Using tags is one of the most effective ways to categorize and organize your guests and their specific needs. By using predefined tags or creating custom ones, you can better understand your clientele, provide highly personalized service, and target the right audience in your marketing campaigns.
Key Benefits of Tag Management
Personalize Service: Instantly identify a guest’s preferences, such as Vegan or VIP status, the moment they arrive.
Improve Operational Efficiency: Use reservation tags like High Chair or Reduced Mobility to ensure the table is set up correctly before the guest walks in.
Enhanced Marketing: Filter your guest list by tags to send tailored marketing campaigns to specific groups (e.g., a "Wine Lovers" tag for an upcoming tasting event).
Team Communication: Keep your staff informed with internal descriptions on how to handle specific types of Guests or Reservation requirements.
Understanding the Difference: Guest vs. Reservation Tags
It is important to choose the right category for your tags to ensure your data remains accurate and helpful for your team.
Guest Tags (Permanent Profile)
Definition: These tags are attached to the Guest's permanent profile.
How they work: Once applied, the tag stays with that Guest for every future visit.
Best use cases: Permanent traits like VIP, Allergy, Vegan, or Difficult.
Reservation Tags (One-Time Visit)
Definition: These tags are applied to an individual Reservation only.
How they work: The tag is specific to that date and time; it does not carry over to the Guest's next visit.
Best use cases: Visit-specific needs like High Chair, Anniversary, Terrace, or Event or Concert.
Managing Predefined Tags
Libro comes with a set of "System Tags" for common scenarios. These are divided into Guest Tags and Reservation Tags.
By default, predefined tags are enabled. However, you can manage their visibility in the Back Office to keep your lists on the Dashboard clean and relevant.
In your Libro Dashboard, navigate to the Tag Management section located under Reservation Settings.
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Ensure you are on the Predefined tab at the top of the screen.
Browse through the lists for Guest Tags and Reservation Tags.
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Toggle the Switch to Off to hide a tag from your selection lists, or On (green) to make it available agin
Pro Tip on Visibility: If a Guest or Reservation already has a tag and you disable that tag in settings, it will temporarily disappear from the file. If you re-enable it later, the tag will automatically reappear on those linked files.
Creating Custom Tags
If the system tags don't cover your specific needs—like tracking "Beer Tower" orders or "Game Night" participants—you can create your own.
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Click on the Custom tab within the Tag Management page.
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Click the Add Custom Tag button located in the top right corner of the section.
Choose an Icon and Color. Select a visual icon and a distinct color to help the tag stand out on your floor plan.
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Name Your Tag. Enter a clear name (e.g., "Gluten-Free" or "Anniversary").
Matched in Notes: When creating a Reservation Tag, pay attention to the "Matched in notes" feature. If the tag name appears in the notes of an online reservation, the system will automatically apply that tag to the reservation for you.
Select Category. Choose if this tag should be a Guest tag, a Reservation tag, or both.
Add a Description (Optional). Provide guidance for your staff, such as: "Use this tag to identify clients who plan to order our beer tower."
Click Save.
Strategic Naming for Automation
When creating a Reservation Tag, use a name that guests are likely to type in your client's reservation notes (e.g., "Gluten" or "Birthday"). If the exact tag name appears in the notes of an online reservation, the system will automatically apply that tag for you. This automation applies to reservation tags only.
Using Your Tags on the Dashboard
Once your tags (predefined or custom) are set up, they are immediately available for use when creating or editing a Reservation or Guest File. Both types of tags appear in the same lists for seamless selection.
How to Apply Tags:
While creating a new Reservation or editing an existing one, look for the Guest tags and Reservation tags sections.
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Select Your Tags: Click on the section to see the available options.
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Guest tags are located under the Guest details on the right side of the screen.
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Reservation tags are located at the bottom left under the reservation notes.
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Identify Custom Tags: Your newly created custom tags will appear alongside the system tags, sorted by the categories you assigned.
Save: Once selected, click Save reservation to apply the tags.
Viewing the Tag Legend on Your Dashboard
To ensure your team knows exactly how to handle specific custom tags, Libro provides a quick-reference legend directly on the floor plan view.
From your Dashboard, click the Three Dots Menu next to the Floor Plans selection.
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Select Show Tag Legend.
A pop-up will appear showing the list of all active custom tags and the internal descriptions you created to guide your staff.
Editing and Deleting Tags
Once created, your custom tags appear in a list on the Custom tab.
- Toggle Off: You can disable a custom tag to hide it from your daily view without losing the data. Turning it back on restores it to all previously tagged files.
Edit: Click the Pencil icon to change the icon, color, or description.
- Delete: Click the Trash can icon to permanently remove a custom tag.
Note: If you delete a custom tag and later recreate it with the exact same name, it will automatically link back to the Guest or Reservation files that previously held that tag.
Best Practices for Effective Tagging
Be Consistent: Ensure all staff members understand when to apply specific tags (e.g., the difference between "VIP" and "VIP+").
Keep it Clean: Regularly audit your custom tags. If a seasonal tag is no longer in use, disable it to keep your interface uncluttered.
Use Descriptions: Use the description field to train new staff on house standards for specific tags.