How to create a guest list

The client registry is a useful tool to save your regular guests' data and speed up future check-in operations.


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How to create a client profile

Method 1: From reservation page

  1. Access the reservation detailsπŸ‘‡

  1. Click the dedicated button to create the client profile

  1. Click "Save" at the bottom of the page

Method 2: Automatic Creation

When you create a guest registration form that includes:

  • Client's first and last name

  • Date of birth OR personal email

The system will automatically generate a Client Profile in the Guest List.Β 

Where to Find Client Profiles

All saved Client Profiles can be found in: PMS Real Planning > Administration > Client/agency registry

Automatic Import of Future Reservations

In the Guest List section you'll find the button with two circular arrows πŸ”„ that allows you to create client profiles automatically, importing into this section all future reservations for which an email is specified βœ‰οΈ all emails ending with @portalname.com are excluded, as they are considered fictitious emails.

Important Requirements

For Automatic Completion ⚠️ WARNING: To enable automatic data completion, you need to enter three elements:

  1. First name

  2. Last name

  3. Date of birth AND/OR email

The third piece of data helps avoid confusion in case of guests with similar names.

If you are accidentally registering a guest twice, the system will recognize it and alert you like this:

Other Requirements

  • If you have a multi-account, you will need to create the registries from the individual child account. By accessing your Master account you will see all registries saved in all child accounts.

  • To view booking history, verify that the guest's email address is saved in both the reservation and the profile

check that the email address has been saved in the details of the reservation and in the card.

Properties in Italy or in Spain ⚠️ By creating a Police Card (Italian and Spanish management), if this includes the customer's name, surname and date of birth or personal email, the Guest Card is automatically generated in the Guest List.

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How to Use the Registry

When manually entering a new reservation for an existing guest:

  1. Start typing one of the client's personal details (even partially)

  2. The system will automatically verify the data saved in the Guest List

  3. It will show you all compatible client profiles

  4. Click on the guest of your interest

  5. The fields will be automatically filledΒ 

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Would you like to save also informations regarding Agencies, Companies or OTAs?
Click here to read the complete article.