> ## Documentation Index
> Fetch the complete documentation index at: https://docs.abrahospitality.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Reservation Notes

> Working with reservation notes and AI processing

# Reservation Notes

<Info>
  Reservation notes sync from your PMS and are automatically analyzed by ABRA's AI to extract preferences, celebrations, and nuggets for guest profiles.
</Info>

## How Notes Become Intelligence

When a reservation note arrives from your PMS, ABRA's AI reads the text and extracts structured data that can power personalized service.

<Steps>
  <Step title="Notes Sync from PMS">
    Reservation notes are pulled automatically from your property management system whenever reservations are created or updated.
  </Step>

  <Step title="AI Analyzes the Note">
    ABRA's AI reads the note and identifies:

    * **Preferences** - Room requests, dietary needs, service preferences
    * **Celebrations** - Birthdays, anniversaries, honeymoons
    * **Nuggets** - Personal insights like occupation, hobbies, or trip purpose
  </Step>

  <Step title="Extractions Queue for Review">
    AI-extracted items appear in your **Human Review** queue with a pending status, waiting for staff verification.
  </Step>

  <Step title="Staff Approves or Rejects">
    Review each extraction and approve accurate items or reject incorrect ones.
  </Step>

  <Step title="Approved Items Join the Living Profile">
    Confirmed preferences, celebrations, and nuggets become part of the guest's permanent profile, ready for future stays.
  </Step>
</Steps>

## What the AI Extracts

<CardGroup cols={3}>
  <Card title="Preferences" icon="sliders">
    Room types, bed preferences, dietary restrictions, allergies, housekeeping preferences, and service requests.
  </Card>

  <Card title="Celebrations" icon="cake-candles">
    Birthdays, anniversaries, honeymoons, babymoons, graduations, engagements, weddings, and retirements.
  </Card>

  <Card title="Nuggets" icon="gem">
    Occupation, hobbies, family details, trip purpose, travel patterns, and personal interests.
  </Card>
</CardGroup>

## Reviewing AI Extractions

When notes are processed, extracted items need human verification before joining the guest's Living Profile.

### Accessing Human Review

Look for the badge in your navigation showing the count of pending items. Click it to open the Human Review panel.

<Tip>
  Items are organized by urgency: **Arrivals** first, then **In-House** guests, then **Upcoming** reservations, and finally **Past** stays.
</Tip>

### The Review Interface

The Human Review panel shows:

<Tabs>
  <Tab title="Left Panel">
    **Guest Context** - Photo, name, VIP status, existing preferences and celebrations, and reservation details to help you verify accuracy.
  </Tab>

  <Tab title="Right Panel">
    **The Original Note** - The exact text from the PMS, followed by each extracted item with Approve and Reject buttons.
  </Tab>
</Tabs>

### Approving and Rejecting

For each extracted item:

| Action      | When to Use                           | What Happens                                                  |
| ----------- | ------------------------------------- | ------------------------------------------------------------- |
| **Approve** | The extraction is accurate            | Item is marked active and added to the guest's Living Profile |
| **Reject**  | The extraction is wrong or irrelevant | Item is archived and hidden from the profile                  |

<Note>
  You can approve or reject items individually, or use the **Approve All** / **Reject All** buttons for faster processing.
</Note>

### Keyboard Shortcuts

Speed through your queue with keyboard shortcuts:

| Key                | Action                                    |
| ------------------ | ----------------------------------------- |
| `A`                | Mark all items on current note as Approve |
| `R`                | Mark all items on current note as Reject  |
| `Enter`            | Confirm your selections                   |
| `Arrow Left/Right` | Navigate between notes                    |

### Re-Running AI Extraction

If the AI missed something or extracted incorrectly, you can re-process the note:

1. Click the wand icon on the original note
2. ABRA deletes existing extractions and re-analyzes the text
3. New extractions appear in your queue for review

<Warning>
  Re-extraction deletes all current extractions for that note. Any previously approved items will need to be re-approved.
</Warning>

## AI Extraction Examples

See how ABRA transforms free-text notes into structured data:

<AccordionGroup>
  <Accordion title="Celebration Example">
    **Original Note:**

    > "Guest celebrating 25th wedding anniversary during stay. Wife's name is Sarah. Please arrange champagne and flowers in room."

    **AI Extracts:**

    * Celebration: Anniversary
    * Nugget: "Married 25 years"
    * Nugget: "Wife's name is Sarah"
    * Preference: Champagne in room (Food & Beverage)
    * Preference: Flowers in room (Housekeeping)
  </Accordion>

  <Accordion title="Preference Example">
    **Original Note:**

    > "Guest has severe nut allergy - no nuts in any food. Prefers high floor away from elevator. Late sleeper, do not disturb before 11am."

    **AI Extracts:**

    * Preference: Nut allergy (Food & Beverage, marked as ALLERGY)
    * Preference: High floor room (Front Office)
    * Preference: Room away from elevator (Front Office)
    * Preference: Do not disturb before 11am (Housekeeping)
  </Accordion>

  <Accordion title="Nugget Example">
    **Original Note:**

    > "CEO of TechStart Inc, in town for the annual tech conference. Mentioned he runs marathons and is training for Boston."

    **AI Extracts:**

    * Nugget: "CEO of TechStart Inc" (Personal Information)
    * Nugget: "Attending annual tech conference" (Related to this stay)
    * Nugget: "Runs marathons, training for Boston" (Personal Information)
  </Accordion>
</AccordionGroup>

## Allergy Handling

<Warning>
  Allergies are flagged with special prominence due to health implications. Always verify allergy extractions carefully.
</Warning>

When the AI detects an allergy in a note, it:

1. Creates a preference with the **ALLERGY** flag
2. Assigns it to the Food & Beverage department
3. Displays a red alert badge in the review interface

Approved allergies appear prominently on the guest profile and in arrival reports.

## Best Practices

<CardGroup cols={2}>
  <Card title="Review Daily" icon="calendar-check">
    Check the Human Review queue each morning, prioritizing arrivals and in-house guests.
  </Card>

  <Card title="Trust but Verify" icon="magnifying-glass">
    The AI is accurate but not perfect. Always read the original note before approving.
  </Card>

  <Card title="Reject Duplicates" icon="copy">
    If a preference or celebration already exists on the profile, reject the duplicate extraction.
  </Card>

  <Card title="Re-Extract When Needed" icon="rotate">
    If the AI missed something important, use re-extraction rather than adding manually.
  </Card>
</CardGroup>

## Related

<CardGroup cols={2}>
  <Card title="Living Profile" icon="user" href="/concepts/living-profile">
    How notes become part of the guest's permanent record
  </Card>

  <Card title="Preferences" icon="sliders" href="/guides/guests/preferences">
    Managing guest preferences
  </Card>

  <Card title="Celebrations" icon="cake-candles" href="/guides/guests/celebrations">
    Working with guest celebrations
  </Card>

  <Card title="Nuggets" icon="gem" href="/guides/guests/nuggets">
    Capturing valuable guest insights
  </Card>
</CardGroup>