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 guest details to the guest list
If guests have not managed to enter required information when booking or through the customer portal, you can help them by adding data directly into the guest list or resending an email asking them to add their details themselves.
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. This will lead you to the 'Guest list' tab of the 'Edit guests' screen.
Click the '+Guest' button, and a window will open where you can enter all the necessary details for a guest. When the main guest (booker) is not listed yet, you can use the button 'Fill with booker details' in this window to add the booker to the guest list.
If you click the name of an existing guest, their details can be edited.
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
Resend template or export guest list
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.
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 is changed 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.
Adding guest list details to a group booking
Entering data in a guest list within a group booking follows the same process as described above, once you have accessed the correct reservation. Open the relevant group booking, and click on the desired underlying reservation on the right-hand side.