---
title: "Using the Notification Field"
url: "https://help.checkinpax.com/en/article/using-the-notification-field"
language: "en"
last_updated: "2026-04-15T07:57:57.612Z"
---

# Using the Notification Field

Sometimes your check-in team needs to know something important about a guest before they press that Check In button. Maybe the guest is a VIP who needs a personal welcome. Maybe they have a special request. Maybe they owe a payment or need to be directed to a specific table.

The **Notification Field** is a special text field designed exactly for this purpose. It gives your team a clear, visible heads-up right inside the guest profile.

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### What it is

The Notification Field is a text field that you can fill in for any guest. When you open that guest's profile in the Check-in App, the notification text appears in **bold red**—making it impossible for your team to miss.

It is also displayed when your team scans a QR code using **Scan & Check-In** mode, so the alert appears before the guest is checked in.

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### What to use it for

The Notification Field is perfect for any important note your check-in team needs to know at a glance:

| Use case | Example notification |
| --- | --- |
| VIP guest | "VIP – escort to lounge" |
| Table assignment | "Table 12" |
| Special attention | "Allergic to nuts – check meal" |
| Payment needed | "Owes $50 – collect at door" |
| Clarification required | "Name misspelled – confirm ID" |
| Media or press | "Press badge – direct to media area" |

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### Where the notification appears

| Location in app | Appears? |
| --- | --- |
| Guest profile (when opened) | ✅ Yes – in bold red text |
| Scan & Check-In pop-up (when scanning QR code) | ✅ Yes – before check-in |
| Guest list view | ✅ Yes – but only if you make it visible |
| Reports | ✅ Yes – like all other fields |

The notification is designed to be **striking and immediate** exactly when your team needs it: right before they take action on a guest.

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### How to add or edit a notification

You can add or edit the Notification Field in two ways:

#### Method 1: Via guest profile (web browser)

1.  Go to your event's **Guest List** in the web browser.
2.  Open the guest's profile.
3.  Locate the **Notification** Field.
4.  Type your message (e.g., "VIP - bring to manager").
5.  Click **Save**.

#### Method 2: Via guest list upload (CSV)

1.  Include a column named **Notification** in your guest list CSV file.
2.  Add your notification text for each guest in that column.
3.  Upload the file as usual.

#### Method 3: Via Check-in App (onsite)

1.  Find the guest in the Check-in App.
2.  Open their profile.
3.  Tap **Edit**.
4.  Scroll to the Notification Field.
5.  Type or edit the notification text.
6.  Tap **Save**.

The notification syncs instantly to all devices (just like any other guest data).

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### How it works with Scan & Check-In

When your team uses **Scan & Check-In** mode to scan a guest's QR code, the pop-up window will display:

-   Guest name
-   Guest company (if available)
-   **Notification text** (if present)

This means your team gets the alert **before** the guest is automatically checked in. They can then take the required action (e.g., escorting a VIP) before the guest proceeds.

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### Important notes

-   The Notification Field is just a text field. You can edit it as many times as you like, just like any other field.
-   If you no longer need a notification, simply delete the text and save the profile.
-   The field is optional. Most guests will have an empty notification field, which is perfectly fine.

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### Pro tips

-   **Keep notifications short.** A few words are more effective than a full sentence. "VIP" is better than "This guest is a VIP and should be treated specially."
-   **Use consistent language across your team.** Agree on terms like "VIP," "Press," "Table 12," so everyone understands immediately.
-   **Review notifications before the event.** Make sure all VIPs, special cases, and important notes are entered before check-in begins.
-   **Update notifications onsite if needed.** If a situation changes (e.g., a guest pays their outstanding balance), you can clear the notification right from the app.

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## Related Articles

-   Customizing data fields
-   Scanning QR codes – Scan & Check-In
-   Adding, editing, and deleting guests
-   Uploading guests