Guest List
The Guest List is your address book for everyone who has ever walked through the door. Every reservation, every walk‑in seated through Reception, and every guest you’ve added by hand all turn into a profile on this screen — with their phone number, email, total visits, lifetime spend, and any notes your team has left about them.
You’ll come here when you want to:
- Look up a regular’s contact details before calling them
- Mark someone as a VIP so the team knows to roll out the red carpet next time
- Leave a note (allergies, favourite table, “always orders the lamb”) that any host or manager will see on their next booking
- Pull a list of customers out as a spreadsheet for an email blast
- Bring in a list of guests from your old system
- Tidy up duplicate profiles when the same person ended up with two records
You’ll find it in the left sidebar under Guests.
The Guest List is shared across all of your locations. A guest who books at your Soho branch and later walks in at Shoreditch will show up as one profile, with both visits on their record. Their preferred location appears on their profile so you can see where they go most.
The Guest List tab appears in the sidebar whenever your account has the Reservations feature enabled. If you don’t see it, ask your account owner or support — it gets switched on per account.
The top of the page — what each button does
Along the top of the Guest List you’ll find:
- Refresh — pull the latest data from the server. Useful if a colleague just added a guest from the iPad.
- Clear selection — only appears when you’ve ticked one or more guests in the list. Unticks everything.
- Export — download your guests as a spreadsheet (CSV).
- Duplicates — review profiles that look like the same person twice. A small number badge appears when there are pending matches to look at.
- Import — upload a spreadsheet of guests to bring them all in at once.
- Add Guest — create a new guest profile by hand.
Searching and filtering
The list can get long quickly, so there are three ways to narrow it down. They all stack on top of each other — you can search and filter at the same time.
Search box
Type into the search box at the top of the list. It looks at three things on every guest at once:
- Name
- Phone number
Partial matches work fine — typing john will find both John Smith and Johnson; typing 7700 will find every phone number containing those digits.
VIP status
The VIP Status dropdown narrows the list to just one group:
- All Guests — everyone (default)
- VIP Only — just guests you’ve starred
- Non‑VIP — everyone except VIPs
Visits
The Visits dropdown filters by how many times someone has been in:
- All Visits (default)
- 1–5 visits — newer guests
- 6–10 visits — settling into regulars
- 11–20 visits — your bread and butter
- 20+ visits — your most loyal customers
Clearing filters
Whenever any filter is active, a small Clear button appears next to them. Tap it to reset the search box and both dropdowns back to “All”.
Reading the guest list — what each column means
Every guest is one row in the list. From left to right you’ll see:
| Column | What it is |
|---|---|
| Checkbox | Tick to select the guest (used for bulk actions like exporting selected guests). The header checkbox selects/unselects every guest currently shown. |
| Guest | The guest’s full name. |
| Contact | Email address. Shows Walk‑in if no email was captured (typical for guests seated by the host without contact details). |
| Phone | Phone number, or — if none was captured. |
| Visits | How many times this guest has been in. |
| Last Visit | The date of their most recent visit. Shows — if they’ve never been in. |
| Status | Coloured tags that classify the guest at a glance — see Status tags below. |
| VIP | A star icon. Tap it to toggle VIP on or off — the star turns gold when on. |
Tap any row to open that guest’s full profile.
Status tags
These coloured tags appear in the Status column based on each guest’s history. They update automatically — you don’t set them yourself.
- First Visit (blue) — the guest has been in once.
- Returning (purple) — the guest has come back at least one more time.
- Regular (green) — the guest visits often enough to count as one of your regulars.
A guest with no visits yet will show — in this column.
Adding a guest by hand
Most guests appear in the list automatically — through reservations, walk‑ins seated at Reception, or the booking widget. But sometimes you’ll want to enter someone yourself, for example a regular who always rings to book and you’d like a profile to attach notes to.
Tap “Add Guest” in the top‑right
A small dialog opens.
Fill in the basics
- Full Name — required.
- Phone — required.
- Email — optional.
- Notes — anything you want the team to know about this guest. Allergies, preferences, history with you, “drinks Negronis only”, whatever helps.
- Mark as VIP — tick the box if they’re a VIP from day one.
Tap “Add Guest” to save
The new profile appears in the list straight away. The button shows Creating… while it saves.
Email is optional. Many walk‑in guests will only ever leave a phone number — that’s enough to find them again next time and keep their visit history attached to one profile.
Marking a guest as VIP
VIP is a simple flag that lifts a guest above the rest. It does three things:
- Shows a VIP badge next to their name everywhere — on this list, on the reservation calendar, and on the iPad when they walk in
- Lets you filter the list to VIP Only when you want to see all your top guests at once
- Marks them with a coloured tier (Silver, Gold or Platinum) on their profile for an extra hint of how special they are
There are two ways to toggle VIP:
From the list
Tap the star icon in the VIP column on any guest’s row. Gold star = VIP on, grey star = VIP off. The change saves instantly — no confirmation needed.
From the guest’s profile
Open the profile, look at the Segmentation panel on the right, and pick a VIP Level from the dropdown:
- None — not a VIP
- Silver — loyal returning guest
- Gold — high‑value frequent diner
- Platinum — top‑tier
Picking any tier other than None turns VIP on with that colour shown on their badge. Picking None removes VIP.
Opening and reading a guest’s profile
Tap any row in the list to open the full profile. There’s a Back to Guests button in the top‑left when you’re ready to come back.
The profile is split into a main area on the left and a Details / Segmentation sidebar on the right.
The header
Across the top of the profile:
- Avatar — the guest’s initials in a coloured square. The colour matches their VIP tier (gold for Gold, dark for Platinum, etc.).
- Name + badges — full name, plus a coloured VIP badge, a red Blocked badge if they’ve been blocked, and any classification tags (VIP, Regular, First Visit, Returning).
- Contact strip — email, phone, birthday (if you’ve added one), and the date they first appeared in your system.
To the right, four action buttons:
- Make reservation — jumps over to a new reservation pre‑filled with this guest’s details.
- Edit — opens a dialog to change their personal information (see Editing a guest below).
- Download — exports just this one guest as a spreadsheet.
- Block (red) — marks the guest as blocked so they can’t make new reservations. Shows as Unblock if they’re already blocked.
The stat cards
A row of small cards summarises everything this guest has spent and how often they come in:
- Total spent — lifetime spend across every visit
- Reservations — number of bookings on their record
- No shows — how many times they didn’t turn up
- Avg party size — average number of people per booking
- Avg spend / visit — average per‑visit total
- Avg spend / cover — average per‑guest total (useful for groups)
- Preferred location — the venue they visit most
- Last visit — the date they were last in
A — means there isn’t enough data yet (e.g. they haven’t visited).
Activity timeline
Below the stats, Activity is a chronological list of everything that’s happened on this guest’s record:
- Visits — every time they ate with you
- Reservations — bookings (confirmed, completed, cancelled, no‑shows)
- Notes added — when a staff member left an internal note
- Tags added / Tags removed — changes to their classification (logged separately)
- VIP changed — when their tier was updated
- Blocked / Unblocked — when their access was changed
- AI call — if they spoke to your AI booking assistant on the phone. Tap the row to open the full AI call dialog with transcript, sentiment, duration, cost, and a built‑in audio player
- Email sent — marketing emails they were sent
- Email opened — a separate event logged when they actually opened one
- SMS sent — marketing SMS they were sent
Only the first three appear by default. Tap Show more at the bottom to see the rest.
The Add note button on the right lets you log a fresh note straight from this section — see Adding internal notes below.
Payments
A table of every payment this guest has made in your venue, with amount, payment method, payment reference, date, and refund date. Empty if they haven’t paid yet.
Reservations
A table of every booking (past and future) on this guest’s record. Each row shows:
- Reservation — the experience name (e.g. Dinner, Tasting menu)
- Location — which venue
- Date — date and time of the booking
- Covers — party size
- Status — Confirmed, Pending, Waitlist, Cancelled, Seated, Completed, or No‑show, each with its own colour and icon
- Occasion — birthday, anniversary, etc., if they told you when booking
- Source — where the booking came from (Online, Phone, AI Call, Walk‑in, etc.)
Tap any row to jump straight to that reservation in the Reservations page.
Internal notes
A list of free‑text notes left by your team. Each note shows the date, the staff member’s name and role, and the text itself. Add note is at the top‑right of this section too.
Details (right sidebar)
Read‑only summary of who this guest is:
- Customer ID — a unique reference for this profile, with a copy button next to it. Tap it and a small toast confirms it’s been copied to your clipboard — handy when you’re on a support call.
- Customer since — date they first joined
- Name, Email, Phone
- Preferred contact — Email, SMS, or Phone
- Language — their preferred language
- Source — how they first appeared in your system (Walk‑in, Phone, OpenTable, Reservation Widget, POS, CSV Import, Manual Entry)
- Customer contact — small icons showing whether they’ve opted in to Email and SMS marketing
Segmentation (right sidebar)
The classification panel:
- VIP Level — dropdown to set None / Silver / Gold / Platinum
- Tags — every tag attached to the guest
- Seating preferences — booth, window, etc., if you’ve recorded any
- Dietary — vegetarian, vegan, gluten‑free, plus their allergies
- Drinks — free‑text drink preferences
- Service style — formal, casual, etc.
- Occasions — recurring occasions to flag (e.g. “Always books for an anniversary”)
- Favourite dishes — the items they’ve ordered most
Most of these are filled in over time and can be edited from the Edit dialog.
Editing a guest
Tap Edit in the top‑right of the profile to open the editor. You can change:
- First name / Last name
- Email and Phone
- Birthday
- Preferred language — pick from a dropdown
- Preferred contact method — Email, SMS, or Phone
- Source — where they came from
- Allergies — free‑text (e.g. Nuts, Shellfish, Dairy)
- Drink preferences — free‑text (e.g. Prefers red wine, no ice in cocktails)
- Email opt‑in and SMS opt‑in toggles — controls whether marketing campaigns can reach them
Tap Save changes when you’re done, or Cancel to discard.
Don’t toggle Email opt‑in or SMS opt‑in on for a guest who hasn’t actually said yes — in most countries this can land you in trouble with privacy regulators. Only switch these on when the guest has clearly agreed, for example by ticking a box at the time of booking.
Adding internal notes
Internal notes are private to your team — guests never see them. They’re perfect for things like “Hates being seated near the kitchen”, “Big tipper”, or “Allergic to peanuts — chef knows”.
Tap “Add note”
Either from the Activity section or the Internal notes section — both open the same dialog.
Fill in who you are
- Staff name — your name (so the team knows who left the note)
- Role — Host, Server, Manager, Chef, or Owner
Write the note
Type into the Note box. Keep it short and useful — anything specific that the next person serving this guest would want to know.
Tap “Save note”
The note appears at the top of Internal notes with the date and your name attached.
Blocking a guest
Blocking flags a guest in the system so the team knows there’s a problem. Common reasons: repeated no‑shows, abusive behaviour, suspected fraud.
Open the guest's profile
From the Guest List.
Tap the red Block icon (top‑right)
A confirmation dialog appears.
Type a reason (required)
Be specific — “Three no‑shows in the last month” or “Verbally abused server on 14 March”. The reason is logged with your name and date so the team can see why later.
Tap “Block Guest”
A red banner now appears at the top of the profile showing the reason and date.
To unblock, open the profile and tap the Unblock button — either in the top‑right or in the red banner.
Blocks aren’t permanent. Any user with the right permissions can unblock the guest later if the situation changes.
Exporting guests to a spreadsheet
You can pull guests out as a CSV (a spreadsheet file you can open in Excel, Numbers or Google Sheets). It includes name, email, phone, VIP status, total visits, last visit, and notes — handy for email campaigns, mailing lists, or simply having a backup.
Tap “Export” in the top‑right
A dialog opens with up to three options.
Choose what to export
- Export All Guests — every guest in your venue
- Export Filtered View — only the guests currently shown after your search/filters (great for “all my Gold VIPs”, for example)
- Export Selected — only the guests you’ve ticked. Only appears if you’ve selected at least one guest
The file downloads automatically
Look in your browser’s downloads. The filename includes today’s date, e.g. customers‑export‑2026‑04‑16.csv.
Importing guests from a spreadsheet
Switching from another booking system, or have a spreadsheet of regulars you’ve been keeping in Excel? Import them in one go. The flow is four steps.
Tap “Import” in the top‑right
The import dialog opens at Step 1: Upload.
Upload your CSV
Tap Choose file and pick a CSV file from your computer. As soon as it’s loaded, the dialog moves to Step 2: Map your columns.
Match each spreadsheet column to a guest field
The dialog shows a preview of your file — the column headings on the left, a sample row of data in the middle, and a Map To dropdown on the right. For each column, pick what it represents:
- Skip — ignore this column
- Full Name
- Phone
- Notes
- VIP — column should contain Yes/No or true/false
The system makes its best guess for you (a column called email will auto‑map to Email), but check each one before continuing. Tap Continue when ready.
Review and confirm
Step 3 shows you how many rows are about to be imported and a reminder: existing duplicates by email or phone will be skipped — so re‑importing the same file later won’t create duplicate profiles.
Tap Import Guests to start. If you want to change your column mapping, tap Back.
Read the result
Step 4 shows a green confirmation:
- How many guests were imported
- How many were skipped (e.g. duplicates already in your system)
- Any errors — bad email format, missing name, etc., listed by row number so you can fix them in your spreadsheet and re‑import
Tap Done to close.
The import works best with a CSV where the first row contains the column names (e.g. Name, Email, Phone, VIP, Notes). Phone numbers should include the country code (e.g. +44 7700 900123) so they match what your iPad captures from new walk‑ins.
Merging duplicate profiles
The same guest can sometimes end up with two profiles — for example, when they once booked with their work email and once with their personal one, or when a staff member typed their name slightly differently. The Duplicates tool finds these and lets you merge them into one record.
The button at the top of the Guest List shows a small number badge when there are pending duplicates to review.
Tap “Duplicates” at the top‑right
A dialog opens listing every potential duplicate pair the system has spotted.
Each card shows:
- The two profiles side by side, with their name, email, phone, total visits and lifetime spend
- A match score (e.g. 92% match) — how confident the system is they’re the same person
- The reasons they were matched (e.g. Same phone number, Same email)
Decide for each pair
For every duplicate, you have two choices:
- Dismiss — they’re actually two different people. Removes the suggestion.
- Merge — they’re the same person; combine them into one profile.
If merging, pick which values to keep
The merge dialog shows the two profiles’ Name, Email and Phone as buttons. Tap the version of each you’d like to keep on the merged record.
Tap “Confirm Merge”
The two profiles become one, keeping the values you chose. Their visit histories, notes and reservations all combine onto the surviving profile.
Merging is a one‑way street — once two profiles are combined into one, they can’t easily be separated again. Always glance at both sides before confirming, especially if the match score is below 90%.
Bulk selection — working with many guests at once
Tick the checkbox at the start of any row to select that guest, or tick the checkbox in the table header to select every guest currently shown.
Once at least one is selected:
- A Clear selection button appears at the top
- The Export dialog gains an extra option: Export Selected
Selection only applies to the current view — if you change your search or filters, the ticks stay only on guests still visible.
Quick recap — the moves you’ll do most
- Find a guest fast → type their name, email or phone into the search box
- Star a regular as VIP → tap the star in the VIP column of their row
- Leave a note for the team → open the profile → Add note → save
- Get an email list of your VIPs → set the VIP filter to VIP Only → Export → Export Filtered View
- Bring in your old customer list → Import → upload CSV → map columns → confirm
- Tidy two profiles for the same person → Duplicates → review pair → Merge → pick the right values
Next steps
- Reservations — bookings management and the public booking page
- Marketing — campaigns, audiences and email templates that use your Guest List
- Reports — sales, payments and staff reports