Linking Reservations to Profiles

Reservations can be linked to guest profiles so that contact details, preferred language, and history are in one place. This article explains when linking happens automatically and when you can do it manually.

Automatic Linking

Linking is usually automatic when the email matches:

• When you create a reservation and enter an email that already has a guest profile, the system may:
  • Suggest the profile (see Smart Suggestions), and when you accept, link the reservation to that profile and pre-fill name, phone, language.
  • Or automatically link in the background if the app always matches by email.
• When a guest profile is created with the same email as an existing reservation, some systems link that reservation to the new profile. Check your app’s behavior.

So in practice: same email = same guest. Use one email per guest consistently so all their reservations and their profile stay linked.

Manual Linking

If the UI allows it, you may be able to manually link a reservation to a guest profile:

• Open the reservation edit form and select the guest from a dropdown (e.g. "Link to guest profile").
• Or open the guest profile and add or assign a reservation to that guest.

Use this when:

• The reservation was created with a typo in the email and you have corrected the profile email.
• You have merged two profiles and need to attach an old reservation to the correct profile.
• The system did not suggest the profile and you want to link it yourself.

Not all apps offer manual linking; if you do not see the option, keep the email consistent so automatic matching works.

What Linking Gives You

• One place for the guest – All reservations for that guest appear in their profile history.
• Correct language – Automated emails use the guest’s preferred language from the profile.
• Contact details – Name, phone, address from the profile are available on the reservation and in exports or reports if the app supports it.
• Notes – Notes on the profile are visible when you work on any of their reservations.

Unlinking

Some systems allow you to unlink a reservation from a profile (e.g. if it was linked by mistake). The reservation stays in your list but no longer appears in that guest’s history and may not use the profile’s language or contact details. Use this only when necessary; prefer fixing the email or the profile so linking stays correct.