Purging Guest Profiles

Prerequisites for Data Management - Manual Guest Profile Purge

In addition to the auto profile purge process and profile purge OPERA Controls settings a profile purge utility is available to initiate a purge of unwanted guest profiles. Using a variety of search criteria you can identify profiles that are no longer active or no longer needed. The Manual Profile Purge Routine can purge a profile that meets all purge criteria even if the Keep History check box is selected on the profile. Profile purge activity is recorded in the Changes Log under Profile activity group and Purge Profile activity type.

The following search criteria is available:

1. Name: Enter the full or part of the last name of the profile.

2. First: Enter  the full or partial first name for the profile.

3. Country: Enter or select a country code to limit purge to profiles with primary address matching the country code.

4. State: Enter or select a state code to limit purge to profiles with primary address matching the state code.

5. Birth Date: Enter a date to limit purge to profiles with the specific birth date.

6. Stays Fewer or Equal to: Enter the minimum number of stays a profile must have to be retained; profiles with this or a fewer number of stays will be considered as candidates for purging.

7. Last Stay Earlier than: Select a cutoff date in order to search for profiles based on the recentness of their stay activity. Profiles that do not have any stay dates more recent than this date are considered as candidates for purging. By default, the date displayed is the current business date minus one day.

8. VIP Code: Select VIP Codes from the list to purge profiles with the specified VIP Code.

9. Exclude Restricted: Select to exclude all profiles marked a restricted.

10. A/R No: Select check box to only list profiles with an AR Account.

11. Exclude Incomplete: Select check box to exclude profiles without street or city address details.

The following validation checks are performed:

• Profile is Guest type.

• Profile has not been updated within 1 day of when the Manual Profile Purge is going to be run.

• Profile does not have AR Accounts with open invoices. AR invoices with a zero balance are regarded as open until purged based on the Zero Invoice Purge Days OPERA Control.

• Profile has no relationships to other profiles. For more information, see Managing Profile Relationships.

• Profile has no active reservations with an outstanding balance or open folio status.

• Profile has no future reservations.

• Profile has no commission-able reservations payable.

• Profile has an Inactive Date (marked inactive).

• Profile does not have membership details for a membership type setup with the Exclude Profile From Purge check box selected. For more information, see Configuring Membership Type Membership Handling.

Impact on External Systems 

When executing this utility a PURGE PROFILE business event is triggered to notify integrated solutions of the profile deletion, which will result in one of the following outcomes:

• Profile is also deleted in the integrated solution if the business logic in the solution allow it (e.g., no reservations, etc.).

• If a deletion is not allowed by the integrated solution, the subscription with the integrated solution is removed. For more information, see Managing Profile Subscription.

For more information, see Configuring External Systems.

Running Guest Profile Purge

1. From the Toolbox menu, select Utilities, select Data Management then select Manual Profile Purge Routine.

2. Enter search criteria, then click Search.

3. Click Search.

4. Select a profile in the search result, then click Purge.