Guest list: personal data of all guests in a reservation

When booking their stay, guests may be asked to enter their personal data. This data is gathered in the guest list. Which data is asked of your guests, is determined in the administration settings.

Go to Administration settings > Guests to set up which data is asked of your guests when booking. Read more about requesting additional data in the guest list: Administration settings for guests

Adding/editing guest details or changing main guest

Most guest information will be entered by the booker, when making the reservation or in the guest portal. You can add or edit data directly into the guest list.

  • Open the correct reservation.

  • In the reservation block you'll see 'To check', followed by several green or red icons. Click the icon of the person to go to the guest list.

  • Click the '+Guest' button to add someone to the guest list and enter all the details needed. If the booker has not been listed as a guest yet, you can use the button 'Fill with booker details' to quickly copy the booker details into this guest.

  • Click the name of an existing guest to edit their details.

  • One of the persons in the guest list is the 'Main guest'. You can change this in the guest list, by clicking the button behind the person that should be the main guest, and selecting 'Promote to main guest'.

If the guest group tab of the reservation includes a partial stay, that partial stay is reflected in the guest list as well. That way it is clear who is staying when.
Read more: Guest group: composition of guests staying within a reservation

Remind guests to enter their information

Use the button 'Resend request to complete guest list' to resend the template to the email address of the booker if you want the guests to enter their details themselves via the guest portal.

Export guest list

If desired, you can export the entered data to a CSV file or view it as a PDF.

If you are using the guest list to request a guest's passport number, the passport number will become unreadable after the departure date. Only employees with a Manager role will still be able to access it.

What if the guest group changes after the guest list has been filled?

If one or more guests are removed from the guest group, and as a result, there are too many people listed in the guest list, you will see a pop-up asking you to also remove the guest details of the relevant people. If you are not sure which people are no longer included in the reservation, you can choose 'Skip for now'.

If a partial stay is added in the guest group for guests who were originally included in the entire stay, you will see a pop-up asking you to move the guest details of the relevant people to the partial stay. If you are not sure which people this applies to, you can choose 'Skip for now'.

Choosing 'Skip for now' will cause a red notification in the guest list, as a reminder that the guest list does not align with the guest group. You can always edit the guest details to solve this.