, or Opera, AVA sends notes to the PMS.

  3. If a PMS-backed note has no user name, AVA shows PMS as the author.

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

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

  6. If you use AVA, Do Not Move updates also sync through the same reservation note path.

    ✓ 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.

Opera says the reservation is being changed by another user​

What you see: Opera shows a message about another user changing the reservation.

Fix:

  1. Wait a few seconds.
  2. Click Add Note again.
  3. Close and reopen the reservation if it still fails.
  4. Check whether another staff member is editing the same reservation in Opera.

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