How do I record a customer's preferences, tags and notes?

Open a customer's profile to record allergies, dietary needs, seating preferences, family details, tags, a birthday and staff notes.

Open a customer from the Customers page and everything about them — preferences, tags, notes and history — is editable in the profile view that opens on top of the list (a full-screen view on a phone; closing it puts you back exactly where you were). The page needs the Customer profiles feature — Available on Plus plan and above, and included with every paid ResoFlow product.

• Click Customers in the sidebar, then click the customer. The panel shows their name, email and phone at the top, with quick facts below: Total bookings, First booked, Last booked, and a Stats block (No-shows, Cancellations, Avg party, Bookings paid, and Events paid once they've bought event tickets).
• To tag them, use the Tags section — tap a pill to add or remove it. The five built-in tags are VIP, Regular, Difficult, Allergies and Birthday; your own custom tags appear alongside. The VIP pill needs VIP flagging — Available on Pro plan and above.
• To create custom tags, go to Settings → Customers and open the Custom tags card. Type a label (up to 30 characters), pick one of the eight colour swatches, click Add, then Save changes in the header bar. You can have up to 20 custom tags. Renaming a tag later won't change it on customers who already carry the old label.
• To add a private note, type in the Staff notes box ("Add notes about this customer…"). It saves automatically when you click away.
• To record a birthday, use the Birthday date field — it saves as soon as you pick a date. Birthdays need Pro or above, and they power the automatic birthday messages.
• To edit the main details, click Edit at the top of the panel. You can change first and last name, phone, email (this one asks you to confirm your password — see the merge guide), allergies, dietary preferences, special occasions (comma-separated), About me (text the customer wrote themselves), preferred seating, and the Family fields (Number of children, Requires highchair, Children's menu requested). Click Save.

If you run a loyalty scheme and the customer is a member, their profile also shows a loyalty strip near the top — balance (for example "7 of 9 stamps"), an Active member or Awaiting confirmation badge, and when they joined — plus a Loyalty history card listing every earn, redemption and adjustment. Non-members don't see either.

Further down the panel you'll find read-only history, told in visit order: Booking history, Event tickets (once they've bought tickets), Orders (their table orders where you use Order & Pay — tap a row for the itemised lines), then — for loyalty members — the Loyalty history and Saved offers cards, then Communications (marketing emails sent to them, with delivered/opened status) and Identity history (past names and phone numbers, with where each came from — for example "Verified by customer" or "Staff entered"). The history lists show the three most recent entries each, with a Load more button for the rest.

The Booking history header carries two small buttons for the customer's full visit history (their bookings, event tickets and table orders, including no-shows and cancellations): a print button, which works on every plan, and a CSV download, which needs Plus plan or above or any paid product (locked, its tooltip reads Available on Plus plan and above). Both cover exactly what the profile shows — dates, times, party sizes, tables and statuses (plus event, tier and ticket code for tickets, and items, totals and any refunds for orders) — and enable once the full history has loaded.

Editing the full profile needs the edit-profile permission; by default Hosts can update notes, tags and allergies but not the rest. The Data management and Marketing email preferences sections only appear for Owners and Admins using the main dashboard.

Related: How do I find and manage my customer list? · How do I flag VIPs (automatically)? · How do I send birthday messages (with an offer)?