Booking Contact Person

Modified on: Sat, 1 Oct, 2022 at 5:27 PM

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Contact Person on the Booking screen

The Booking contact person is an option we have added to the Booking screen to let you specify a Contact Person.  This is for the cases when the booking is not made by the guest, but by someone else.

Example: The manager of company 'X' – S. Smith will travel. The executive assistant - A. Wallis - is organizing the booking. In this case, A. Wallis will be the Contact Person and the communication related to the booking will be between the respective hotel and A. Wallis, but the guest will be S. Smith.

The booking's Contact Person may be the guest. The Contact Person's data should be entered solely in the cases if they are different from the ones of the guests in the booking.

On the New Booking/Edit screen, apart from Guest, you can select one more profile – Contact Person. You can search for a profile or create a new one.

In the Guest Profile, you now have two tables of the related booking to separate the bookings where the profile is used as a guest from the ones where this profile is used as a Contact Person

Company and Agent Contact Person(s)

In the booking

The Contact Person functionality can also be used on the Company screen. You can add multiple Contact Persons to a Company. Apart from being reference info on the Company screen, you can easily choose Contact Persons in the bookings from ones related to the given Company.  Please, see the screenshots below:

On the Web Reservation System

If you provide Companies with access to the WRS through their own code, they will be offered to have the Contact persons added to their profile at the last step of the booking process. To allow the handling of various cases, profiles attached to a company can be selected as 'Contact person' or 'Guest' on the WRS. 

Example: John and Mary work for Company X and are attached to the company profile. John goes to the WRS to create a booking for Mary - selects himself as the 'Contact person' and Mary, as the 'Guest'

Other important functionalities of the Booking Contact Person

  • Search by Contact Person - Apart from the contact details (name, telephone, email), now you can also search bookings by Contact Person details. This option is available in: Quick Search (in the navigation bar); Arrivals; In Hotel; Departures and Advanced Search .
  • Creation of multiple bookings with one and the same Contact Person - Choose a Contact Person in the new booking form to be automatically selected in all the copies of the booking (Create multiple).
  • Guest Mailer - If a Contact Person is selected for a Booking, all communication will be sent to the selected Contact Person instead of the guest in the booking.
  • WRS - an option for completing a booking on behalf of someone else: "I'm booking for somebody else". When selected, the entered data (name, telephone, email, etc.) will be added to the booking(s) as a Contact Person, and for each booking the system will additionally require the names of the guests to stay at the property.

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