Keeping your guest information accurate and up to date is essential for delivering a great experience! Knowing the little details, like a guest's dietary preferences or their correct contact info, makes all the difference. It is also incredibly helpful to have accurate details when the person paying for the booking (like a travel agent or tour operator) is different from the guest actually staying in the room.
Here is exactly how to view or update these details:
Step 1: Open the Booking Details
Simply click on the specific booking on your calendar to open the Booking Details window.
Step 2: Edit the guest's profile
Look for the 'Edit Guest' icon inside the Guest Details panel and click on it.
Step 3: Update their basic info
You can quickly add or change their basic contact numbers and email addresses, as well as update their billing and VAT information.
Step 4: Add extra details
If you need to add specific details, like their nationality or a secondary cell phone number, you can easily do this under the 'Extra Info' section. Just select the type of detail you are adding (the attribute) and type in the specific information (the value).
Step 5: Record special notes & rates
This is a fantastic place to save specific guest notes, like dietary requirements or special room requests. (A quick tip: If this client uses a specific STO Rate Sheet, you can link it here! When you make a manual booking for this particular client in the future, the system will automatically apply their linked rate.)
If you would like to link a different rate sheet you will need to set up an STO and link it by rate sheet in use.
When you make a booking for this particular client again, the applied rate on the booking will be from the linked STO.
Step 6: View their history
While you are on this screen, you can also easily check their financial and stay history:
- Accounts: View a complete list of all the open and closed accounts for this client.
- Transactions: See a neat record of all accounting transactions, including invoices, payments, credit notes, and journals.
- Booking History: If they are a regular returning guest, you can view a list of their past stays, including their previous arrival and departure dates, the number of nights they stayed, and their past booking totals.
