Hello Softinn PMS Users!

Scenario: Maintaining accurate guest profiles—such as contact numbers, emails, identification details, and special remarks—is essential for smooth communication, fast repeat check-ins, and personalized service. In Softinn PMS, you can add, update, delete, and export your guest database from a central hub.

Steps to Add and Upkeep Guest Details :

---

Phase 1: Accessing the Guest Database

• Step 1: Log in to Softinn PMS and select the correct property.
• Step 2: Click Customer on the top navigation bar, then select Guest.
• Step 3: On the Guest List, review key profile summaries including Guest Name, Contact Info, Birthday, Latest Check-Out, and Total Reservations. (Click Click to view under the Contact column to reveal masked phone numbers and email addresses).

Phase 2: Adding a New Guest

Method A: From the Guest Page

1. On the Guest page, click the three-dot button (…) at the top right and select Add New Guest.
2. Enter the Guest Name (this is the only mandatory field).
3. Fill in additional contact and identity fields as needed:
   • Phone Number and Email Address
   • ID Type and ID Number
   • Nationality and Date of Birth
   • Physical Address
4. Under About Guest, enter any permanent remarks or guest preferences (e.g., “Prefers high floor”).
5. Click Save.

Method B: While Creating a Reservation

1. During the reservation creation flow, navigate to the Main Contact section.
2. Click Add New Guest to open the exact same guest registration form.
3. Fill in the guest’s details and click Save to immediately attach them to the booking.

Phase 3: Updating, Deleting & Exporting Guest Records

1. Update Guest Details & View History

1. Locate the guest on the Guest List, click Actions next to their row, and select View Profile.
2. Review their top-level lifetime metrics (Total Spending, Total Reservations, Total Nights, and Last Check-Out).
3. Under the Guest Details tab, edit any outdated information in the form and click Save.
4. Switch to the Reservation tab or Advance Deposit tab to inspect the guest’s complete booking history and deposit records.

2. Delete a Guest Profile

1. On the Guest List, click Actions beside the guest’s name and select Delete.
2. When the confirmation prompt appears, click Yes, delete.

3. Export the Guest List

1. Apply any desired search criteria or filters on the Guest List.
2. Click the three-dot button (…) at the top right and select Export Excel.
3. Click Yes, generate on the confirmation prompt to download the Excel file (the export reflects your currently active filters).

Notes: Deleting a guest record is permanent and cannot be undone. Double-check that you have selected the correct profile before confirming deletion.

Hope this guide helps you easily add and maintain your guest records in Softinn PMS!