CLOUDPM GUEST PROFILES USER GUIDE

Transcription

1 Multi-Systems Inc. December 13, 2012 Page 1 of 5

2 Table of Contents Guest Profiles... 3 Creating a Reservation Using An Existing Guest Profile Record... 3 Creating a Reservation While Creating a New Guest Profile Record... 4 Creating a New Guest Profile Record... 4 Retrieving a Guest Profile... 5 Multi-Systems Inc. December 13, 2012 Page 2 of 5

3 Guest Profiles CLOUDPM GUEST PROFILES USER GUIDE ALL GUEST RESERVATIONS SHOULD BE CREATED THROUGH THE GUEST PROFILE MODULE. CREATING RESERVATIONS, WITHOUT LOOKING FOR AN EXISTING GUEST PROFILE RECORD, WILL CAUSE DUPLICATION OF RECORDS. Note: If CloudPM is new to your site, there may not be any existing records in the database; therefore, you may be creating New Guest profiles for an extended period of time. Creating new Guest Profile records in advance of making reservations will be covered in this user guide. Creating a Reservation Using an Existing Guest Profile Record 1. When you click on the New Reservation button in the Reservation screen, you will notice an ellipsis button, beside the Guest Name (L, F) field. It is the little box with the three dots. 2. When you click on the ellipsis button, you will get a pop-up screen that will allow you to do a Guest Name Search. Note: you have an option to search for a previous guest by either Last Name, First Name or both. Multi-Systems Inc. December 13, 2012 Page 3 of 5

4 3. Once you enter in your search criteria, click on the Search button. Creating a Reservation While Creating a New Guest Profile Record 1. If you cannot find the guest record, you will have an option to create a new Guest Profile, on the fly by clicking on the New Guest button. If you click on the New Guest button, you will be returned to the New Reservation screen. 2. Continue to fill in the fields to make your reservation. Note: The more information that you provide in the reservation, the more complete your Guest Profile record. Creating a New Guest Profile Record You can create a new Guest Profile record prior to creating a reservation. Note: Make sure you have checked the Guest Profile database, to make sure that the record doesn t already exist this will eliminate duplicates. You should also have as much information on the guest as possible, so that when you create the Guest Profile record, it has all the information possible. Doing this will help in creating faster reservations, since all the information entered into the Guest Profile carries over to the reservation. 1. Choose Profiles from the navigation bar on the left hand side of the screen. Note: You can either click on Profiles or right click on Profiles and choose to Open in same tab or Open in a new tab from the Main Screen. 2. Choose New & Guest Profile from the navigation bar on the left hand side of the screen. Note: The yellow fields are mandatory and needs to be populated with information. 3. Even though the Guest Name (L, F) is the only required fields, fill in as much of the additional information as possible. Multi-Systems Inc. December 13, 2012 Page 4 of 5

5 4. When completed click on the Save & Close or the Save button on the top ribbon bar. Note: if you want to cancel adding of a Guest Profile or modifying a Guest Profile click on the Cancel button. Retrieving a Guest Profile 1. Choose Profiles from the navigation bar on the left hand side of the screen. Note: You can either click on Profiles or right click on Profiles and choose to Open in same tab or Open in a new tab from the Main Screen. 2. Choose Find from the navigation bar on the left hand side of the screen and click on the Guest Profile button. Note: You may also find a Guest Profile from the Find button on the Reservations screen. 3. Once the retrieval screen displays, you will see column headers that you may use to search for your profile. You can choose Last Name, First Name, Address, City, State or Postal Code. Click on the Search button on the top of the screen. Note: Not using any filters will return all Guest Profiles records 50 at a time. 4. Click the Profile Name. You will then see the screen loading. 5. If you want to copy a Guest Profile, click on the Copy button in the Actions box on the ribbon bar on the top of the screen. 6. To see records linked to a Guest Profile, click on the Guest Stays button in the Show box on the ribbon bar on the top of the screen. 7. Clicking on the Profile Info button, returns you to the Guest Profile screen. 8. To merge duplicate Guest Profiles, click on the Profile Merge button in the Utilities box on the ribbon bar on the top of the screen. 9. The Add Stay button on the ribbon bar on the top of the screen, allows you to make a reservation from the Guest Profile screen. 10. You may notice, that as reservations check out and the night audit is completed, the PTD Room Nights, PTD Revenue, YTD Room Nights and YTD Revenue line below the ribbon bar will update. Multi-Systems Inc. December 13, 2012 Page 5 of 5