Manage all your past, present, and future guests in one place with the Manage Guest Profiles module. Here's what you can do:
Search for guests
Merge guests with multiple entries into a single contact
View all past, present, and future reservations or quotes for a guest
View and comment on communication history
Enter and store notes about a guest
Create marketing categories to apply to guests (repeat guest, snowbird, VIP, etc.)
Add new leads
Import leads from an external leads list (a template spreadsheet is provided)
Import leads to a specific marketing category
Create a new reservation for an existing guest
Where to go
To access your database of guest records, go to:
Communications
Manage Guest Profiles
Search for a guest
To search for a guest, type their name or email address in the search bar at the top of the screen and click "Search." The grid will display all guests and leads that match your search criteria. To load all guest records, simply click the "Search" button without applying any search criteria.
Types of guests
The grid displays three types of people, each with a different color code:
Accounts: People who have a confirmed reservation with you in the past, present, or future.
Opportunities: People who have generated a quote with you but have not yet booked.
Leads: People who have been added to the system as a lead or who have signed up for your newsletter on your website. You can store these contacts so that you can reach out to them with marketing emails in the future to encourage them to book with you.
View guest profile
To view a guest's profile, select the "Person" icon in the left most column. The Guest Profile window will open where you can see:
Guest Details
GuestPass account details
Reservations and Quotes
Notes
Email and communication history
Stored payment methods
Merge guest records
Duplicate guest records can be created if a guest makes two separate reservations or if they get a quote and then book separately. To keep the database clean and easy to search, you can merge these records into one.
Let's use the guest Susan Greene as an example. There are two records for Susan Greene in the database, but only one has her email address and other details. We want to merge the other record into the one that has the most data.
To do this, select both instances of Susan Greene using the checkbox. The "Merge" icon will appear. Click the "Merge" icon on the contact that you want to merge the records into. Click "Yes" to confirm the merge.
