Creating a Guest Profile
When and how; fields (phone, VAT, address, language, notes).
A guest profile stores contact details and preferences so you can reuse them across reservations and send the right language and messages. This article explains when and how to create a profile.
When to Create a Profile
- Before the first reservation – If the guest has contacted you and you want to store their phone, address, or notes before creating a booking.
- When creating a reservation – When you create a reservation, you enter the guest email. If no profile exists, the system creates a minimal record (or you can create a full profile). If a profile already exists for that email, the system may suggest or link it (see Smart Suggestions).
- After a stay – You can add or complete the profile after the first reservation (e.g. add phone, VAT, notes for next time).
How to Create a Profile
- Go to Dashboard → Guests.
- Click New Guest or Add guest (or the equivalent in your UI).
- Fill in the form:
Name
Full name of the guest. Used in reservations and in the guest list.
Email address. Required and used as the unique key for this guest. The same email links all reservations and the profile. Use the same email the guest uses for bookings and messages.
Phone
Optional. Phone number for contact or for passing to cleaning or access.
Address
Optional. Street, city, postal code, country. Useful for invoicing or formal correspondence.
VAT Number
Optional. If you issue invoices and need the guest’s VAT ID for tax purposes, store it here.
Preferred Language
Choose the language for automated emails (e.g. Portuguese, English, Spanish). The system uses this when sending templates so the guest receives messages in their language.
Notes
Optional. Internal notes (e.g. "Prefers ground floor", "Allergic to X"). Not sent to the guest. Visible only to you and your team when you open the profile or the reservation.
- Click Save. The guest appears in the Guests list. When you create a reservation with this email, the system can link it to the profile and pre-fill data (see Smart Suggestions and Linking Reservations to Profiles).
After Creating
- Create a reservation – Use the same email when creating a reservation so it links to this profile.
- Edit the profile – Add or change phone, address, notes, or language anytime (see Editing a Guest Profile).