Guests
B&B Manager stores information about your guests, which you can use when making repeat bookings or when e-mailing details
of promotions or special offers. You can view details of all your current and previous guests by clicking on the
Guests button on the toolbar
or selecting
Guests > View Guests from the menu.
You can sort the guest list by name, address or telephone number by clicking on the column headings above the guest names. As the list grows,
you may wish to search for a particular guest or guests by typing any part of their name or address into the
Search for box and clicking on the
Find button. This displays only those guests with the specified text in their name or address. To return to the full guest list, click on the
Show All button.
You can view all the bookings made by a particular guest by selecting the guest or guests (hold down the Ctrl key and click to select multiple guests) and
clicking on the
Bookings button.
Adding & Updating Guest Records
Guest details are automatically added to the guest list when you add a new booking, but if you want to create a new guest manually you can do so by
clicking on the
Add button on the
Guests screen. Then enter any or all of the following details about the guest, depending on what information
is currently available.
- Title and name
- Address
- Postcode
- Telephone & mobile numbers
- E-mail address
- Nationality
- Passport number
- Vehicle registration number
-
How the guest found you (e.g. internet search, local advertisement). A set of default "Found us by" options is provided, but you can create your
own by simply typing into the box.
- Notes about the guest (e.g. are they vegetarian, or do they have special requirements)
Don't worry if you don't have all the guest information to hand before they arrive. When they fill out a registration form and provide the missing details,
you can return to the
Guests screen, select the guest and click on the
Update button to update the guest information.
Guest Registration Forms
B&B Manager allows you to print a Guest Registration Form for each booking. Typically you would do this on the arrival date, handing the form to the
guest when they arrive. The form allows the guest to fill in all the details listed above, and any details you have already entered into the system are
pre-filled on the form to save the guest time.
Removing Guests
You can only remove guests from B&B Manager if they have no bookings assigned to them. If a guest has no bookings and you do not wish to keep
them in your records, you can remove the guest by selecting them from the
Guests screen and clicking on the
Remove button. If, having selected
one or more guests, the
Remove button is disabled, this means that at least one of the guests you have selected has made a booking, and you cannot
remove their details until you remove the booking.