The GRM code tables enable you to customise the data to be recorded about your guests. The data fields set up in the code tables are displayed in the guest data entry screens, which are accessible from Contacts > Guest, Reservation > Rooming and from Rooming Calendar > Add Guests. You can then make use of this data by analysing it using the Guest History report.
The GRM code tables include:
The purpose of the Guest Profile is to record personal information about your guests. In this code table you define the data that you want to record. This is great to if you want to record specific details about your business, e.g. if you operate horse riding safaris you may enter a riding ability section to record whether your guests are beginner, intermediate or professional riders. This is great for you to prepare for guests arrivals and to remember details about any repeat guests.
When you add new fields here they are automatically added to the Guest data entry forms accessible from the Contacts module, the Reservation Rooming screen and from the Rooming Calendar.
In addition to setting up the data fields that you want, you are able to control the sequence in which they appear on the data entry screens.
When you click on ‘Add a new object’, you will be prompted to select one of the following object types. For the first three types (Radio button, Drop down, Checkbox) you have to also enter a set of valid values. To save these ‘second level’ values, click on the Save button on the system Toolbar.
Use this object if you want to present a small number of options from which the user can select only one. Enter a label, followed by a list of options.
Enter a label, followed by a list of options from which the user is allowed to make multiple selections.
Enter a label, followed by a list of options from which the user is allowed to select only one. This serves the same purpose as a Radio Button but is more suitable if you have a larger number of options because the options are only displayed when the user clicks on the object, so they do not take up screen space.
A text field where data up to 255 characters in length can be entered.
A text field of unlimited length.
A field that can only accept numbers.
Drop downs, text fields and Numeric fields can be marked as compulsory, in which case the system compels the user to populate the field.
Set display order on Guest Profile screen
If you click on this button the active objects are displayed in the sequence that they will appear when you are recording profile data against a guest. To alter the sequence, select an object that you want to move and then click on the Up or Down button. Click Save to complete the update.
Deleting a record
If you delete an object that has data recorded against it for one or more guests, the object will be deactivated. This means that it will be retained for reporting purposes but will no longer be available for data entry on the Guest data entry screens. However, the object will remain visible on this code table screen with an ‘x’ in the Inactive column.
The value options for Radio buttons, Drop down lists and Checkbox lists can similarly be deactivated. This can be achieved by changing the list item status to Inactive.
Reactivating a record
You can reactivate an object by selecting it then changing the Record Status in the top right of the screen from Inactive to Active.
The purpose of the Guest Tripsheet is to record information about a specific guest visit, e.g. you may record a spectacular sighting that occurred. Contrast this with Guest Profile information, which records personal information such as birthday or allergies.
In this code table you define the data that you want to record. When you add new fields here they are automatically added to the Guest data entry forms accessible from the Contacts module and from the Rooming Calendar.
The records you create on the Tripsheet code table appear on the Tripsheet popup screen.
The process of entering and managing fields is the same as described above for Guest Profile.
Data types
The Guest Type code table is a simple list of categories into which you may wish to place your guests, e.g. Corporate or Leisure.
The Guest Types recorded in this code table can be selected in the guest data entry screens, which are accessible from:
