Notes, where can I find them?

Last Updated: March 19, 2026

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Reservations & Guests

• Reservation Notes

• Reservation Payment Notes

• Reservation Invoice Notes

• Group Hold Notes

• Guest Profile Notes
  

Point of Sale

• Point of Sale Payment Notes

Units & Property

• Unit Setting Notes

• Unit Block Notes

• Blocked Unit Group Notes

Overview

Notes are an integral part of a business' daily operations and customer service. To help ensure your property runs smoothly and your guests feel cared for, Firefly offers many locations throughout the system to record notes about reservations, guests, and units.

Under each type of note below you will see where the note can be recorded, how the note may be viewed, and who can see it.

Reservations & Guests

Reservation Notes

• Create, edit, and view on a reservation's Notes tab.
  
• On the grid, you may check for reservation notes by hovering over a reservation. The details pop-up shares an indicator if a note is present. To read the note, click the reservation to open it and view the reservation's Notes tab.
• Visible to staff only.

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• When entering a new payment on a reservation's Charges tab, type in the Notes box.
• For an existing reservation payment, you may add, edit, or view a note on the reservation's Charges tab. Use the payment's blue Options dropdown to select "View Notes". 
  
  
  The Update Payment Notes pop-up will appear.
• Payment notes are also viewable in the Payments report and Charge Payments report, in the Notes column.
• Visible to staff only.

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Reservation Invoice Notes

• Enter in the Notes box when creating a reservation invoice, on a reservation's Invoices tab.
• Not editable once an invoice is generated.
• Viewable on the invoice which may be emailed to guests, downloaded locally to a device, and available for viewing on a reservation's Invoices tab.
• Visible to staff and any guests the invoice is shared with.

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• Create, edit, and view in the Notes box within the group hold setup.

  
• Visible to staff only.

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Guest Profile Notes

• Create, edit, and view in the Notes box of a guest profile's Guest tab.
• View on the Guest tab of a reservation's details page.
• Visible to staff only.

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Point of Sale

Point of Sale Payment Notes

• Notes box available when entering a new payment on a POS transaction.
• For an existing POS payment, you may add a note by clicking the payment's 3 dots then selecting Add Notes.
  The Update Payment Notes pop-up will appear.
  
• To edit or view an existing POS payment note, use the payment's 3 dots to select "View Notes". 
  
  The Update Payment Notes pop-up will appear.
• A "sticky note" icon appears on a POS payment's line when a note is present.
• Payment notes are also viewable in the Payments report and POS Payments report, in the Notes column.
• Visible to staff only. Payment notes do not show on receipts nor on on the guest portal.

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Units & Property

Unit Settings Notes

• Create, edit, and view on the Notes tab of a unit's settings page.
  
• Visible to staff only.

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• Type in the Notes box when creating a new unit block.

  • From the grid, by selecting Add Block.

    

  • From the Block's tab in a unit's settings, by clicking "Add Blocked Out Date".

    

     

• You may view or edit a block's note in the block's setup. Go to the Blocks tab within the unit's settings, or click on the block from the grid to be taken to the unit's Blocks tab.
  
• A unit block note is also viewable on the grid. Displayed at the end of the block's title line, and when hovering over the block.

• Visible to staff only.

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• Create, edit, and view in the Notes box within the Blocked Unit Group setup.

  
  

• Visible to staff only.

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🙋‍♀️ Still need help? Email: support@fireflyreservations.com and one of our technicians can help answer your questions.

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