Guest Management
Create and manage guest profiles, preferences, and stay history.
Guest Management
Basefloor maintains a central Guest Directory for your hotel chain. Every guest who makes a booking gets a profile that persists across stays and properties.
Guest Profile
A guest profile stores:
| Field | Description |
|---|---|
| Full Name | Guest's legal name |
| Primary contact email | |
| Phone | Contact phone number |
| Nationality | Country of origin |
| ID Type / Number | Passport or national ID |
| Date of Birth | For age verification |
| Preferences | Room preferences, special needs |
| Notes | Internal notes from staff |
Finding a Guest
Use the Search bar at the top of the Guests page to search by name, email, or phone number. Results update as you type.
Creating a Guest Profile
Profiles can be created:
- During booking — when you type a name that doesn't match an existing guest, you are given the option to create a new profile
- Manually — go to Guests → Add Guest and fill in the details
Duplicate detection helps prevent creating the same guest twice. The system will warn you if an existing guest with the same email is found.
Stay History
Every guest's profile automatically tracks all of their past and upcoming bookings across all of your chain's properties. From the profile, you can:
- View the full stay history
- See which rooms they stayed in
- Review any notes left by staff
- Jump to any past or upcoming booking
Guest Preferences
You can record guest preferences that staff can reference when preparing for their arrival:
- Preferred floor (high/low)
- Bed configuration (king/twin)
- Pillow type
- Dietary restrictions
- Accessibility needs
Preferences appear as a highlighted note on the booking details page.
VIP Guests
Marking a guest as VIP adds a visible badge to their profile and their bookings. This alerts staff to provide priority service and prepare any special arrangements before arrival.
GDPR & Data Privacy
Basefloor is designed with privacy in mind:
- Guest data is stored only within your chain's isolated instance
- Data is never shared with other chains or third parties
- You can permanently delete a guest profile (and anonymize their booking history) on request
- All access to guest data is logged for audit purposes
To delete a guest profile, go to the guest's profile and click Delete Guest. You will be asked to confirm and choose whether to anonymize or remove associated booking records.