EstatellDokumentasi
GuestsGuest profiles

Guest profiles

Add a guest, fill in the details, add tags, and keep notes about the guest.

A guest profile holds what you know about one person: contact details, personal details, address, tags and notes. Staff add a guest here, or while they take a booking.

Before you start

  • Permission: Add and edit guests to add a guest, change details, tags or notes. Without it you can read the profile but not change it. See who can do what.
  • You do not need to fill in every field. Only the name is required.
  • Two guests can share an email or a phone number. Families often do.

Add a guest

  1. Open Guests and select Add guest.

    The Guests screen with the Add guest button

  2. Type the Full name.

  3. Type the Phone and Email, if you have them.

  4. Choose the Nationality, if you know it.

  5. Select Add guest.

The sheet to add a guest

Estatell opens the new profile and shows "Name added." Add the rest of the details there.

If you type a phone number without a country code, estatell reads it as a number of your property's country. A number with a country code, such as +65, is accepted from any country.

The sheet has a MyKad box at the top. You can use it to fill in the form from a MyKad. See MyKad reader.

If you close the sheet after you typed something, estatell asks "Discard this guest?". Select Keep editing to go back.

A warning about a duplicate

When you leave the name, phone or email, estatell checks if the guest is already in your list. If it finds one, a warning shows under the fields. It never stops you from saving. Select the name in the warning to open the other guest in a new tab. See Merge guests.

Change the details

  1. Open the guest and stay on the Details tab.
  2. Change the fields you need.
  3. Select Save changes.

The Details form of a guest

NumberSectionWhat it holds
1ContactFull name, Email and Phone.
2Personal detailsNationality, Date of birth, Gender and Preferred language.
3TagsShort labels you choose.
4AddressAddress line 1, Address line 2, City, State, Postal code and Country.

Estatell shows "Name saved." When you change your mind, select Discard changes.

  • State is free text, because guests come from many countries.
  • Gender has two choices: Male and Female.
  • Staff who cannot edit guests see the same details as text, with "Not set" for an empty field.
  • You cannot edit an archived guest.

Tags

A tag is a short label, such as Corporate or Repeat guest. You can filter the guest list by tag. See Guest list.

  1. On the Details tab, select the Tags box.
  2. Choose a tag from the list, or type a new name and choose Create "name".
  3. To remove a tag, select the × on it.
  4. Select Save changes.

A new tag typed into the Tags box

A tag belongs to your property. Two tags cannot have the same name, even if the capital letters differ. If you type a name that exists, estatell uses the old tag. There is no screen to rename or delete a tag.

Notes

Use notes for what the next person should know: a room preference, an allergy, or a problem at the last stay.

  1. Open the guest and select the Notes tab.
  2. Select Add note.
  3. Type the Note.
  4. Select Add note.

The Notes tab with the Add note button

The dialog to add a note

Each note shows who wrote it, and the date and time. The newest note is first. Only staff see notes.

A note cannot be changed or deleted. If a note is wrong, add a new note that says so. The notes stay with the guest until the guest is archived.

Special cases

SituationWhat happensWhat to do
You add a guest with the same name as another guest• Estatell shows a warning and still lets you save.• Check if it is the same person. If it is, merge them later.
Two family members share a phone or email• Estatell allows it and may show the duplicate warning.• Ignore the warning if they are different people.
A phone number is not valid• Estatell shows an error under the field.• Check the number and the country code.
The guest has no email or phone• The profile saves.• Add them later.
You open a guest from another property• The page is not found.• Open the guest from the right property.
The guest was merged into another guest• Estatell opens the other guest and shows a message.• Use the guest that opened.
The guest is archived• The form and the notes are read only.• Nothing. The personal data is gone.
You cannot see the Documents tab• You do not have the permission to view guest ID documents.• Ask an owner.

Guest list

Search, filter and sort your guests, and change up to 100 guests at once.

VIP and blacklist

Mark a guest as VIP, blacklist a guest with a reason, and take a guest off the blacklist.

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Before you startAdd a guestA warning about a duplicateChange the detailsTagsNotesSpecial casesRelated pages