Information on Guest Profiles and available options within RMS.

Overview

A Guest Profile is a centralised record containing detailed information about a guest who has either made a reservation or stayed at the Property.

Each profile includes the Guest Details from their Reservation, along with additional data and management options.

Every Guest Profile is assigned a unique Guest Number for easy identification.

Mobile Number Recognition

The Mobile field on a Guest Profile supports number recognition with or without a country code.

It uses the Country of Residence selected on the Guest Profile to determine the correct country code.

If no country is selected, the Property's default country code will be applied. This ensures accurate matching of mobile numbers in all formats.

Country of Residence can be enabled for the Guest Profile via Field Maintenance.

Guest Profile Tabs and Features

• Accounts Receivable
  Accounts Receivable (AR) can be activated for individual Guests. The Guests' AR account is actionable via the Accounts Receivable Payment utility or directly via the Guest Account. See Guest Accounts Receivable for how to enable AR and configure Credit Terms on a Guest Profile.  
• Add-Ons
  Displays a record of all Add-Ons linked to the Guest Profile.
• Banking
  Save a guest's Bank Account Details for Direct Debit Processing.
• Guest Contacts
  Additional contacts can be added for correspondence related to the Primary Guest.
• Correspondence
  Logs all communications sent to the guest, including Form Letters, SMS messages, and Guest Portal correspondence.
  • Form Letters and SMS messages that are not associated with a reservation can also be sent directly to the guest from the Guest Profile. 
  • Documents can be uploaded to the Guest profile under "Received (In)". 
  • Multiple Notes with a Date Stamp can be added to a Guest Profile via "Add Note". These Notes are not displayed on the Reservation Page or Reports. The general Guest Note field at the bottom of the Guest Details is displayed on the Reservation page and a few reports. 
  • Users will only see correspondence related to Properties they have access to, as defined in their Security Profile.
• History
  Displays a record of all Reservations linked to the Guest Profile.
• Photo
  A single photo can be uploaded to the Guest Profile for identification purposes.
• Requirements & Traces
  Internal notes that can be assigned and tracked across multiple modules, including the To Do Chart, Reservation, Company, Travel Agent, or Guest Profile. Traces help departments coordinate and delegate tasks effectively.
• Guest Rewards
  Memberships and Guest Loyalty programs can be viewed and managed directly within the profile.
• Audit Trail
  A record of all changes made to the guest profile. 

Additional Features

• Guest Merge
  Allows consolidation of duplicate profiles that share key identifying details.
• Guest Account
  Used to manage Receipts and Charges not linked to a specific Reservation.
• Credit Card Tokens
  Securely stores card tokens to facilitate payments across any Reservations linked to the Guest.

• Stats
  See the Guest Statistics, including Last Visit, Last Rate, Avg Income and Total Income.

  

   

Smart Search

Guest Profiles can be quickly retrieved from a Reservation using any of the available Smart Search fields.