What fields should a restaurant CRM include?
Start with contact details, visit count, lifetime covers, tags, preferences, allergies, notes, source, last visit, and follow-up opportunities.
Spreadsheet template
Restaurant CRM Spreadsheet Template
A spreadsheet is a useful starting point for guest data when a team is moving away from notebooks. The goal is to structure what matters before graduating into an integrated restaurant CRM.
Downloadable template
First name,Last name,Phone,Email,Tags,Preferences,Allergies,Last visit,Visit count,Lifetime covers,Notes,Next follow-up Avery,Chen,+1 555 0101,[email protected],VIP; Patio,Corner booth,Shellfish,2026-07-01,8,22,Prefers early seating,Birthday inviteDownload template
Use cases
- Standardize guest notes before moving to a dedicated CRM.
- Train staff on what profile details are useful during service.
- Audit duplicate guest records and missing contact information.
Examples
- VIP list: segment regulars, private dining prospects, and recovery guests.
- Preference tracking: record seating, allergies, favorite drinks, and occasion notes.
- Follow-up planning: identify lapsed guests or high-value birthdays.
Related resources
Putting this into practice? Explore GetReserve reservation management, table and floor plan management, or plans and pricing.
FAQ
Questions about restaurant crm spreadsheet template
Is a spreadsheet enough for restaurant CRM?
It can help early teams organize data, but during service it helps when guest profiles are connected to the reservation book, so staff see notes and history without looking anything up.
Can GetReserve replace the spreadsheet?
For day-to-day service, largely yes. GetReserve creates a guest profile automatically from each booking and keeps visit history, counts of reservations, completed visits, cancellations, no-shows and covers, plus your notes, tags such as VIP, and preferences. The guest data belongs to your restaurant. Guest lists can't be exported from GetReserve, so keep a spreadsheet if you need a copy for other tools.
GetReserve
Move from static spreadsheets to guest profiles built automatically from every booking.
Online booking, the reservation book, waitlist, floor plans, guest profiles and reservation analytics in one place. Start on the free plan; paid plans are a fixed monthly price with no per-cover fees or commission.