Add Guest to CRM Database

To add a guest, click Add from the CRM main menu, the CRM Navigation, or the CRM Navigation page. Only the guest's name on the Details tab is required. Enter as "Firstname Lastname" format or Lastname/Firstname. The system automatically saves the record in Lastname/Firstname format. Click Change for information on changing guest records.

To utilize the full potential of the CRM, enter all personal and contact information, and assign points (when appropriate) in the Starting Points section. The more information is recorded for each guest, the more marketing and history tracking available to the property.

Tabs available at the top of the screen are: Details (which offers Phone, E-mail, and Airlines tabs as well), Room Preferences, Comments, Notes, and Custom Fields.
.

Starting Points Information: When adding a guest, the Details tab includes the Starting Points section. Fields available are Type, Points, and Description.
Add Guest Using CRMWeb: Properties can request that guests add themselves to CRM using the CRMWeb. Those guests are added with the "NoRewards" flag turned off and awarded points one the guest's reservation is checked out.
Add Guest from New Reservation Screen: Guests can also added to the CRM when making a new reservation. Click the Find button associated with CRM information on the New Reservation screen to select an existing record. When saved, the new reservation is linked to the CRM record.
Link Guest History: Once the Save button is clicked after adding a guest, the Link Guest History form opens. Since the CRM database is a separate database from the local guest history database at a single property, the system needs more information. Any matching names that exist in both the property guest history records and the CRM are displayed in the grid. When no matches exist, the system lists only the new guest record and creates a CRM record once saved. There must be at least one guest history link checked when saving. A link must be established; therefore, the Cancel button does not bypass this process. A prompt to notify users that changes have been made (guest history record added and the CRM record selected in the grid will be added when saved) requires Yes before exiting.

For customers with multiple properties, link multiple guest history records from any and all properties for the one guest within the CRM. Check the box in the Link column for each property to assure that each separate guest history record is properly linked in the CRM (main data base).; When adding a CRM guest, the system compares the information entered with those existing in any linked property. For example, Bud Abbott has a CRM guest record for the San Francisco Hyatt. When the Los Angeles Hyatt adds Bud Abbott to the CRM database, a message is displayed.

To continue, click the Yes button and display the Link Guest History screen. Check the row with the assigned Guest# and uncheck the box for Guest# "NEW". The following example reveals that Bud Abbott Guest# 64 and Mary Abbot Guest# New are actually the same guest. In this situation, uncheck the box for Mary Abbot and save.

Click these links for Frequently Asked Questions or Troubleshooting assistance.

Last Updated 07/16/2008

CRM - Add Guest Records

Add Guest to CRM Database