The Guest Audit Trail Report details all Guest Profiles that have been created or modified within the selected date range.
Overview
The Guest Audit Trail Report shows every change recorded against a Guest Profile across the selected date range. Each row records who made the change, when it was made, and the field's value before and after. The report draws on the same change-log entries as the Audit Trail tab on the individual Guest Profile, but across every guest profile that changed in the period rather than one profile at a time.
Use the report to investigate disputes that hinge on a profile change (for example, a contact detail or marketing flag that was updated), to evidence compliance reviews where every edit to a customer record needs to be traceable, or to review the activity of a specific User across guest data.
Use Cases
- Dispute resolution - a guest queries a change to their profile (contact details, marketing consent, VIP flag). Run the report over the affected date range to see what changed and who changed it.
- Compliance and oversight - regulatory reviews (privacy, data protection) routinely require evidence that every edit to a customer record is recorded. The report is the printable evidence.
- Training and quality oversight - a manager reviews the changes made by a specific user to identify training opportunities or confirm policy adherence.
- User offboarding - a complete record of guest-profile changes made by a departing staff member during their tenure.
Report Options
The report options below control the data set, the grouping, and the sort order.
| Report Option | Type | Default | Description |
|---|---|---|---|
| Date | Date range | Today | The date range over which to report guest profile changes. Quick presets include Today, Yesterday, This Week, Last Week, This Month, Last Month, and a custom range. |
| Report By | Dropdown | New Guest |
Switches the basis on which the date range is applied. Options:
|
| Group By | Dropdown | No Grouping |
Groups the rows on the output. Options:
|
| Sort By | Dropdown | Guest Type |
Sorts the rows on the output. Options:
|
| Guest Types | Dropdown (multi-select) | All Selected |
Limits the report to changes recorded against profiles of one or more selected Guest Types. Options:
Leave all selected to include every guest type. |
Guide
In the side menu of RMS, go to Reports > Management > Guests > Guest Audit Trail.
- Select a Date range.
(Optional) Select the Guest Types. - Select a Report By option.
(Optional) Select a Group By option.
(Optional) Select a Sort By option. - Select Build.
Column Headers
The columns below appear on the report output. The data shown comes directly from the audit-trail entry recorded on the Guest Profile when the change was made.
| Column | Description | Source |
|---|---|---|
| Date | The date and time the change was committed, in the property time zone. | Audit entry timestamp |
| Guest No | The Guest Number on the profile the change was made against. | Guest Profile |
| Guest Name | The name on the Guest Profile at the time of the change. | Guest Profile |
| Field Modified | The Guest Profile field that changed, for example Surname, Email, Phone, Address or a marketing flag. | Audit entry |
| Old Value | The value that was set before the change. Blank when the entry records the initial creation of the profile. | Audit entry |
| New Value | The value the field was updated to. | Audit entry |
| User Name | The RMS user who made the change. | User |
Related Reports
- Audit Trail Report - every accounting transaction by posting or creation date.
- User Audit Trail Report - changes to user accounts and login activity.
- Security Profile Audit Trail Report - changes to Security Profile settings.
Related Articles
- Reservation Audit Trail - the Audit Trail tab on a single reservation.
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