Create a guest in a reservation

When creating a reservation, you also have to link the guest name in the reservation. This can be an existing guest or you can create a new guest profile from the reservation page. The Guest relation profiles page is used to record general information such as name, address, language, contact details. In a multi-property database, guest profiles can be shared with the other properties.

Occasionally, a guest might not want their profile created in the PMS. If they request their guest information not to be saved, you can check the box to the left of the guest name in the reservation. In this case, the guest profile icon () is unavailable, which means that the guest name does not have their own guest profile.
This is an optional setting and can be activated via: Settings > Options > Front desk > Guest no history.

To create a guest in a reservation

1. From the home page, do one of the following to open the reservation page:

   • Press CTRL+N on your keyboard.

   • Click Reservations in the top bar and select New reservation.

   • Click the New reservation icon () from the front desk navigation menu.

2. Type a few letters of the guest last name in the name field and press the tab key on your keyboard. The Browse guest/bookers page displays with possible existing guests.
3. To create a new guest profile click the Create new icon (). The add guest profile page displays.

4. Modify the fields as appropriate. An asterisk (*) indicates a mandatory field.

   Note: your property might have different mandatory fields as per your property specific set up.

   Guest profile details
   Guest type	Select the check box if the guest is a guest or booker profile.
   * Name	Enter the last name of the guest.
   Title	Select the title from the drop-down list. In the two fields behind the title you can enter the guests first name and the prefix.
   Address	Enter the address of the guest. Hover over the fields to see in the bottom of the PMS (blue bar) what these fields are used for.
   Zip/City	Enter the zip code in the first field and the guests city in the second field.
   Country	Select the country from the drop-down list.
   Phone	Enter the phone number.
   Mobile	Enter the mobile number of the guest.
   Fax	Enter the fax number.
   Email	Enter the email of the guest.
   Language	Select the language from the drop-down list.
   Source	Add the source code. Source codes are used to help a hotel define and manage their market segmentation. This can be set up in Settings > Statistics > Source code.
   Company	You can link a company to the guest profile, type the company's name and press the tab key or click the ellipsis to search for the company profile.
   Protect	Check this field if the guest profile may not be changed by an unauthorized user. Only a system administrator (super user) is permitted to remove the check mark at a later date.
   Status	Optionally, give the guest profile a status. Cash status: A guest with a cash status is only permitted to pay in cash. Black list status: The guest is not permitted to stay at the property overnight. Most guest profiles remain without a status.
   Room type	Select a specific room type, if applicable. This room type is automatically selected as the standard on each occasion that this guest makes a reservation.
   Payment	Enter the standard payment method. This payment method is then automatically entered as the standard payment method every time this guest makes a reservation.
   Rate type	Select a rate type. If entered it automatically displays when this guest makes a reservation.
   Def currency	Optionally, enter the default currency. Once a currency is selected, the guest bill converts to this default currency. If the Def. currency is left blank, the invoice and billing for the guest profile stays in the local currency of the PMS system. A special form of the invoice.rpt report needs to be created to accommodate this functionality. When you want to work with other currency's you have to first activate it via this path: Settings > Options > Modules > Multi currency rates. After that proceed set up in Settings > Financial > Exchange rates. The currency types and maingroups also need to be created.
   Card	Enter the card details of the guest, if applicable. When you click in the field a tokenize card page displays. When the details are entered the card number is tokenized.
   Expiry	The expiry field is filled when above card details are entered.
   VIP category	Select a VIP category, if applicable. The VIP category list is managed by the property and is customizable, follow this path: Settings > Picklists > Vip categories.
   Alias name	Optionally, enter the alias name. Use this field if the guest wish to be recognized under a different name and not use their given name. If an alias name is used, the system will only find the guest under the new alias and not their real name.
   A/R number	Displays the account receivable number. You can create an accounts receivable number by clicking the debtor () icon once the guest profile is saved. The number can be manually entered or auto assigned by the PMS. This depends on what is set up in: Settings > Options > Relations > Manual AR numbering.
   A/P number	Displays the accounts payable number. AP number is filled if the relation has an accounts payable account. AP is also used for travel agent commission handling in agent profiles.
   Bank	Enter the bank name which the guest has an account with.
   Account number	Enter the guest's account number.
   VAT	Enter the VAT number, if applicable.
   Days due	Enter the days an invoice is due after checkout.
   BSB number	Enter the BSB (Bank state branch) number, if applicable.
   Details tab
   Profession	Enter the profession of the guest, if applicable.
   Identification	Select the identification from the drop-down list. The set up of identification types are managed by the property. This can be set up via this path: Settings > Picklists > Id types.
   Issued by	Enter by who the ID type was issued, if applicable.
   Issued date	Enter the date the ID type was issued, if applicable.
   Expires	Enter the date the ID type expires, if applicable.
   Date of birth/city	Enter the date of birth and in the second field the city.
   Nationality/gender	Enter the nationality and in the second field the gender.
   ID country	Select the country on the guests ID.
   Image details
   ID image	The image tab is only visible when the ID scanner interface is activated in Settings > Options > Third part & interfaces > ID scanner.
   Frequent stay/internet details
   Number	Displays the frequent stay number. A frequent stay number is entered if the property uses the loyalty program in the PMS. The number can be manually entered or auto assigned by the PMS. This depends on what is set up in: Settings > Options > Relations > Manual frequent stay numbers. To create a frequent stay number select the generate frequent stay number () icon after the guest profile is saved.
   Internet user name	Customers that use CWI V2 integration have the ability to assign a user name to access their relation profile in APMA via the website and the information is stored there.
   Internet password	Customers that use CWI V2 integration have the ability to assign a password via the website and the information is stored there.
   Last pwd change	This field displays the date the latest password was changed.
   Front office details
   Fo message	Enter a front office message, if applicable. This field is used to enter text and information relevant to a guest's stay. Once text is entered, the font changes to red on this tab. This pop-up displays each time a reservation is booked for this guest. The message also displays on check-in, checkout and copying of folios for the guest.
   Information details
   Memo	Enter extra information about the guest. The information entered displays each time the guest makes a reservation. Text entered in this memo displays on all future reservations, unless removed here. In the reservation the information from this field is highlighted in the guest info.
   Kitchen info	Enter any kitchen information, diet or allergy. This information displays on the relevant F&B lists and also in the kitchen menu every time this guest makes a reservation.
   Mailing details
   Exclude	Optionally, Indicate the mailing selections in which this guest may not participate in by dragging and dropping to the right window. Exclude means that the guest is not included on any specific mailing lists. The mailing tab works with the Mailing Wizard tool in APMA. It allows the user to link a guest to specific mailing. Guests that are linked, are included in those mailings.
   Include	Optionally, Indicate the mailing selections in which this guest may participate in by dragging and dropping to the right window. Include means that the guest is included on any specific mailing lists.
   Contact preferences	Select the guest's preference of contact, if applicable. The contact preference is for information purposes only.
   Bill details When information is entered in the bill tab, the PMS uses this address instead of the postal address on billing.
   Name	Enter the last name of the guest.
   Title	Select the title from the drop-down list. In the two fields behind the title you can enter the guests first name and the prefix.
   Address	Enter an alternative account address.
   Zip/city	Enter the zip code in the first field and the guests city in the second field.
   State/Country	Select the state if applicable, and the country from the drop-down lists.
   Ext E-invoice	Enter the external E-invoice address.
   Email	Enter the email of the guest.

5. Do one of the following: 

   • Click Save () to save your guest profile.

   • Click Cancel () to discard your changes.

6. When saved, the guest profile is added to the reservation and saved in the system.

Learn more...

Overview guest relation profile

Create a new guest relation profile

What's next?

How to create a new reservation