This article will explain shortly what guest profiles are, and how to set them up.
The guest profile, contains all information on the guest. This includes their first and last name, phone number, address etcetera. This is important for reservations, as the system will recognize guests, based on their guest profiles.
How is a guest profile set up?
A guest profile is set up automatically, when creating a reservation. The more information filled in during the reservation process, the more information the guest profile will have. If you would like to view a guests' profile, without using a current reservation, you go to the left bar and click on "profiles". Here, there is an overview of all types of profiles in Noovy, guests, companies, users, groups and accounts.
Where do I find a guest profile?
When you open the guest tab, you will see all guest profiles listed. By clicking on the top sections, like name or language, the list will be ordered based on this subject. If you are looking for a specific guest, you can go to "filter" on the top right, and search for a specific name. In this section, you could also filter on company, e-mail or language.
I want to see this guests past billing and reservation information, how do I view this?
When you see the listing of guest profiles, on the right side you will see an eye emoticon. By clicking on this, you will view the guests profile. First you see all basic information: Name, address, phone number. Here, you can add any necessary files, for example a copy of their passport. On top, you have two other tabs: Bookings and Billings. Here you will see all past and current bookings and billings, with detailed information also in which room they have stayed in and channel they have booked with. Furthermore, on the top right you have two more options to place more information: "Cards" and "Notes". With cards, you will be able insert the guests' credit or debit card information. With notes, you will be able to note down any additional information that is important for you to know about the guest. For example: "Prefers to have a fan in the room" or "always wants their invoice on .... company".
A guest of mine booked with a slightly different name, and now a new guest profile has been set up for him. How do I combine guest profiles, so we have all their information in one profile?
When this happens, you will need to "merge" profiles. To do this, you can go to the guest profile listing and look for one of the profiles you want to merge. Next to the eye emoticon, there are three dots. When clicking on the three dots, you will get the option "Merge guests". After clicking on this, you see a new section where you can look for the other profile you want to merge. In this section, you will be able to choose which profile is the "main profile". This means, that the main profiles' information will remain, while the other profiles' information will merge with the main profiles' one.
Therefore, when information is missing in the main profile, but it is present in the other profile, this information is copied to the main profile and not lost. However, if both information is present, the information of the main profile is kept.
So, if we merge John from Spain with John from France, and we choose John from Spain as the main profile, we will have one profile for John from Spain. If John from France has a phone number listed, which was not listed in the other, the new profile of John from Spain will have this phone number listed.