Hotel guest directory: repeat visits, stay history and the blocklist

The ‘Guests’ section is available to owners and administrators. It helps you recognise a returning guest by telephone number, see their available stay history, and ensure that an important warning does not exist only in employees’ memory.

A guest belongs to the whole organisation, not to one property. The directory therefore does not switch by property, and owners and administrators see the linked history across every property in the organisation.

• Demo guest+1 202 555 0141·2 stays
• Demo guest with a warning+1 202 555 0142·1 stayBlocklist

How to find a guest

Open ‘Guests’ and use the single search field. It accepts:

• part of a name;
• part of a telephone number;
• an external booking reference.

Open the matching row to see the name, telephone number, note, blocklist status, and stay history. You can open the relevant booking from an entry in the history.

How to add a guest

You will not usually need a separate step. When creating a stay, enter the telephone number first. If the number does not exist, the form asks for a name and creates the guest together with the stay.

If you need the record in advance:

1. Open ‘Guests’ and select ‘Add guest’.
2. Enter the name as it should appear in operational records.
3. Enter the telephone number in international format, for example +77000000000.
4. Add a short operational note if necessary.
5. Save the record.

The telephone number is stored in canonical E.164 format and is unique within the organisation. Two administrators must not create separate records for the same person with the same number. The name can be corrected later, and the updated value will appear in all linked views.

What data belongs here

A guest record is limited to four types of data:

• display name;
• telephone number;
• optional operational note;
• blocklist flag and its reason.

Do not record a price, payment, number of occupants, passport details, other documents, address, email address, nationality, booking channel, loyalty programme, or correspondence here. ATQAR does not replace a CRM or booking system.

The note is visible to the owner and administrators throughout the organisation. Write only what is needed for work, do not add unnecessary personal data, and do not use it as a message log.

Blocklist

The blocklist provides a prominent warning before the next booking is created. To add a guest to the blocklist:

1. Open the guest record.
2. Select ‘Add to blocklist’.
3. Enter a specific operational reason and confirm the action.

The flag does not prevent a new booking from being saved. The owner or administrator makes the decision in light of the situation. The stay form shows the warning and reason, and creating such a booking remains a recorded action.

If the warning is no longer needed, select ‘Remove from blocklist’. The flag and reason are removed, while the action history is retained.

Who can see the name and telephone number

• The full directory, name, telephone number, note, and history are available to the owner and administrators.
• A housekeeper or technician receives the guest’s name only through their current task assigned personally to them.
• The minimal room directory used to report a problem does not contain a name, telephone number, stay, or booking reference; the server excludes these fields.

Do not copy a telephone number into a task description or comment to bypass this restriction. Contact details must remain in the section intended for them.

A guest’s stays

The record shows owners and administrators linked stays across the whole organisation. A guest can have several records for different dates, but each stay is linked to only one primary guest.

Creating, checking in, cancelling, and closing a record are described in ‘Bookings and stays’.