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Main Individual Profile
Enter demographic information about the individual. To create a profile you need to provide the individual's first and last name. You can enter multiple addresses, telephone numbers, and notes.
Last Name. Enter the guest's last name.
First Name. Enter the guest's first name.
Language. Choose the guest's preferred correspondence language. A default correspondence language was established for your property during set up.
Title. Open the Title list and select a courtesy greeting. The greetings are sorted based on the language selected.
Addressing Information. Enter the guest's addressing information. You must enter a primary address before you can enter multiple addresses. Open the Address list to create multiple addresses. If multiple addresses are created, select one as the primary. The primary address type will be displayed in parentheses.
Telephone. Enter the guest's primary telephone number. You must enter a primary telephone number before you can enter multiple phone numbers. Open the Telephone list to enter multiple telephone numbers. If multiple phone numbers are created, select one as the primary. The primary phone type will be displayed in parentheses. We recommend that you specify or update a fax number in the Facsimile field.
Facsimile. Enter the guest's fax number.
VIP. Open the VIP list and select a VIP status level, if any.
Passport. Enter the guest's passport number.
Nationality. Open the Nationality list and select the guest's nationality.
Date of Birth. Enter the guest's date of birth or select the date from the calendar.
Salutation. By default, the system combines the individual's last name with the selected Title (courtesy greeting) to form a salutation. You may directly edit the salutation, if desired.
Save in History. Select this checkbox to save the details about this guest's reservations and stays.
Notes. Enter Reservation or General-type notes pertaining to this guest by opening the Comments drop down list. The last General-type comment created is displayed here.
Rate Code. Displays a negotiated rate code, if any. This information comes directly from the negotiated rate codes entered in the Rate Codes page under the Guest Info button.
Membership #. Displays a membership number, if any. Membership information comes directly from the Memberships under the Guest Info button.
A/R No. Displays an Accounts Receivable account number here, if applicable.
Mailing List Checkbox. Select this box to place the guest on your mailing list. Choose which mailing lists to send to the guest in the Mailing field.
Mailing. Open the Mailing list to select specific mailing lists to attach to the guest's profile.
Interest. Open the Interest list to select one or more interests to attach to the guest's profile.
Ref. Curr. The property's currency is the default currency. If the guest prefers his billing and invoicing in another currency, open the Currency list and select that currency.
Club memberships, credit card information, negotiated rate information, and virtual numbers are entered and updated through the Guest Info button.
Press the Guest Info button to enter or update the guest's club memberships, credit card information, negotiated rate codes, or virtual numbers.
Press the Next button to move to a blank address form.
Open the Address Type drop down list and select an address type (home, business, bill to) .
Fill in the addressing information (address, city, postal, state, and country) . Correct postal codes will automatically recognize the correct state and/or country.
Press the Save button.
Press the Next button to create another address. Follow steps 2-4 to create another address. Create as many addresses as needed.
Select one of the addresses to be the primary address by checking the Primary box.
Press the Close button to exit.
Use the Previous and Next buttons to move between addresses.
Use the Previous and Next buttons to reveal the address you wish to delete.
Press the Delete button. Note that you will not be asked to confirm this decision.
Press the Save button.
Press the Close button to exit.
Press the New button to activate the next Phone Type drop down list.
Open the Phone Type drop down list and select a phone type (business, car, cellular, fax) .
Click in the Number column and enter the phone number (including the area code).
Press the OK button to accept your additions.
Press the New button to create another phone number. Follow steps 2-4 to create another address.
Select one of the telephone numbers to be the primary by checking the Primary box next to it.
Press the Close button to exit and return to the main profile page.
If you want to change the Phone Type: highlight the phone type, click its drop down list, then select another phone type.
If you want to change the phone number: click in the phone number area and change the phone number.
Press the OK button to save your changes.
Press the Close button to exit and return to the main profile page.
Highlight the phone type you want to delete.
Press the Delete button. The phone number will be deleted.
Press the OK button to save your changes.
Press the Close button to exit and return to the main profile page.
Mailing lists are created from the Miscellaneous menu. The available mailing lists are displayed in the Available Codes box. By attaching a mailing list to a profile, that profile will receive any mailings sent to that mailing list.
Highlight the mailing list you want to attach to a profile and press the Select button. The selected mailing list will move to the Selected Codes box.
Select as many mailing lists as the guest desires.
To un-attach a mailing list, highlight the mailing list in the Selected Codes box and press the Remove button. The mailing list will move back to the Available Codes box.
Press the OK button to accept your selections. You will return to the profile page from which you started. If you press the Close button you will be asked to keep or discard your selections/changes, and then return to page from which you started.
The available interest codes are displayed in the Available Codes box. Highlight the interest code you want to attach to a profile and press the Select button. The selected interest will move to the Selected Codes box.
Select as many interests as the guest desires.
To un-attach an interest, highlight the interest in the Selected Codes box and press the Remove button. The interest will move back to the Available Codes box.
Press the OK button to accept your selections. You will return to the page from which you started. If you press the Close button you will be asked to keep or discard your selections/changes, and then return to page from which you started.
Reservation comments are available if the Profiles>Reservation Comments application parameter is set to Y.
Select the Comments drop down list to create, change, or delete notes.
The notes function now has the ability to create Reservation- and General-type notes. Reservation-type notes can be copied to the guest's future reservations.
If Reservation comments exist for a guest (profile), upon the creation of the next guest reservation the comments are automatically copied to the new reservation.
Note: If travel agent, company, source, group or contact profiles are attached to the reservation, and these profiles have their own Reservation comments, the system will prompt the reservation agent with the following message, Reservation comments exist for this profile. Do you wish to copy them to the reservation? Select Yes to copy them to the reservation. Select No to not copy them to the reservation. When multiple Reservation comments are attached to the reservation, the Comments field is highlighted in yellow.
Press the New button. The Date and Time fields default to the system date and time.
Click the Comment Type drop down list and select a comment type: Reservation or General.
Click in the Comments box and enter the text of the comment.
Press the Save button. The new comment will be added to the other notes on the left side of the screen.
Press the Close button to exit.
Highlight the comment you want to edit.
Click in the Comments box and edit the comment as desired.
Press the Save button.
Press the Close button to exit.
Highlight the comment you wish to delete.
Press the Delete button. You will be asked to confirm this decision.
Press the Close button to exit.
This field is available to Screen Pain attributes on the property level.
The Preferences page lets you create guest preferences (favorite room types and features, floor location, and products) to better serve the guest during their stay. The preference types and their specific preferences were created in system configuration.
Highlight a Preference Type.
Press the New button. A Preferences screen will display the specific codes and descriptions within the preference type. (If no preferences are available for the specific preference type try another preference type.)
Select all the preferences within the preference type the guest desires.
Press the OK button to accept your selections or press Cancel to void your choices and return to the Preferences page.
Repeat steps 1-4 for each preference type as needed.
Note: A plus sign next to a preference indicates that more than one preference was selected within that preference type.
Highlight the preference type you wish to edit and press the Edit button.
You may add, delete, or otherwise revise preferences according to the guest's wishes.
When finished, press the OK button. Press the Cancel to void your changes. You will return to the Preferences page.
Highlight the preference you wish to delete.
Press the Delete button. Note that you are not asked to confirm your decision to delete a preference. Once you delete it, it is gone.
Double-click the preference type to view all preferences selected.
Highlight the preference you wish to delete.
Press the Delete button. You are not prompted to confirm your decision to delete a preference. This deletion is permanent.
Within the preferences area you display a quick task menu by right-clicking the mouse. The same four tasks are available to all profile types.
Delete Preference Type. Use this option cautiously. All preferences within the preference type will be deleted. To delete a preference type:
Highlight the Preference Type you wish to delete.
Open the quick menu and select Delete Preference Types. The Preference Type and all preferences under it will be deleted from the profile.
Delete Preference. To delete an individual preference:
Expand the list, if necessary.
Highlight the Preference you wish to delete.
Open the quick menu and select Delete Preferences. The individual preference will be deleted from the profile.
The Statistics page shows various stay statistics for Individual and Group profile types. The History page provides specific details (property and room stayed in, and arrival and departure times) of each stay.
The only editable fields on this page are those in the Special Fields Options.
These fields are used to create specific check-in messages about the guest or group. The messages will display when the guest or group checks in. No messages will be displayed if Normal is selected.
Normal. Guest or group is allowed to pay on normal terms.
Restricted. Guest or group is on a restricted list. The default message is Warning. Guest is on restricted list.
Cash Only. Guest or group is on a cash only list. The default message is Warning. Guest is on cash list.
R/L Message. Enter an additional message you wish to be displayed when the guest or group arrives for check-in. No message will be displayed if Normal is selected.
A/R #. Displays the guest's or group's Accounts Receivable number, if applicable.
Availability Override. Select this checkbox to indicate this guest or group may book a reservation outside of availability limits.
Press the Save button to implement your selections/changes.
The information in this group is for display only.
Last Visit. Last day the individual stayed at your property. Does not apply to a group profile.
Last Rate. Last room rate charged at your property. Does not apply to a group profile.
Last Room. Last room number occupied at your property.
The information in this block is chain-wide and is display only.
Total Nights. Total number of nights stayed at all properties.
Total Stays. Total number of stays at all properties.
Cancellations. Total number of cancelled reservations at all properties.
No Shows. Total number of no shows at all properties.
Total Revenue. Total amount of revenue at all properties. This total should match the sum of all room revenue, sales and catering revenue, and other revenue as shown in the History Page.
This page displays future reservations made by the guest at all properties. View and change the details of future reservations by highlighting the reservation and pressing the Reservation button.
Use the horizontal scroll bar to show additional columns not immediately shown.
Property. (Used only with the Multi Property parameter) Displays the property of the future reservation.
Arrival. Displays the arrival date.
Departure. Displays the departure date.
Room Type. Displays the room type reserved.
Adults. Displays the number of adults on the reservation.
Child. Displays the number of children on the reservation.
Guest Name. Displays the primary name on the reservation. Notice that an individual profile will only have their name in this column, while companies and groups will have a variety of names listed.
Rooms. Displays the number of rooms reserved.
Res. Type. Displays the reservation type.
Rate. Displays the rate amount.
Rate Code. Displays the rate code.
Company Name. Displays the associated company name, if any.
Travel Agent. Displays the associated travel agency name, if any.
Source Name. Displays the associated reservation source, if any.
Group Name. Displays the associated group name, if any.
Blk Code. Displays the block code.
Notes. Displays notes regarding this reservation.
Reservation Button. To view or change the details of a reservation, highlight a reservation and press this button.
This tab displays detailed historical stay statistics. The top section shows statistics (arrival, departure) for each individual stay. The bottom section totals the stays for each year, as applicable. The Statistics tab offers you highly summarized (total number of reservations, total number of stays) statistics.
Property. (Used only with Multi Property parameter). Displays reservations at each linked property. If no property column exists, all reservations are for your property.
Arrival. Displays the arrival date.
Departure. Displays the departure date.
Room. Displays the specific room stayed in.
Rate. Displays the room rate.
Adults. Displays the number of adults on the reservation.
Children. Displays the number of children on the reservation.
Guest. Displays the primary guest's name. Notice that an individual profile will generally only have their name in this column, while companies and groups will have a variety of names listed.
Mkt Code. Displays the market code.
Source of Business. Displays the source of business code.
Total Rev. Displays the total revenue amount (automatically sums Room, Food & Beverage (F&B), and Extra revenue amounts).
Room Rev. Displays the total room revenue.
F&B Rev. Displays the total food and beverage revenue.
Extra Rev. Displays any extra revenue not categorized as room or F&B revenue.
Company. Displays the company name on the reservation, if any.
Travel Agent. Displays the travel agency name on the reservation, if any.
Source. Displays the name of the reservation source, if any.
Group. Displays the group name on the reservation, if any.
Blk. Code. Displays the block code.
Resv. Status. Displays the status of the reservation.
This section shows the profile's stay history summarized for each year. Again, if the property is using the Multi Property parameter, then a Property column will be inserted between the Year and Arrivals columns.
Year. Displays the year.
Property. (Used only with Multi Property parameter). Displays the reservation statistics at each property for each year displayed. If no property column, all reservations are for your property only.
Arrivals. Displays the total number of arrivals for the year.
Nights. Displays the total number of nights for the year.
Room Rev. Displays the total dollar amount of room revenue for the year.
F&B Rev. Displays the total dollar amount of food and beverage revenue for the year.
Extra Rev. Displays the dollar amount of extra revenue collected that year not categorized as room or food and beverage revenue.
Cancels. Displays the number of cancellations during the year.
No Shows. Displays the number of no shows during the year.
ADR. Displays the average daily room (ADR) rate.
Reservation. Press this button to view the details of a highlighted reservation. You can only view reservation details for reservations made at your property.
Turnaway. Press this button to view turnaway statistics (reasons why the guest did not stay) . The Turnaway screen is view only.
Add. Use the Add button when you need to manually add reservation histories that were not transferred when the system was upgraded (cutover).
Modify. You can only modify reservations that have been manually added; otherwise this button is inactive. If the information was generated using the Reservations module, the history cannot be modified or deleted.
Delete. You can only delete reservations that have been manually added; otherwise this button is inactive. If the information was generated using the Reservations module, the history cannot be modified or deleted. When attempting to delete a stay history you will be prompted to confirm the deletion.
View Folio. You can only view folios on reservations made at your property; otherwise this button is inactive. You can only preview, print, or close a folio from this vantage point.
Use the Add button from the History screen when you need to manually add reservation history information that was not transferred from a system cutover. The reservation data to be added or modified typically comes from a print out.
Data entered on this screen can be subsequently modified or deleted. However, if the information was generated using the Reservations module the history cannot be modified or deleted.
Navigate to the field or fields and make the necessary additions or modifications. Press the OK button to return to the History screen.
Arrival. Required. Enter or select the arrival date from the Calendar.
Departure. Required. Enter or select the departure date from the Calendar.
Res. Date. (Reservation date) Required. Enter or select the booking date from the Calendar.
Room. Choose the room number from the room number list.
Rate Code. Choose the rate code from the list of rate codes.
Rate Amt. Enter the daily room rate.
Room Revenue. Enter the total room revenue charged for the reservation.
F&B Revenue. Enter the total food and beverage revenue charged for the reservation.
Extra Revenue. Enter the total extra revenue charged for the reservation.
Payment. Enter the payment received on the reservation.
Adults. Enter the number of adults on the reservation.
Children. Enter the number of children on the reservation.
Individual. The guest's name will automatically fill this field.
Company. Select a company, if applicable.
Agent. Select a travel agent, if applicable.
Source. Select a business source, if applicable.
Group. Select a group, if applicable.
Created By. Displays the user entering the data.
Created Date. Displays the date the data was entered.
Confirmation No. Enter the reservation confirmation number.
CRS No. Enter the CRS reservation number, if applicable.
Res. Status. (Reservation Status) Select the reservation status from the reservation status list.
FF Type. Enter the Frequent Flyer type, if applicable.
FF No. Enter the Frequent Flyer number, if applicable.
Payment Method. Select the payment method.
Credit Card Type. The credit card type autopopulates if the payment method selected was a credit card.
Credit Card No. Enter the credit card number.
Exp. Enter the expiration date of the credit card.
Market Code. Enter the market code of the reservation.
Cancellation No. Enter the cancellation number, if applicable.
Cancellation Date. Enter or select the cancellation date from the Calendar, if applicable.
Canceled By. Enter the user name that canceled the reservation.
OK. Press OK to accept the information and return to the History page.
Close. Press the Close button to cancel your changes and return to the History page.
The purpose of establishing relationships between and among individuals, companies, groups, and travel agents is for general information and to aid guest service.
Once a relationship is created, its reciprocal is automatically created for the selected profile.
Follow the directions below to establish a relationship.
Press the Relationship Types button to bring up the Relationship Types dialog. The relationship types were established during set up.
Select a relationship and press the OK button. The point of view here is the relationship of the profile you are about to select to the current profile. For instance, a company is the employer of an individual, while an individual is the employee of a company. Once a relationship type is selected, you will go directly to the Profile Search screen.
Browse through the Profile Search screen for the profile. Note that a both profiles have to exist in order to create a relationship.
Highlight the profile and press the OK button. You will be returned to the Relationships page. The just created relationship will be displayed in the grid.
Adding Profiles to a Relationship Type
Follow the directions below to add additional profiles within the same Relationship Type.
Highlight the Relationship Type in the grid to which you want to add additional profiles.
Select the Relationship Names button.
Search for the other profile.
Highlight the appropriate profile and press the OK button. You will be returned to the Relationship page.
A plus sign (+) in the Name column indicates there are multiple profiles attached to that Relationship Type. Use the Quick Menu to expand or collapse the list as needed.
Deleting an Individual Relationship
Follow the directions below to delete (unattach) an individual relationship.
Highlight the relationship type you wish to delete and open the quick menu (right-mouse click).
Select either Delete Relationship Type or Delete Relationship Name.
Deleting a relationship type will remove the relationship type and all the profiles within it.
Deleting a relationship name will only delete the selected profile, leaving the relationship type and the other profiles intact.
Managing Relationships
Within the Relationships section you can bring up a quick task menu (right-click on a relationship type) to manage your relationships. The same six tasks are available to all profile types.
Expand. You can use this task only if there are multiple relationships within a relationship type. A plus sign (+) next to a relationship name indicates multiple relationships have been created. To expand a list:
Highlight a relationship type with multiple relationships.
Open the quick menu (right-click) and select Expand. The relationship list will expand.
Collapse. You can only collapse an expanded list from the primary (top) profile. To collapse an expanded list:
Highlight the primary (top) profile.
Open the quick menu and select Collapse.
Make Primary Related Name. Only works with a relationship type that have multiple relationships attached to it. To change a primary relationship:
Expand a Relationship Type that has multiple relationships within.
Highlight the profile you want to make the new primary (top) relationship.
Open the quick menu and select Make Primary Related Name. The selected profile now becomes the primary (top) relationship and switches places with the old primary profile.
Delete Relationship Type. Use this option with care as it deletes all the profiles under the relationship type. To delete a relationship type:
Highlight the Relationship Type you wish to delete.
Open the quick menu and select Delete Relationship Type. The Relationship Type and all profiles within it will be deleted.
Delete Relationship Name. Use this option to delete specific relationships (not relationship types).
Expand a relationship list, if necessary.
Highlight the Relationship Name (profile) you wish to delete.
Open the quick menu and select Delete Relationship Name. The selected profile will be deleted.
Use Profile to view or link another profile to the relationship.
