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This text refers to program version 8.5  

Introduction to the Guest Register

The Guest register is where you should store static information about the Guests that will stay in the hotel. When entering a Reservation, you will list the Guests in the matrix on the 'Guest' card. Information stored in the Guest register will usually include address and contact information, nationality information and so on.

The Guest register is a subset of the Contact register. Guests are therefore stored together with Customers, Suppliers and Contact Persons in the same register. A Guest record is a record in the Contact register in which you have ticked the Guest check box.

When you open the Contact register in a module such as the Sales or Purchase Ledger, the browse window will contain every Contact record including Guests (subject to the Limited Access feature, described below). When you open the Guest register in the Hotel module, the browse window will only contain those Contacts that have been marked as Guests.

As the Guest register is a subset of the Contact register, you can open a Guest record or create a new one from both the 'Contacts: Browse' and 'Guests: Browse' windows. However, the Guest record window only contains fields that are relevant to Guests, including several that are not shown in the Contact record window.

If you create a new Guest record using the Guest register in the Hotel module, the new record will be marked as a Guest (and as a Customer) automatically. If you create a Guest record using the Contact register in any other module, you will need to tick the Guest check box in the header of the Contact window yourself.

The Guest register is described here and on the following pages. The Contact register is described here.

To open the Guest register, first ensure you are in the Hotel module. Then, if you are using Windows or macOS, click the [Registers] button in the Navigation Centre and then double-click 'Guests' in the resulting list. If you are using iOS or Android, tap the [Registers] button in the Navigation Centre and then tap 'Guests' in the 'Registers' list. The 'Guests: Browse' window will be opened, listing Guests that you have already entered.

If you are using Windows or macOS, you can change the sort order by clicking on the headings. To reverse any sort, simply click once again on the column heading. The current sort order is marked by the column heading being coloured blue. If you are using iOS or Android, tap on the column heading and choose the sort order you need. Repeat the procedure to reverse the sort.

To search for a particular Guest, first sort the list by the column that you want to use for the search. Then, enter the text that you want to find in the Search field at the top of the window (in the top right-hand corner if you are using Windows/macOS) and press the Return key (macOS) or Search (iOS/Android). The first record containing a match in the current sort column for your search string will be highlighted (if you are using Windows, a match will be highlighted as you type each character). For example, to search for a particular Guest Name, sort by Name before entering a Guest Name (or the first few characters) in the Search field.

If you are using Windows or macOS, there will be three buttons in the top left-hand corner of the 'Guests: Browse' window. These are part of the Limited Access feature. You can use them as follows (Windows versions of the buttons illustrated on the left, macOS on the right):

Lists all Guests.

Lists Guests belonging to the same Sales Group as the current user.

Lists Guests where the Salesman field contains the Signature of the current user.
You can also prevent a user from seeing all Guests in the list by restricting their view to their own Guests or to those of their Sales Group.

When you enter a new Guest record, your Signature will be placed in the Guest's Salesman field, and the Guest will be assigned to your Sales Group. The Salesman and Sales Group fields are not visible in the Guest window, but they are visible on the 'Pricing' card of the Contact window.

Please refer to the page describing the 'Access' card of the Person register for full details about the Limited Access feature.

The Guest register in Standard ERP:

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