| Purpose | Understand what Guest Profiles are, how Cloudbeds consolidates guest information, and which profile-management tools are available. |
| Best for | Front desk staff, managers/GM, and admins who need an overview of Guest Profile capabilities and related workflows. |
| Use this when | You want to understand how guest information is consolidated, how duplicate profiles are managed, or where to find the correct article for a specific Guest Profile task. |
| Requirements | Permissions vary by task. Manual merge and unmerge require the Guest Merge privilege, and access to sensitive guest information depends on PII privileges. See Role privileges. |
| Expected result | You can identify the main Guest Profile capabilities and continue to the correct workflow or reference article for the task you need to complete. |
Introduction
Guest Profiles in Cloudbeds PMS bring guest information, reservations, notes, profile activity, and stay history into one consolidated record. This gives staff a consistent place to recognize returning guests, review guest context, and maintain cleaner guest data.
Guest Profiles can include information from multiple properties in the same Organization. Cloudbeds also provides tools to reduce duplicate guest records through automatic deduplication and staff-controlled manual merge and unmerge workflows.
Table of contents
- Who this affects and how
- What is a Guest Profile?
- Why Guest Profiles matter
- What you can do with Guest Profiles
- Guest Profiles across multiple properties
Who this affects and how
Guest Profiles support both day-to-day guest service and profile administration. Use the role guidance below to identify the capabilities most relevant to your work.
| Role | What to know |
|---|---|
| Front Desk | Use Guest Profiles to review guest history, contact information, notes, reservations, and profile context before or during a guest interaction. See What you can do with Guest Profiles for the available tools. |
| Manager / GM | Use consolidated guest history to understand returning guests and support cleaner profile data across the property or Organization. Duplicate profiles can be handled automatically or through authorized manual merge workflows. |
| Admin | Manage the user privileges that control actions such as Guest Merge and access to sensitive guest information. Review Role privileges for the available guest-related permissions. |
What is a Guest Profile?
A Guest Profile is the consolidated guest record used across Cloudbeds PMS. It brings together information associated with the same guest so staff can review the guest's history and current profile from one place instead of working from separate reservation records.
Depending on the guest and your property setup, a profile can include contact information, reservations, notes, stay history, profile labels or tags, revenue and night totals, recent reservation sources, and information from other properties in the same Organization.
Why Guest Profiles matter
Consolidated guest data helps staff recognize returning guests, find relevant guest information faster, and reduce duplicate records that make guest history harder to understand.
- Recognize returning guests: Review past stays, reservations, notes, and other profile context from one guest record.
- Work more efficiently: Access guest information from a consolidated profile instead of searching through separate reservation records.
- Maintain cleaner guest data: Use automatic deduplication and authorized manual merge tools to reduce duplicate profiles.
What you can do with Guest Profiles
Guest Profiles combine several profile-management capabilities. Expand the sections below to understand what each capability does and where to find the detailed workflow.
Review guest information and history
The Guest Profile Drawer provides access to a guest's insights, profile details, reservations, and notes. Insights can include total revenue, total reservations, total nights, recent reservation sources, and manually merged profiles.
For the full Guest Profile Drawer layout and instructions for using each tab, see Guest Profile Overview.
Manage duplicate guest profiles
Cloudbeds supports two separate ways to manage duplicate guest profiles: automatic deduplication and manual merge.
Automatic deduplication
Cloudbeds evaluates guest profiles and can automatically identify matching records. High-confidence matches use a confidence threshold of 90% or higher, based on combinations of guest details such as name, email, phone, country, and address. Automatic deduplication runs nightly.
For automatic matching behavior and deduplication details, see Guest Profile Deduplication Overview.
Manual merge and unmerge
Authorized users can intentionally merge duplicate profiles, choose which guest details the surviving profile keeps, and unmerge eligible profiles when a merge needs to be reversed.
For example, if staff confirm that two profiles with different guest details belong to the same person, they can manually merge those records into one guest profile.
For the manual merge and unmerge workflow, see Guest Profile Overview.
Organize guest profiles with tags
Attribute Tags can be used to label guest profiles with information that helps staff identify or organize guests. Guest-profile tags can also be reviewed and managed as part of the manual profile merge flow when the user has the appropriate tag permissions.
For tag creation, assignment, permissions, and merge behavior, see Attribute Tagging (Tags).
Protect guest information
Guest information can be partially hidden in the Profiles list to help protect sensitive data. For example, an email address may appear as T****y@cloudbeds.com in the list while the underlying guest record remains unchanged. Access to sensitive guest information also depends on the user's privileges.
For details about hidden guest information, see Protecting Your Account With Hidden Guest Details. For guest-related user permissions, see Role privileges.
Guest Profiles across multiple properties
For Organizations that manage multiple properties, Guest Profiles can consolidate guest information across those properties. This helps staff recognize the same guest and review their broader history within the Organization instead of treating each property visit as an unrelated record.
In a single-property setup, the profile information shown is specific to that property. For more information about multi-property setup and Organization behavior, see Organizations - Everything you need to know.
Related articles
Now that you understand the purpose and main capabilities of Guest Profiles, review this resource for the Profiles list and its available profile-management tools:
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