Control of the profile fields
To create, edit, manage your guest fields, please navigate to section Settings->All Settings->Guest Profile fields.
1. Define guest profile fields
Within this section you can review the currently existing guest profile fields. There are several system fields that cannot be deleted. They are marked as locked on the list.
You have complete freedom to create your own custom profile fields to match your needs and to be able to record information for which a profile field does not exist by default.
Creating a new profile field
To add a new field, press the 'New' button. The below window will pop up.
Field Name (1): Enter a field name This name is only for the back end of the application. You can translate and change the field name in the Languages and Texts section. Allowed characters: a-z, '_', 0-9 (but not the first character). Example: 'phone_number_2'.
Field type (2): There are several field types to choose from:
- Text field: The field allows the entry of text or numerical information. In addition, a value list can be defined to select from instead of typing the data every time.
- Numerical field: This field is for entering numerical values only. Here you can also define a list of allowed values to select from instead of typing them every time.
- Date: The field is for dates, as the system will open a calendar to select a date.
- Phone: The field is for phone numbers, as their format is checked by the system.
- Email: The field is for email addresses, as their format is checked by the system.
- Country: A field with a list of countries of your choosing.
- Language: A field with a list of the subscription languages.
Value list (3): You can set up a value list with pre-defined values. Please see below for more information.
Encrypted (4): Each of the Guest Profile fields can also be encrypted. In other words:
- Encrypted: If your local legislation (e.g. GDPR) requires special access to a field, you can choose to make this field encrypted. In this case, the access to it will depend on a special right: Personal Data: Access. A disadvantage of encrypted fields is that they cannot be used in marketing segmentation reports. Examples of encrypted fields: guest names, phone, email, address, passport number, date of birth and other personal data.
- Non-encrypted fields: The access to non-encrypted fields is easier and can be used in the marketing segmentation reports. Examples of such fields: country, guest loyalty program level, guest type, marketing source and other additional information.
Important (5): If your local legislation (e.g. Police Registers) requires you to collect certain data of your guests (e.g. passport number, date of birth, etc.), you can make the respective fields Important. This will give you an additional option to track if all these Important fields are filled in by guests. Thus, a booking can initially be created with the contact details only, and the rest of the information to be gathered at a later stage: during the self check-in or at the reception check-in.
The Important option also lets easily check and review if all the necessary data is entered. On Arrivals list and in the booking itself, there is an icon denoting the bookings with missing Important data. In the Register, there is a filter to show all all the guests with missing Important data.
The purpose of the 'Value list' in a profile field is to save time and prevent mistakes. Value lists can be especially helpful for properties that need to report Guest information to local authorities and moreover, provide the information written in the specific format set by the authority.
Example: The local authority has defined that when we report the information about the document type of the guest, it needs to be reported as: 'ID' (for ID card); PP (for passport); DL (for drivers license). The values ID; PP; DL can be pre-defined in the value list so that staff members can select them from a drop-down instead of typing them in an empty field (slower and prone to mistakes).
Another popular use case of value list is related to the field 'Level' which refers to a label attached to the guest profile. Through that field, you can mark a guest profile with a certain 'label' which will pop-up anytime you select the profile in a booking and visible in the profile itself:
In order to create value lists, navigate to menu Settings->All settings->Guest profile fields->click 'Edit' on the field for which you want to add Value list and add the information in the Value list box:
When entering the values, please follow the structure that the example in the explainer text presents, namely:
Value(saved in database): Value(visible to the users)
The value that is saved in the database will be the one used for exports to local authorities and similar. Both values (database ones and user ones) can be the same - Passport: Passport - if there is no specific requirement for the format of the database values.