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.
Please Note! Audit Trail entries are retained for two years by routine cloud maintenance, except where the entry is linked to a reservation in Unconfirmed, Confirmed or Arrived status, or to a client account where the client type is Owner. In those cases the entries are retained indefinitely.
Please Note! RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.
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.
How to Access
In the side menu of RMS, go to Reports > Management > Guests > Guest Audit Trail.
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. |
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. When built, the report output is headed General Guest Audit Trail.
| Column | Description | Source / Calculation |
|---|---|---|
| Date | The date and time the change was committed, in the property time zone. | Audit Trail 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, Photo or a marketing flag. | Audit Trail entry |
| Old Value | The value that was set before the change. Blank when the Guest Profile field had no previous value, for example when the profile was first created or the field was filled in for the first time. | Audit Trail entry |
| New Value | The value the field was updated to. Blank when the change cleared the Guest Profile field. | Audit Trail entry |
| User Name | The RMS user who made the change. | User |
Data Sources & Calculations
The Guest Audit Trail Report has no calculated columns. Every column is read from one source, the Audit Trail entry recorded against the Guest Profile, and the Report By option decides which entries are listed.
Audit Trail entries
An Audit Trail entry is recorded each time a Guest Profile is created or a Guest Profile field is changed. Each entry stores the Guest Profile field that changed, the value before the change, the value after it, the User who made the change and the date and time. The Guest Audit Trail Report lists these entries for every Guest Profile that falls in the selected date range, and the same entries can be viewed one profile at a time on the Audit Trail tab of the Guest Profile.
The Report By option controls which entries appear:
- New Guest - entries for Guest Profiles created within the date range. Old Value is blank on these rows because the Guest Profile field had no earlier value.
- Modified Guest - entries for changes made to existing Guest Profiles within the date range. Old Value shows the value before the change and New Value the value after it. When a change clears a Guest Profile field, New Value is blank.
Some entries record an action rather than a typed value. For example, adding or removing a profile photo is recorded against the Photo field with the image file name as the value.
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.
- Guest Profile overview - the profile record whose changes the report lists, including its Audit Trail tab.
- User(s) - the Users whose changes appear in the User Name column.
Comments
0 comments
Please sign in to leave a comment.