Creating a Guest or Contact Profile

Prerequisites for Creating a Guest or Contact Profile

In multi-property operations profiles are shared across all properties when profile sharing is active; ensuring guest preferences, notes, loyalty membership and other details are available to users in all your properties. Contact profiles are a variation of guest profiles and are available when the Contacts OPERA Control is active. Contacts are typically linked to Sales Accounts.

Note:

The Primary Details panel is customizable the fields available for update will vary. 

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1. From the OPERA Cloud menu, select Client Relations, select Profiles, and then select Manage Profiles.

2. Click I Want To . . . and from the Create column select Guest Profile or Contact Profile.

3. Complete the following Primary Details:

   1. Name: Enter the last name of the guest or contact  (maximum of 40 characters).

   2. Click the Alternate Name link link to enter the guest  or contact name in the national character set. You can search for the profile using name entered and output this name on stationery. (Available when the Multi Language OPERA Control is active).

   3. Alternate Name: Enter an alternate last name.

   4. Alternate First Name: Enter the first name in the national character set.

   5. Alternate Language: Select a language from the list.

   6. Alternate Title: Select a title from the list.

   7. Alternate Salutation: Enter a salutation in the national character set.

   8. Alternate Envelope Greeting: Enter the envelope greeting in the national character set.

   9. Click Save.

   1. Click Incognito Name to enter the actual name of an incognito guest using a pseudonym-name (available when the Incognito OPERA Control is active). This functionality is used so that details regarding a celebrity guest staying at your property are not exposed to staff or the public. Only users with the Manage Incognito Name for Profiles task assigned to their role(s) can view and update the incognito name. Profile search on incognito name can be conducted and displays the pseudonym name.

      1. Name: Enter the surname of the guest or contact.

      2. First Name: Enter the first name of the guest or contact.

      3. Click Save.

   2. First Name: Enter the first name of the guest or contact (maximum of 40 characters).

   3. Middle Name: Enter the middle name of the guest or contact (maximum of 40 characters).

   4. Language: Select a language from the list. Language is sent to interfaced systems such as video and voice mail. When the Multi Language OPERA Control is active, all stationery is generated in this language.

   5. Title: Select a title from the list. This list is language specific. Title controls the salutation generated on stationery such as the confirmation letter.

   6. Birth Date: Enter or select a Date of Birth.

   7. Owner Code: Select a sales owner for the Contact (available when the Owner OPERA Control is active).

   8. Trace Code: Select an Activity trace code from the list to specify standard activities to be created for this contact.  (Available when the Auto Traces OPERA Control is active). For more information, see About Sales Activities Auto Traces

   9. Nationality: Enter or select a nationality from the list. This is also available in Managing Profile Identification and Personal Details.

   10. VIP: Select a value from the list if the guest is considered a VIP. Field is auto-updated based on the primary membership type levels. (Available when the VIP OPERA Control is active).

   11. Currency: Select a default currency when generating folios for this guest or contact (available when the Ability to Quote Rates in Foreign Currencies OPERA Control is active).

   12. Client ID: Enter a unique client ID to identify this profile. You can use the Client ID field on the Profile Search screen to locate this profile.

   13. Tax Type: Select a tax type from the list to identify any specific tax handling. (Available when the Tax Types OPERA Control is active and the Tax Type Calculation OPERA Control is set to Profile). For more information, see Configuring Tax Types.

   14. Tax ID: Enter Tax ID for the guest or contact according to local requirements.

   15. Tax ID 2: Enter Tax ID for the guest or contact according to local requirements

   16. (Auto) Folio Settle Type: Select an auto-folio settlement type from the list if reservation accounts are to be auto-settled periodically. (Available when the Auto Settlement Rules OPERA Control is active). For more information, see Configuring Auto Folio Settlement Types.

   17. Contact: Select check box to also identify the guest profile as a contact profile. This cannot be unchecked once the profile is saved. (Available when the Contact OPERA Control is active).

   18. Keep History: Select this check box to exclude this profile from the profile purge.

   19. Active: Uncheck the check box to inactivate the profile; inactive profiles are excluded from searches by default. This field is available, only when editing a profile.

       1. Inactive Reason: Select a reason from the list. For more information, see Configuring Inactive Reasons.

   20. Protected: Select check box to activate profile protection and prevent updates (Available when the Profile Protection OPERA Control is set to By Profile and the Mark/Unmark Profile as Protected task is assigned to your role(s)). For more information, see Configuring Profile Protection.

   21. Restricted: Select checkbox to indicate the profile is restricted. (Available when the Mark/Unmark Profile as Restricted task is assigned to your role(s). Restricted profiles are indicated in profile search and presentation pages. When selecting a restricted profile for reservations, the Override Restricted Profile for Reservation task is required to proceed.

       1. Reason: Select a restricted reason from the list. Available when the Restriction/Flagged Reasons OPERA Control is active or enter a restriction reason. (Available when the Restriction/Flagged Reasons OPERA Control is inactive).

          Note:

          Restricted profiles are excluded from purge when the Exclude Restricted Profiles From Purge OPERA Control is active.

   22. Business ID: Enter the business ID.

   23. Gender: Enter or select a gender.

   24. Electronic/Fiscal Folio: Select Yes or No to indicate if this guest or contact requires an electronic/fiscal folio.

   25. AR Number Central: Enter the AR Number used centrally for this guest or contact.

   26. Alien Registration Number: Enter the immigration registration number of this guest or contact according to local requirements.

   27. Business Registration Code: Enter the business registration code.

   28. Business Segments: Select the business segment(s) to indicate the type of business brought by this guest or contact.

   29. CRS ID: Enter the identification number for the central reservation system.

   30. Credit Rating: Select the credit rating for this guest or contact.

   31. Guest Type: Select the guest type for this guest or contact.

   32. Immigration Status: Enter the immigration status of this guest or contact according to local requirements.

   33. Legal Company: Enter the legal company of this guest or contact.

   34. Preferred Room: Enter the preferred room number of the guest or contact.

   35. Profession: Enter the profession of the guest or contact.

   36. Tax Category: Select the tax category for this guest or contact.

   37. Tax Office.: Select the tax office for this guest or contact.

   38. Tax Percent 1: Enter the guest or contact profile's percentage of exemption from the Collecting Agent Taxes for the Tax Type associated with the profile according to local requirements.

   39. Tax Percent 2: Enter the guest or contact profile's percentage of exemption from the Collecting Agent Taxes for the Tax Type associated with the profile according to local requirements.

   40. Tax Percent 3: Enter the guest or contact profile's percentage of exemption from the Collecting Agent Taxes for the Tax Type associated with the profile according to local requirements.

   41. Tax Percent 4: Enter the guest or contact profile's percentage of exemption from the Collecting Agent Taxes for the Tax Type associated with the profile according to local requirements.

   42. Tax Percent 5: Enter the guest or contact profile's percentage of exemption from the Collecting Agent Taxes for the Tax Type associated with the profile according to local requirements.

   43. Territory: Enter or select the territory where this contact is located.

   44. Visa Validity Type: Enter the Visa validity of this guest or contact according to local requirements.

4. Phone and Email Section:

   Note:

   When the Mandatory Communication Details OPERA Control is active, Email type is mandatory based on the Guest Email Type OPERA Control and Phone type is mandatory based on the Guest Phone Type OPERA Control. When creating a Contact profile, Phone type is mandatory based on the Default Phone Type for Contact OPERA Control.

   1. Add Phone and Email contact details.

   2. Click Add Rows to add additional rows.

   3. Select Primary for primary email and phone contact details.

   4. Refer Managing Profile Communication.

5. Address Section:

   1. Add Address details.

   2. Click New to add additional address details.

   3. Refer Managing Profile Communication.

6. Click Save to save and close or Save and Add More Details to save and open the  Manage Profile Presentation page.