Guests Tab Overview

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The Guests tab is where you can view all of your customer's data such as revenue, personal details, notes, and any documents that you have attached to a specific guest. On this page, you also have a drop-down button which includes "Guest Data Extraction" and "Anonymize Guest Data" options due to GDPR Compliance.

Overview

Login to your myfrontdesk account:

  1. Click on the "Guests" tab
  2. On this page, you can filter by:
    • New or Repeat guests
    • Guest Country
    • Check in or check-out dates
    • Guest Status
  3. Filter Duplicates by Email - this filter will search for all occurrences of guests where there is more than one repeated email - This is useful to merge guest's profile
  4. Merge guests -  use this tool to merge duplicate guest profiles - Check the following guide for more information: How to Merge Guest Profiles
  5. Once you apply the desired filters, you can see the basic guest information:
    • Name / Surname
    • Email
    • Phone
    • Country
    • Repeat Guests?(Y/N)
    • Guest Status
  6. In order to view more details about a guest, click on their name - You will be directed to the guest details page

Guest Information Page Overview

Once you've selected a specific guest, you can see or update your guest's profile. It is important to keep your guest's profile updated in case of new reservations.

Guest Details

On the Guest Details tab you can:

  1. Upload or take a guest's photo
  2. Check if the guest opts in to marketing and promo content  (check further details here)
  3. Contact Information, Address and Guest Document
  4. Statistics (total reservations, nights stayed, total revenue and the last visit date)
  5. Sources from which guest booked
  6. Select a Guest Status
  7. Create a new reservation for the guest
  8. If GDPR Compliance is enabled, the "Privacy Actions" drop-down allows you to anonymize the guest or extract guest data

The "Privacy Actions" drop-down will only be displayed if ‘Enable GDPR Compliance’ is enabled for the property

You may enable it under the General System Settings - Click here for for further details

Guest History

The History shows the guests' reservation history.

  1. You can search by using the search feature to find a specific reservation or
  2. View the full reservation details by selecting a specific reservation.
Notes

List of all notes, including both active and archived.
This tab allows you to see any of the notes associated with this guest

You can also add a note from this tab.

Documents

This tab allows you to upload new guest documents and view previously added documents

GDPR Data Controls

Guest Marketing Preferences

Under the Guest Details, you can check if the guest opts in to marketing and promo content

  • According to GDPR compliance ONLY THE GUEST can decide whether he wants to opt-in for marketing content (by confirming that during booking process on booking engine or by following the Opt-in guest form/link and confirming that he opts-in)
  • Both the property and guest can opt-out the guest
  • If a myfrontdesk user decides to change a Guests status from Opt-In to Opt-Out, it can not be undone until the guest books your property again or opts-in by other means
  • Opting-out the guest only affects his guest profile. It does not affect any other guest associated with the same reservation

Anonymize Guest Data

Anonymizing guest data will remove all personally identifiable information for this guest from the system.

[TEST] Trial | 1 - Guests - Google Chrome
  1. Guest Details:
    • First Name -> will be replaced with “Anonymized”
    • Last Name -> will be replaced with “Anonymized”
    • Email  -> will be replaced with “anonymized-first 10 symbols from old email value@example.com”
  2. Guest’s Photo
  3. Phone
  4. Cell Phone
  5. Date of Birth
  6. Address 1
  7. Address 2
  8. All PII Custom Fields (Personal Identifiable Information)
  9. Document Number
  10. Document Issue Date
  11. Document Expiration Date
  12. Notes * if there are any
  13. Documents
    • All images and documents uploaded aside from Registration Cards and Invoices
  • This action can not be undone.
  • The ‘Anonymize Guest Data’ button will be active only if:
    • Guest has no In-House, Confirmation Pending, or Confirmed reservations;
    • Balance Due is 0;
    • Guest has not been previously anonymized

Guest Data Extraction

The “Guest Data Extraction” option creates and downloads an XML file (similar to Reservation Export) that includes the details outlined below.

At the moment only a XML format is available

  1. Guest Details:
    1. First Name
    2. Last Name
    3. Email
    4. Phone
    5. Cell Phone
    6. Date of Birth
    7. Gender
    8. Address 1
    9. Address 2
    10. City
    11. Country
    12. Province / State
    13. Postal / ZIP Code
    14. All Additional Information Custom Fields
    15. Type of Guest Document
    16. Document Number
    17. Document Issue Date
    18. Document Issuing Country
    19. Document Expiration Date
    20. All custom fields
  2. History
  3. Notes (both active and archived)
  4. Documents
  5. All Reservations
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