Front Desk

Guest profiles, history and merging duplicates

One durable profile per person, so a repeat guest arrives with their history — and two profiles for one person can be folded into one.

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Who this is for: Front Desk, Manager, Owner — requires frontdesk.guest.read; creating needs frontdesk.guest.write and merging needs frontdesk.guest.merge. Where: Front Desk → Guests

A guest profile is the person, not the booking. It outlives every stay attached to it, which is what lets a returning guest arrive with their history rather than as a stranger.

Every reservation attaches to a profile, so this screen is usually the first stop before a booking.

Find a guest#

Type into Search. It matches on name, e-mail and phone, so a half-remembered surname or the number a guest called from both work.

The Guests screen: a search box taking a name, e-mail or phone, a New guest button, and a table of profiles with Name, E-mail and Phone columns filtered to one match

One search box across all three fields is what lets you find a returning guest before creating a second profile for them.

The directory pages rather than scrolling forever — use Previous and Next under the table, or narrow it with the search box, which is almost always faster.

Create a guest#

  1. Select New guest.
  2. Enter the full name — the only required field.
  3. Add e-mail and phone if you have them.
  4. Select Create guest.

Add the contact details when you can. They are what duplicate detection matches on later, and a profile with neither is one nobody will ever find by search.

Open a profile#

Select a name to open the guest's own page.

A guest profile: name and contact details with a Find duplicates action, a Preferences panel, and a Stays panel listing booking code, room, dates and state

The person, and everything the house knows about them.

  • The header carries the name and contact details, and the Find duplicates action.
  • Preferences are the standing notes that should survive a stay — a high floor, a firm pillow, an allergy. A profile with none says so rather than showing an empty panel.
  • Stays is the history: every stay this profile has carried, with its booking code, room, dates and state. Select a booking code to open the reservation.

That history is the reason merging matters. A guest split across two profiles has half a history on each, and the desk sees neither.

Merge a duplicate#

Duplicates happen — a guest books direct and again through a channel, or a colleague creates a second profile mid-shift rather than searching. Merging folds one into the other without losing anything.

Work out which profile you want to keep first. The merge is directional: the profile you started from survives.

  1. Open the profile you want to keep.
  2. Select Find duplicates.
  3. Read the candidates — profiles sharing its e-mail or phone.
  4. Select Merge in on the one to fold away.

Every stay from the folded profile is re-pointed onto the survivor, so both histories end up on one record and nothing is orphaned. The duplicate is gone from the directory.

Perhatian

A merge cannot be undone from this screen. Check the candidate is genuinely the same person before folding it in — a shared family e-mail address puts two real people on one profile, and separating them again is manual work.

Catatan

Find duplicates only offers profiles that share a contact detail. Two records for the same person with no e-mail or phone in common will not be proposed, which is another reason to capture contact details at creation.

What's next#