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Home > Execu/Suite Hotel PMS > Procedures Execu/Suite PMS > Guest Name Changes-Profile

Name Changes - Guest Profile

Guest Profile is a permanent record of guest information including name, contact details, preferences, and other information.


New profiles should be created for guests not already having a profile.

  • If you see the profile name in the Profile Entry and Lookup list, click the appropriate profile and click GET Selected. 
  • If you do not see the profile name in the Profile Entry and Lookup list, type the entire name and select Create Guest Profile.

Changing Guest Names:  Guest profile names should not be changed unless you are correcting a misspelling.  If you change the guest's name in a profile, the prior name will no longer exist, and you will not be able to find it.

 

Assign a Different Profile: When you have a guest's profile open and need to assign a different profile to the reservation or folio, you can select an existing profile or create a new profile. (An example of when to do this is when you have created several reservations under one profile, such as a wedding.  When you receive guest names for these reservations, you will want to assign profiles to each reservation. See example below.)

  1. Bring up the existing profile and click the Find/New button beside the Guest Name field.  You MUST click Find/New to create a new profile (or select an existing profile) without overwriting the guest's name in the profile that is currently open.
  2. When you select Find/New, the Profile Entry and Lookup window will open, allowing you to select an existing profile or create a new profile.
  3. In the Guest Name field of Profile Entry and Lookup, type the new name you wish to lookup or enter.  Names will display, beginning with the characters you typed.  
  4. If you see an existing profile, you will click that guest name and then click the GET Selected button.  By selecting a different existing profile, you will enter the correct profile for the reservation or folio without overwriting the original existing profile.
  5. If you do not see an existing profile, you will type the entire guest's name, and then click Create Guest Profile. The Guest Profile window will open, allowing you to enter the new profile. By selecting Find/New on the profile screen you want to change, and then creating a new profile, you will enter the correct profile for the reservation or folio without overwriting the existing profile.

Changing a Guest Name

 

Changing a guest's name in a profile should be done only to fix an existing profile. The change will overwrite the prior text.

 

In the example below, the guest's name is changed from CLARJ, BETTY to CLARK, BETTY in order to make a correction.  Note that CLARJ, BETTY no longer exists. 

Misspelled Guest Name:



Corrected Guest Name:



Profile Entry Lookup:



Note that CLARK, BETTY has replaced CLARJ, BETTY.

NEVER change the Guest Name field in a Guest Profile unless you want to overwrite the existing name.

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Select an Existing Profile or Create a New Profile


When you have a guest's profile open and need to assign a different profile to the reservation or folio, you can select an existing profile or create a new profile.

 

An example of when to do this is when you have created several reservations under one profile, such as SMITH -JONES WEDDING.  When you receive guest names for these reservations, you will want to assign profiles to each reservation. 

DO NOT SIMPLY CHANGE THE GUEST'S NAME.  If you change the guest's name on one of the SMITH -JONES WEDDING reservations, then you have changed the guests' names on all of them, since they all share a single profile.

This is the correct way to assign the profiles to each reservation:

  • Bring up the SMITH -JONES WEDDING reservation that you wish to assign. 
  • Open the Guest Profile screen and click on the Find/New button.



  • Enter the name of the guest to assign to this reservation (CLARK, DAVID in this example.)

If you see the guest's profile name in the list, click the name and then click the GET Selected button at the bottom of the screen.

 

If you do not see the guest's profile name, click Create Guest Profile.

  • A new profile screen will open, allowing you to create the profile for this guest. 

Save the new profile and then save the reservation (or folio). 

  • Notice that the new CLARK, DAVID profile now shows on the Profile Entry and Lookup list.  This guest also shows up on the Reservation lookup list under CLARK, DAVID.



  • Notice that the SMITH -JONES WEDDING profile still shows on the Profile Entry and Lookup list.  Other reservations still attached to the SMITH -JONES WEDDING profile still show up on the Reservation lookup list under SMITH -JONES WEDDING.



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  • An occasion when you might want to change a guest name without selecting an existing profile, or creating a new profile, is if you created separate "hold" reservations, each under separate profiles.  Example:  ABC 1/4, ABC 2/4, ABC 3/4, and ABC 4/4.  Unlike the SMITH -JONES WEDDING reservations which were made using a single profile, these were done using four different profiles.  In this case, you would pull up ABC 1/4 and change it to JACKSON, BOB.  Now ABC 1/4 no longer exists.  ABC 2/4, ABC 3/4, and ABC 4/4 will still exist since they were separate profiles. 

 


The key things to remember: 

  • If you change the Guest Name on an existing profile, the name you changed it from will no longer exist. 
  • If you need to keep the guest name, but select or create a different profile, click Find/New instead of changing the Guest Name field in the profile.

 

 


 

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Article ID
 guest_name_changes
Views
 3732
Last Modified
 1/3/2023 4:40 PM