A Single Profile is the most common type of profile, as it collects all guest information. Single profiles are created any time a new reservation is created, regardless of the channel via which it interfaces with your PMS. For returning guests all information can easily get pulled down into the reservation folio, thus helping avoid human errors and making the reservation process much more rapid!
Creating a Single Profile from a Folio
Every reservation folio is tied to a Profile ID, which you can look up in the Profile tab. When a reservation is made, the system will automatically generate a new profile:
The central column of a folio is dedicated to the Guest Information: information entered in this column will be the one stored in the Profile.
Fill in all reservation information, and click on the blue button Reserve:
When the folio acquires a status (Hold, Reserved, etc), it will be linked to a Profile ID:
If you add additional guests in the folio, the system will also generate new Profile IDs for them. Click on the button Additional Guests on the top of the panel:
A new panel will pop up: click on the blue button Add Guest:
Fill in all information, and when ready click on the button Save at the bottom. Once done, you will see the additional guest Profile ID on the left hand side of the guest’s name:
Important!: if you wish to make amendments to the information of the guest in the folio, make sure to click on the link EDIT:
If you click on the button Change, the system will replace the existing guest, and hence the existing Profile ID linked to them, with a new one!
You can look up guests by Profile IDs in a simple way: click on the tab Profiles on the top of your Tape Chart:
Insert the Profile ID number in the text box: the right profile will automatically be pulled up:
Clicking on the Profile will enable you to have access to all information tied to the profile:
Pulling Down Returning Guests Information from Folio
When making a reservation on your Tape Chart, if the information you are entering matches any existent Profile ID then a suggestion will be prompted to you:
Click on any available room on your Tape Chart, to make a new reservation
Start by filling in the Guest Information: if what you are typing matches existent guest information stored in your account, then a suggestion will be prompted to you:
The profile ID will appear on the left hand side of any prompted suggestion:
If the suggestion is chosen, all information tied to the Profile ID will automatically populate in the folio:
Note: it is important to make sure to choose the right profile if you dealing with a returning guest. At the moment it is not possible to merge profiles, so in order to avoid having multiple profiles belonging to same guest, you should be careful to choose the right prompted suggestion. The option to merge profiles will be available in the near future!
Important: if you create a Profile directly from the folio, credit card information is not going to be pulled down next time you make a reservation for the guest. If you want to save credit card information for a Profile so that anytime you pull down information in a folio the credit card number also appear, you will need to save that information directly in the Profile tab.
Creating a Single Profile from the Profile Tab
If you need to load guest information that is not in the system, you can create profiles directly in the Profile tab.
The Profile tab is accessible form the top of your Tape Chart:
Click on the Profile tab:
The tab is divided into three parts: the left column enables you to create and search profiles. The Look Up function is a short route to look up folios associated with the right profile, if needed.
The central part will give you a list of the most recent created Profiles, and a field where to look up Profile IDs.
The right hand side contains details information about the Profiles.
To create a new Single Profile, click on the link Create Profile, on the left hand side of the screen:
Insert all guest information: the fields are not different from the ones appearing in the folios: as we are creating a Single Profile, choose the option Guest from the Profile Type drop down menu:
Proceed to fill in all Guest Details and when done, click on the button Save at the bottom of the page:
Click on the link Profiles, on the top left hand side of the panel:
The profile you have just created will appear in the list at the center of the page. Click on the profile to load information for that Profile:
To add Credit Card Information to the Profile, click on the tab Credit Card:
Click on the icon with the three horizontal lines and choose to Add Card:
Fill in all information and click on the green button Save:
The credit card information will appear in the folio whenever you pull down the guest profile.