Guest History

Guest History

This option allows you to view, create, modify, and merge guest data in the guest history, which can be used when making reservations or registering rooms.
To access it, select: Front Office → Reception → Guest History.

In this application, three sections are displayed: Guest Data, Search Guest, and Select Guest.


Register New Guest

To register a new guest in the Guest History, you must enter the required information in the Guest Data section.

Once the corresponding fields have been completed, click the Save New Client Data button to store the record.

If you wish to discard the entered information and not register the guest, click the Ignore button.


Info
In the search filter, restrictions have been added to only display information for the hotel being worked on.

Search and Modify Guest Data

To search for guests, enter one or more criteria in the Search Guest section and click the Search button to locate matching records in the Guest History.

The search results will be displayed in the Select Guest section, according to the applied filters.

To edit a guest’s information, click the Pencil icon located in the first column of the corresponding record. Once selected, the guest’s data will automatically load in the Guest Data section, where you can make the necessary changes.

After completing the updates, click the Update Client Data button to save the changes.

If you wish to discard the modifications and not save them, click the Ignore button.

Define as Frequent Guest: Allows you to register the guest as a Frequent Guest if they are not already defined as such. This button is displayed only when the guest is not currently registered as a Frequent Guest.


Info

In the search filter, restrictions have been added to display only the information related to the center currently being worked on.

Merge Client Data

This functionality allows you to merge the information of one or more guests or clients into a single record, selectively choosing which fields to retain.
When merging clients, the system automatically consolidates the following associated information:
  • Hotel reservation records.
  • Hotel stay records.
  • Point of Sale (POS) consumption associated with the client.
  • Event and group records (SPACES).
  • Information related to the client type, including cases where the client is defined as a Frequent Guest.
  • Customer responses to satisfaction surveys.
This process ensures the continuity of historical information and prevents duplicate records within the system

Basic Requirements

To use this functionality, you must reassign the appropriate permissions to the corresponding roles. This is done by navigating to: Settings → Operation Role Configuration → Define Roles.
Select the corresponding role by clicking the Pencil icon and then enable the Guest History option.
After making this change, you must reload the browser and clear the browser cache in order to view and use this functionality.
For more information regarding role configuration, please refer to the Define Roles manual.

Merge Guests Tutorial


As shown in the tutorial, the steps to merge customer data are as follows:

  1. Go to the Search Guest section and enter the general information of the clients to be merged.

  2. After clicking the Search button, the search results will be displayed in the Select Guest section.

  3. In the Select Guest section, select the checkbox in the Merge column (column 3) for the clients you wish to merge.

  4. Then, click the Merge button. Once clicked, a new section will automatically appear at the bottom of the Select Guest section.

  5. In this new section, select the data you want to keep by checking the corresponding checkbox in each column, according to the selected client and the data type indicated in column 1.

  6. Finally, the system will save the selected fields, consolidating the information from both clients into a single record.

Frequent Client Merge

When one or more of the clients selected for merging are defined as Frequent Clients, the system applies additional rules to ensure proper data consolidation and to prevent duplicates.

Information visible during client selection

In the Select Guest window, the system displays additional columns for Frequent Client cases, such as:
  • Frequent Client Code
  • Frequent Client Status
  • Frequent Client Start Date
  • Points Balance
This information allows users to clearly identify which clients have benefits associated with loyalty programs before performing the merge.

Merge rules when a Frequent Client exists

When performing the merge, the system considers the following scenarios:
  • When the client being updated (Client 1) is not a Frequent Client and the client to be removed (Client 2) is a Frequent Client:
    • The Frequent Client record of Client 2 is removed.
    • The Frequent Client status is assigned to Client 1.
  • When the client being updated (Client 1) is already a Frequent Client:
    • The Frequent Client identifier of Client 1 is retained.
    • If Client 2 is also a Frequent Client, their Frequent Client record is removed.

Warning
During the merge process, the system uses the first selected client (Client 1) as the reference to define the final record. For this reason, it is recommended to carefully review the selection order and the marked data before confirming the merge.

Info
Accumulated points, movements, and any information related to the removed Frequent Client are transferred to the client that remains active.

Info
The system automatically removes duplicate Frequent Client records generated as a result of the merge process.


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