Last updated: Jan 23, 2026, 4:51 PM
Learn how to use this report and leverage the data it provides for your restaurant.
The Guestbook is designed to help you increase your revenue. It allows you to leverage your data to better understand your guests, deliver a better experience, and reach them through multiple communication channels.
Guestbook provides information on your guests at both a broad and individual level, including:
With the ability to search and create your own filters or segments, you can easily export lists of customers who fit specific criteria. Either use the segments already created or customize your segment.
Additionally, each segment will contain filters so users can decide how they want to see your guests' data by selecting More filters.
For example, let's say you want to filter customers by Order date. You can select Order Date > Within the last 7 days, Within the last 30 days, or a specific Date range. Then select Apply filter to see your selected information.
Note: You can also filter by location and select one or more locations under the restaurant management group. Doing so will display all guests who have visited the selected locations at least once and will show aggregated order data for the locations selected.
Then, by selecting the Download list button, Toast will email you a link to a unique download URL to kick off the data download as a CSV file. Select Agree and continue to complete your download.
Note: If the restaurant management group has more than 250,000 guests, the generated report will only display guests who ordered within the past six months.
You can easily learn more about your restaurant's guests by selecting the row on the report for the corresponding guest. Use this data to learn more about your guests and their ordering habits, and reach out to them with promos if they have agreed to receive marketing materials from you, for example.
Once a row or guest is selected, a new page will populate with the guest's information: In the contact information field, you will find the guest's name, an option to review guest notes by selecting add note, view any added Guest Tags, phone number, and email. To get more information on the guest, leverage the selections below:
The Guestbook is your key to understanding the full guest experience. By leveraging powerful guest data, you can drive meaningful change, anticipate guest needs, and boost your revenue.
This section gives you the following information
Below are the two ways to access the Guestbook report in Toast Web.
In this section, you will be able to see all of your guests' booking information:
Get an overview of your guests' feedback submissions:
Automatically assign the relevant tag to a customer as soon as they meet the criteria of a smart segment definition.
| SEGMENT | CODE | NAME OF TAG | DESCRIPTION | VISIBILITY |
| Lapsed Guest | LAP | Lapsed Guests | Last visit more than [recency] ago | YES |
| Big Spender | $$$ | Big Spender | Spends an average of [spend] or more per visit | YES |
| Regulars | REG | Regulars | Last visit within [recency] + visits at least [frequency] | YES |
| Super Fans | FAN | Super Fans | Last visit within [recency] + visits at least [frequency] + spends an average of [spend]or more per visit | YES |
| New Guests | NEW | New Guests | First visit within [recency] | YES |
You can now create new custom tags directly within the area of the updatedsettings page. Tags are created at the specific location you selected and are only available there.
You might see the "Someone Needs to Unlock This For You" error if you do not have the right permissions in your job role. Only users who have access to the entire restaurant management group and have the 4.13 Customer Credits & Reports permission have access to this report. For more information on permissions, please see .
Guest data will appear for guests who have ordered at any location in your restaurant group.
A guest profile will be created when:
The guestbook reporting can only be accessed via Toast Web. However, if you need to look up your guests’ rewards accounts on your POS, you can do so by enabling the Loyalty Account Lookup feature in Toast Web. Learn more here: .
Data may take up to 24-48 hours to be reflected in the report.
A Guestbook will be the one place where all data about your guests will be housed. Currently, the new Guestbook captures guests who have added their email through an order via Online Ordering, Local by Toast app, Toast Mobile Order & Pay™️, Digital Payments, Kiosk, and Digital Receipts. As we continue to update the Guestbook, we will add more sources, including loyalty and phone numbers as a main identifier. In the meantime, you will still have access to the old report until we plug those gaps.
The Guestbook and a Rewards Account serve two different functions. The Guestbook is the master list of all guest information, while a Rewards Account is what customers use to earn and redeem loyalty points.
Guestbook profiles are tagged if there is an associated loyalty account, but point/reward management should be completed through the Loyalty platform. To learn more, see .
Currently, guest data cannot be imported into Guestbook.
Yes! If you have accidentally created a duplicate account for a guest, you can merge the accounts to create a single guest profile. To merge guest profiles:
View your guests' Toast Loyalty activity:
The Guestbook Marketing module provides an overview of guest behavior and activity with your marketing channels.
In the Guestbook Details module, you can review your guests' information. Select any field to edit:
Note: If any of the guest's information is updated or added in the Details module, be sure to Save.
While you can review all guest details in the Guestbook, please note that contact information, such as phone numbers and email addresses, is NOT editable. If you need to update this information, kindly contact customer support for further assistance.
The Guestbook VIP tag helps staff identify those you’d like to designate as special guests. Note: This feature only works for customers who have Toast Tables. To learn more, please see Get Started With Toast Tables.
Follow the steps below to access and enable a guest VIP tag:
Here, you can check the VIP tag for the guest's profile.
Follow the steps below to start creating a new custom tag:
When using the Guest Report, you will see several pre-determined filters at the top. These filters are called Guest Segments. Each section allows different information to be provided by the user. By using Guest Segments, customers can identify their guests by their spending and order habits to personalize offers, promotions, and campaigns.
Scroll through each different section below to learn more about these pre-determined filters.
When you're ready, email your guests!