A guest record contains detailed information for an individual or company and needs to exist in order to create a stay record (reservation) or group booking.
A guest can have many stays but should only have one guest record in the system. It is important to make sure a guest record does not already exist before creating a new one.
Guest information is accessed by clicking Guest Information from the Other section of the Full Menu.
A guest record can be created by itself (click the New icon from the toolbar at the top of the Guest Information screen), created at the time of making a reservation (click on the New icon next to the Last Name field of the Reservation form), or when picking up a reservation against a room block.
Use the buttons at the top of the Guest Information screen to:
As with the Folio screen or Stay screen, the Guest Information screen contains tabs through which you can access and modify the information in the Guest record. These tabs are explained below.
This screen contains the name and address information of the Guest as well as some marketing fields (Guest Type, Market Segment, VIP).
Travel Agent: Check this box if the guest is a travel agent. That means they could be attached to stays and bookings and receive commissions based on the number of stays they are attached to during a specific date range.
Private: When this box is checked , it indicates that the guest wishes to keep their address and phone information private. It can be used when doing reports and mail merges, to exclude the guests set up as "private" so you do not send them literature or phone solicitation.
Key Words: This field is typically used for searches. You can enter several words (up to 40 characters) separated by spaces, commas, colons, or semi-colons and search by any of the words entered.
Guest Type: This field is used to determine (for marketing and reporting purposes) what "type" or "Market code" this guest would be categorized under. Some examples of Guest Types are: Transient, Corporate, Government, Social, etc.
Segment: This is a property-defined list that can be used for marketing and reporting purposes.
Tariff (Rate Type): This allows you to assign a Tariff (rate type) to a guest record.
VIP: This allows you to categorize your guests as Very Important People (VIP) for reporting purposes.
This screen contains payment information that the guest typically uses. This information will carry over to each stay but can be changed at the stay level (the default payment method on the Guest Information will remain the same).
Credit Card Number: The credit card number the guest typically uses for guarantee or payment. Enter the full number (with no spaces slashes or dashes), then 1 space and the 2-digit month and the 2-digit year. Enter the CID number from the credit card, the payment type (How the guest typically pays charges at checkout)
Email Address and Web Address: The guest/company email address and web site address. Select the private check box to indicate that the email address should remain private.
Dates: The date fields include the guest's date of birth, anniversary date, trace date (date you want to be reminded that the guest exists in the system through your personal trace calendar for sales and marketing), and the established date (date the guest was added into the system.
Inactive: This box can be checked if you no longer wish a guest to appear in a search for all guests in the system.
A/R Account #: The Account receivable account number for this guest/company(provided they have one) for direct billing. If you have Skyware's Accounting system, you can search through your existing direct bill accounts to select the appropriate on for this guest/company.
The area allows you to attach guests that are "associated" with the Guest Information record you are currently viewing. The Contact area is typically used when the Guest Information record is a company; the contact area would show all of the individuals that work for that company.
This section displays all of the stay records a guest has (past present and future), and any group bookings they have picked up against. From this screen, click any of these dates to go into that stay record or group booking.
Enter comments about the guest. These pop up on the screen when you access the guest information record.