Guest Management
Guest records in Argonautas track every person who stays at your properties. The system builds a guest history over time, enabling personalized service and streamlined repeat bookings.
Guest Records
Each guest record contains:
| Field | Description |
|---|---|
| Name | Full name as provided at booking |
| Primary email for communications | |
| Phone | Phone number for WhatsApp/SMS |
| Country | Country of origin |
| Language | Preferred language for communications |
| Notes | Internal notes (preferences, special requests) |
Guest records are created automatically when a booking arrives (via OTA sync or manual entry).
Editing a guest
Open a guest from the Guests list -- or use the pencil on the Guest Information card of any booking -- to correct a name, email, phone, or other detail. A guest record is shared, so an edit shows on every booking that guest holds.
"Another guest already uses this email address." Email is unique across your guests: the system won't let you set one guest's email to an address that already belongs to another record. This almost always means the same person has two guest records -- for example, one from a direct booking and another from an OTA import. Reassigning the email is not the fix; merge the two records instead (see below), which keeps their combined history under one guest.
Merging duplicate guests
When the same person ends up with more than one record, merge them so their history lives in one place:
- On the Guests list, tick the checkbox on exactly two records -- the Merge Guests button then activates.
- Review the preview. One record is the Primary (kept), the other is Absorbed (folded in); the preview shows how many bookings will transfer and which fields will be copied across.
- Confirm. The absorbed guest's bookings -- and the messages, payments, and service history attached to them -- move to the primary record, and the absorbed record is retired.
Merges are reversible: open the surviving guest and use Unmerge to split a mistaken merge back out.
Guest History
The guest detail view shows a chronological history:
- Past bookings -- Property, dates, and amount for each previous stay.
- Communication history -- All messages exchanged across channels.
- Service requests -- Trip services requested through the concierge module.
- Payment history -- All payments made by the guest.
This history helps your team provide personalized service: "Welcome back! Last time you stayed at Casa del Sol and booked the zip-line tour."
Guest Portal Access
Guests access the portal via a unique token link -- no account or password required:
- The system generates a token when a booking is created.
- The guest receives the portal link via their confirmation email.
- Clicking the link grants access to their booking details, villa guide, payment status, and trip services.
Token links are per-booking. Guests with multiple bookings receive separate links for each.
Re-sending or copying the link manually. Your team doesn't have to wait for the automated email. From a booking's Quick Actions (and from the concierge portfolio sidebar), the Send Guest Portal Link action generates a fresh link on the spot and lets you copy it, email it, or send it over WhatsApp / SMS. Copy and WhatsApp / SMS work even for OTA guests imported without a real email address, so you can always get a guest into their portal -- handy when a confirmation email bounced or the guest can't find it. See Bookings for where the action lives.
Communication Preferences
Guests can indicate their preferred communication channel:
- WhatsApp -- Default for guests with a mobile number.
- Email -- Fallback for all guests.
- SMS -- Used when WhatsApp is unavailable.
The system respects these preferences when sending automated messages (lifecycle templates).
Consent flags
Two opt-in flags control what kind of messages a guest receives:
- SMS opt-in -- whether SMS reminders may be sent.
- Marketing email consent -- whether the guest may receive marketing-class emails (newsletters, special-offer campaigns) on top of transactional booking emails.
Both flags are visible on the guest detail panel. They are populated automatically when a guest checks the corresponding box on a public booking form or contact form on your booking site, and can be edited from the admin if a guest contacts you to change their preferences.
Transactional emails (booking confirmations, payment receipts, check-in instructions) are always sent regardless of the marketing flag -- only marketing-class messages depend on it.
Data Privacy
Guest data is scoped to your company (tenant isolation). Guests can request data deletion by contacting the property manager. Sensitive fields are encrypted at rest.
Common Questions
Are guest records shared across properties? Yes, within the same company. A guest who stayed at Villa A and then books Villa B has a unified record.
What happens to the guest record when a booking is cancelled? The guest record is preserved. The cancelled booking appears in the guest's history with a cancelled status.
Related
- Guest Portal Guide -- What guests see in the portal.
- Villa Guide -- Property information for guests.
- Guest Communication -- Messaging guests across channels.