Recording guest details

Our Modern Rooming Calendar is here!
Hooray! Our new responsive calendar is here!

The Classic Rooming Calendar is being phased out soon. Tutorials will be replaced with our new, responsive Modern Rooming Calendar, already available in ver 7.30. For more information on the Modern Calendar visit our web page or contact our support team and we will give you a grand tour!

N.B The Classic Rooming calendar will be deprecated by January 2021.

Recording guest details

Adding guest details, such as their names and contact information, is the first step in building a guest profile and consequently – an entire guest database. Knowing more personal information like your guest’s birthday, their hobbies, food preferences or what they did the last time they visited can be the difference between giving them a good experience and a great experience! All of this information can be stored in their Guest Profile and Guest Tripsheet which is accessible to the lodge user from the Rooming calendar.

Creating the Guest Profile

Guest Profile information includes things such as: name, contact details, address, birthday, meal preferences and allergies. They may even be linked to Agents here. This information is always linked to the guest contact and may be used for marketing efforts such as mailers, birthday wishes and statistics. You may add customised fields to the Guest Profile section to record details specific to your business. You would normally add this information once the guest has been checked in and is staying with you at the lodge.

Creating and linking the guest profile can be done through the Rooming Calendar.

Click on the room to which you want to add guest names (it will highlight in green).
Click on the ‘Add guests’ button to open the ‘Guest Names’ pop-up.
Enter the guests names.
Note: You can Import guest names and details if it’s a repeat guest, just select the ‘Import Guests’ button. If it’s a repeat guest, it’s very important to use the same guest contact that was used before so you can build on their trip history.
The ‘P’ in the entry table refers to the Primary guest, this is regarded as the guest paying the bill. A report can be pulled to identify all the Primary guests which may be used by the marketing team for sales mailers. Remember to add additional guests as Secondary guests and link them to the Primary guest by clicking on the link icon in the ‘Guest Names’ pop up.
Be aware that a telephone and email address can auto populate and may need to be changed as required.
Once guest names are added in the pop-up an Info column will appear in the table with an icon button which links through to the Guest Profile sheet. Click on this icon:

In the Guest profile sheet you can add to or edit the Guest contact details and Guest profile sections. Under the Travel history section you can access the Trip History.
NOTE: You may add customised fields to the Guest profile section on the Guest profile code table screen.

Recording the guest Trip history

Trip history information may include things like: the guide, what activities the guests did or any compliments or complaints they gave. A separate Trip history will be recorded for each booking meaning that a repeat guest that has made several bookings with you will have the same Guest profile record but will have several Trip history records (which are listed on the Guest profile).

A great aspect of ResRequest’s Trip history is that you can add your own fields that are specific to your business as well as ordering the display of the entry fields. Trip history fields can be added and ordered on the Guest Tripsheet code table screen.

Watch our video tutorial on how to set up and work with your guests travel history.

Setup and work with your guest’s travel history.

The guest trip information is normally completed while the booking is checked in and the guests are at the lodge. Recording the Trip history can be done through the Rooming Calendar.

Navigate to the ‘Guest profile’ screen (Select booking in the Rooming calendar > Add guests > Click on the icon button under Info to access the Guest profile).
Under ‘Travel history’, a table will list all of the previous bookings linked to this guest contact. Click on the Trip history icon in the Trip column to open the Tripsheet for that booking / trip (all previous bookings / trips will be recorded here if the same guest contact is linked to the booking)
The Trip Sheet will reflect the following static areas:
- ‘Reservation Details’: Details of the specific reservation selected.
- ‘Reservation and room charges’: Extra charges billed to the reservation.
The ‘General’ area may be customised by you to include fields that are specific to your operation, e.g. walking safaris, surprise sundowner. These fields are added on the Guest Tripsheet code table screen. Record the relevant information from the guest’s trip here.

For more information on why it’s important to build a guest’s profile and how to use this information, see the Guest profiling tutorial.

Our Modern Rooming Calendar is here!

Recording guest details

Creating the Guest Profile

Recording the guest Trip history

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