Managing Guests

Management
5min
Fabian

Guest management enables personalized experiences and targeted communication. Here you'll learn how to create and manage guest data in GuestGoodie - either manually for maximum control or automatically through PMS integration.

Overview

You'll find Guest Management in the sidebar under "Guests". Here you see:

  • Title - Guest salutation (optional: Dr., Prof., etc.)
  • Name - Guest's first and last name
  • Email - Contact for digital communication
  • Search function - For quickly finding specific guests

Manual vs. Automatic Management

Manual Management

Ideal for:

  • Hotels without PMS system
  • Special guest categories
  • Temporary stays
  • Small boutique hotels
  • When PMS is not yet supported

Automatic PMS Integration

Recommended for:

  • Hotels with existing PMS
  • Automatic synchronization at check-in/out
  • Less manual effort
  • Larger hotels with many guests

→ Set up PMS integration: Automatic Guest Synchronization

Create Guest

Step 1: Start New Guest

  1. Go to the "Guests" section in the sidebar
  2. Click on the large Plus symbol
  3. The "Create guest" dialog opens

Step 2: Enter Guest Details

Title (Optional)

  • Salutation or title of the guest
  • Examples: "Dr.", "Prof.", "Mr.", "Mrs.", "Ms."
  • Can be left empty: Not all guests need a title
  • Used for: Personalized address, formal communication

First Name*

  • Required field: Must be filled out
  • Personalization: For personal greetings and messages

Last Name*

  • Required field: Must be filled out
  • Room login: Guests enter last name for app access

Email (Optional)

  • Digital communication: Can be set by the guest to receive notifications.

Step 3: Save

  • Click "Save"
  • Guest appears immediately in the overview
  • Available for: Stay assignment

Manage Guests

Edit Guest

  1. Click on a guest in the list
  2. Change the desired information
  3. "Save" applies the changes
  4. Important: Last name changes can affect app login

Delete Guest

  1. Open the guest for editing
  2. Look for the "Delete" button
  3. Confirm deletion
  4. Attention: The guest will be deleted from stays

Organize Guests

  • Search function: Find guests quickly by name or email
  • Alphabetical sorting: Guests are automatically sorted by name

Best Practices

Data Quality

Complete Profiles:

  • Minimum: First and last name
  • Optional: Let guest fill out email, title only if relevant or known

Consistent Entry:

  • Name format: "Max Mustermann" (not "MUSTERMANN, Max")
  • Email validation: Correct format checking
  • Title standardization: Uniform abbreviations ("Dr." not "Doctor")

Privacy and GDPR

Data Minimization:

  • Only collect necessary data
  • Leave unused fields empty
  • Normally we delete guests after their stay, unless the guest gives us explicit permission

Troubleshooting

Guest cannot log in?

  • ✓ Last name spelled correctly (exactly as when creating guest)?
  • ✓ Guest assigned to the correct room?
  • ✓ Room number matches?
  • ✓ Guest profile completely created?

Email communication not working?

  • ✓ Email address entered correctly?
  • ✓ Check guest's spam folder?

Duplicates in guest list?

  • ✓ Different spellings of the name?
  • ✓ Created with/without title?
  • ✓ Multiple stays of the same person?

Personalization not working?

  • ✓ All necessary fields filled out?
  • ✓ Guest profile current and complete?
  • ✓ System settings for personalization active?

Migration and Data Import

Switch to PMS Integration

  • Existing data: Remains preserved
  • Automatic synchronization: New guests come from PMS
  • Hybrid use: Manual additions to PMS data possible

Next Steps: Connect guests with Stays and create personalized QR codes for optimal guest experiences.