Guest

Created by Level One, Modified on Wed, 9 Jul at 1:57 PM by Level One

Overview:

Guest screen is used to view, edit, add and delete the guest information. From this screen you can also see summary of previous reservations and create a new reservation.

On the Easy Inn Keeping menu click the “Guest” icon, and a screen will display.

Filter options in the guest page:

On the top, the “Search By” drop-down box will show, using the required option, the guest details can be retrieved
For example, if you like to search the guest details by using the option “First Name, Last Name, Full Name, Reservation#, Email Id, State, City, Phone No, Guest Id.
After choosing the appropriate option, then click the “Find” button, now the selected guest details will be shown.

Below the page, four buttons can be viewed:

ADD
DELETE
MERGE
BULK MERGE

1.How to add the guest:

To add the guest, click the “Add” button, and a pop-up window will open.

In this window, there are three 3 tabs that can be viewed.

General
Personal
Special

Click on the “General” tab, fill in the fields then press “Save” and “Close”. For reference, in the below screenshot, you can see the filled fields.

Please be noted that the (*) asterisk marked field is mandatory.

2. Now, click on the “Personal” tab, the screen has been divided into 2 parts:

“Guest Personal Information” and “Guest Billing Address”

In this “Guest Information Page,” you can fill the guest’s personal information like “Guest Type,” “Visit Type,” Birth Date,” “Vehicle Model,” Account Code, etc., and soon.
Please be noted that the (*) asterisk marked field is mandatory.
Scroll the page, and you can see the “Guest Billing Address” area, here also you can fill in the guest’s billing address, which can also be available in the “General” tab.
Once fill in all the necessary fields, click “Save,” now your guest details will be successfully saved, then press the “Close” button.

Next, “Special” tab, this tab is optional.
In this “Notes” field, information entered will be reflected in the respective reservation, only by enabling the checkbox, which was next to the notes field
“Displaying Notes When creating Reservation.”
After completing the information, again go to the Guest window, now you can see the new guest record on this page. See the below screen-shot.

2.How to delete the guest:

Using this option, the selected guest can be deleted from the guest record.
By Selecting the “Search by” drop-down box, search for the guest using the filter options Reservation# or First Name, Last Name or Email ID, etc.,
For Example, In the “Search by” field, select the option “First Name,” next to the “Search by” field, there is an “Enter” field, here type the “First Name” of the guest.

Click the “Find” button.
Now, the selected guest is shown on the page.
Click the checkbox behind the “ID” field, and the guest will be selected to delete from the record.
Click the “Delete” button and now another pop-up window will open for the confirmation.
Press “OK,” and now the selected guest will be deleted successfully.

3.How to merge the guest

In this section, you can merge the selected guest, by doing this action, one or more of the guest records will be integrated with the recently booked guest.
Now, go to “Search by,” choose the filter option, and enter the input according to the filter option selected.
Now, the selected guest will be displayed.

Click the checkboxes, behind the “ID” in order to select the guests, and below choose the “Merge” option.
Now, a pop-up window will appear for the confirmation. Press “OK”.

On the pop-up box, you can see the message “Are you sure you want to MERGE the selected GUEST to “Guest ID 42”.
This means that Guest ID: 42 is the recent reservation made on the system, now the remaining Guest ID (24,21,20,18,17) will be merged with the Guest ID:42.
Once the selected Guest merged, all the reservations made by another guest id (24,21,20,18,17) merged with Guest ID:42

4.How to bulk merge

In this “Bulk Merge”, only reservations will be merged onto the newest individual guest record, and all duplicate guest records will be deleted.
The guest’s personal information (Address, Phone Number, etc.) in the newest guest record will be kept, and the personal information on ALL duplicate guest records will be lost. No guest information will be merged.
Go to the guest tab and click the guests to make a bulk merge and click the “Bulk Merge” button.

Now, a pop-up window will appear for the confirmation, then press “OK.”
Now the selected guest id will be merged successfully

How to make a reservation or booking in the guest tab:

Go to the Guest tab, after adding the guest details, to the guest list, go to the last column of that guest, there is a “Book Now” field.

Click that button “blue colored box with arrow” box, now you will be redirected to the “Reservation” page.
On this reservation page, on the first row, you can give the arrival and departure date, room name, room type, payment method, etc.
On the second row, the selected guest details will be automatically fed on all required fields.

After filling in all the fields, scroll below, and press the “Save” button. Now the reservation has been completed for the selected guest.

How to blacklist the specific guest in online booking

On this Guest Tab, Click on the guest name.
Under "Guest Details", go to "Special" tab.
Enable the option "Do not allow new reservation" and enter the content as per your requirement.
Then "Save" it.

How the System Validates a Blacklisted Guest:

The system validates blacklisted guests based on the email address used in their existing or previous reservations.
When a guest attempts to make a new booking using the same email address they previously used, the system checks whether that email is associated with a blacklisted profile.
If the email matches a blacklisted guest, the system restricts the booking and displays an alert message, as defined on the Guest Page.