This article describes the Birthday Anniversary Report, which lists guests whose birthday or anniversary falls within a selected date range, either across every Guest Profile or only for guests with a reservation arriving, in house or departing in that range.

Overview

The Birthday Anniversary Report lists guests by the Birthday or Anniversary date recorded on their Guest Profile. The Report Type option switches the whole report between Birthday and Anniversary mode, and every Birthday label on the report options panel and the report output changes to Anniversary when Anniversary is selected.

The report selects guests in one of two ways. Guest Birthday Between lists every Guest Profile in the database whose birthday falls inside the selected date range, whether or not the guest has a reservation. The three reservation options (Reservation Arriving Between, Reservation In House Between and Reservation Departing Between) list reservations in the date range instead, and add the reservation number, Area, arrival and departure dates, Company and Travel Agent to each row.

Front office and guest relations teams run this report to prepare birthday or anniversary gestures for guests who are staying, and marketing teams run it to find guests to contact ahead of their special date. To send a birthday Form Letter automatically instead, see Birthday Greeting.

Please Note! Before you run the report, ensure that the Birthday field is enabled in Field Maintenance so that it is visible on the Guest Profile and can be filled in. A guest with no Birthday recorded cannot appear on the report.

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

• Birthdays during a stay - the front office runs the report each week with Reservation In House Between set to the coming week and Guest Birthday During Stay selected, then uses the Res No and Area columns to arrange a card or gift for each guest celebrating while in house.
• Birthday marketing - the marketing team runs the report with Guest Birthday Between set to next month and Guest must have Past or Future Reservation ticked, so the list only contains guests who have stayed or are booked to stay, then exports it to contact them before their birthday.
• Anniversary recognition - guest relations switches Report Type to Anniversary and runs Reservation Arriving Between for the month ahead with Guest Anniversary During Stay selected, to find couples arriving to celebrate an anniversary at the property.

How to Access

In the side menu of RMS, go to Reports > Management > Guests > Birthday Anniversary.

Tip! Select Add Report to Favourites Menu to add the Birthday Anniversary Report to your Favourites, or select Schedule to have it generated and emailed automatically as a PDF or CSV file. See Scheduled Reports.

Report Options

The report options on the Birthday Anniversary Report control which guests or reservations are listed, the date range they are tested against, and how the rows are grouped and sorted. All options are visible on the Report Options panel; this report has no More Options panel.

Column Headers

The Birthday Anniversary Report has two layouts. The guest layout is used when Guest Birthday Between is selected and shows one row per guest. The reservation layout is used for the three reservation options and shows one row per reservation, so a guest with several reservations in the date range appears once per reservation. Where a value depends on a report option, the Source / Calculation column points to the relevant concept under Data Sources & Calculations.

Columns on both layouts

Additional columns on the reservation layout

The reservation layout adds the columns below when Reservation Arriving Between, Reservation In House Between or Reservation Departing Between is selected. Res No sits after Guest No, and the remaining columns follow VIP Status.

Data Sources & Calculations

The following concepts govern more than one column or option on the Birthday Anniversary Report.

Which guests and reservations are included

The Birthday Anniversary Report includes guests in one of two ways, set by the radio buttons on the Report Options panel:

• Guest Birthday Between reads every Guest Profile in the database and includes each guest whose birthday (day and month) falls within the Date range. Ticking Guest must have Past or Future Reservation removes guests who have no reservation at the property, so the list only contains people who have stayed or are booked to stay.
• Reservation Arriving Between, Reservation In House Between and Reservation Departing Between read reservations rather than Guest Profiles. The Date range is tested against the reservation's arrival date, its stay dates, or its departure date respectively. Cancelled and No Show reservations are not included. Each matching reservation is then tested against the sub-option: Guest Birthday During Stay keeps it when the guest's birthday falls between the Arrive and Depart dates, and Guest Birthday Between keeps it when the birthday falls within the second date range.

A guest with several qualifying reservations appears once per reservation on the reservation layout, each row showing that reservation's Res No, Area, Arrive and Depart dates.

Report Type: Birthday or Anniversary

The Report Type option decides which Guest Profile date the report reads. In Birthday mode the report reads the Birthday field, the report header reads Birthday, and the date column is headed Birthday. In Anniversary mode the report reads the Anniversary field, the header reads Anniversary, the date column is headed Anniversary, and every option label on the panel that mentions Birthday (Guest Birthday Between, Guest Birthday During Stay, the Birthday entry under Sort By) is relabelled Anniversary. Both layouts and all other options work the same way in either mode, except that the Age column is left blank in Anniversary mode because an anniversary date does not give the guest's age.

Age

The Age column is the current year minus the guest's year of birth. It does not check whether the birthday has already passed this year, so a guest whose birthday is later in the year is shown one year older than their current age until that date. For example, a guest born on 12 October 1987 shows an Age of 39 on a report run on 21 September 2026, although they turn 39 only on 12 October 2026.

Please Note! When no guest matches the selected options, the report does not show an empty table. It shows a single row of placeholder values (a Guest No of 0, a date of 01 Jan 0001 and an Age equal to the current year minus one). This row is not a guest record; widen the date range or change the selection option to find matching guests.

Related Reports

• Demographic Report - summarises the guest mix for a date range, including average ages, run from the same Reports > Management > Guests group.
• Guests by Region Report - groups guests by the Region on each Guest Profile, run from the same Reports > Management > Guests group.
• Banned List Guests Report - lists guests flagged as banned, run from the same Reports > Management > Guests group.

Related Articles

• Guest Profile overview - where the Birthday, Anniversary, Nationality and VIP Code fields are recorded.
• Birthday Greeting - sends a Form Letter to guests automatically on their birthday.
• Set up VIP Codes for Guest Profiles - the VIP Codes shown in the VIP Status column.
• Configure field maintenance - make the Birthday and Anniversary fields visible on the Guest Profile.