The Notes feature in Waitwhile provides a way for staff to add important information about customers, visits, or bookings. These notes ensure that teams can collaborate more effectively, track customer preferences, and deliver a personalized service. Whether it’s noting specific customer requests or leaving internal reminders, Notes help streamline operations and improve the customer experience.
Types of Notes in Waitwhile:
Customer Notes:
Persistent notes that stay attached to a customer’s profile across all visits or bookings.
Example: “Allergic to peanuts” or “Needs special assistance.”
Visit or Booking Notes:
Specific notes attached to a single visit, queue entry, or booking.
Example: “Requested table by the window” or “Arriving 15 minutes late.”
Key Use Cases for Notes:
Personalizing the Customer Experience:
Notes allow staff to remember customer preferences, enhancing the level of service.
Example: Adding “Customer prefers cappuccino with almond milk” helps staff deliver a tailored experience on future visits.
Improving Team Collaboration:
Teams working across shifts or locations can use Notes to stay aligned on customer needs or visit details.
Example: If a stylist leaves a note about a haircut preference, the next stylist can refer to it during the next visit.
Ensuring Continuity Across Multiple Visits:
Notes that persist across visits ensure staff can track historical preferences, requests, and behaviors.
Example: “Customer brings service dog – always seat near accessible areas.”
How to enable Notes in Waitwhile:
Notes are available by default, but you can allow your staff to add notes during the registration / booking process or restrict this action until the visit takes place.
Log in to your Waitwhile dashboard.
Navigate to Settings > Customer Journey > Customer Details
Under default input fields, click the three-dot menu to enable Notes
You can also determine when Notes are available during registration (Bookings, Waitlist, both) and if they are required or optional by the staff.
Notes will always be private and not visible to the customer. If you want to add a notes field for the customer, we recommend making a custom input field called Customer Notes. Just remember, the custom input field will only appear on the visit/booking details and not in the Notes tab.
How to use Notes in Waitwhile:
Adding Notes:
When managing a customer profile, booking, or queue entry, staff can click on the customers name and then on the Notes tab to enter new information.
Both short and detailed notes can be added, depending on the context.
Viewing Notes:
In the Waitwhile dashboard, staff can quickly access notes linked to a customer, visit, or booking.
Notes are easy to find under the customer’s visit or booking details.
Editing and Updating Notes:
Staff can update existing notes or add new ones at any point.
Updated notes are instantly visible to all team members using the system.
Deleting Notes:
If a note is no longer relevant, it can be deleted for cleaner records.
Best practices for using Notes:
Keep Notes Clear and Concise: Use brief, relevant notes to avoid clutter and confusion.
Maintain Professional Language: Ensure all notes reflect a respectful and professional tone.
Encourage Consistent Usage: Train staff to use notes consistently for better collaboration and customer service.
Regularly Update Notes: Review notes regularly to keep information accurate and relevant.
Have additional questions or need assistance? Reach out to us via chat or at support@waitwhile.com