Guest Management

Guest records in Argonautas track every person who stays at your properties. Each record builds up a booking history over time, so you can recognize returning guests and give them better service.

The Guests List

To open the list, select Guests in the Main section of the sidebar.

• Search guests... finds a guest by name or contact details.
• In the card view, the sort menu orders guests by Sort by Name, Recent Bookings, Total Bookings, or Total Spent.
• The view switch on the right changes between cards and a list.
• Export downloads every guest that matches your search as a CSV file.

Each card shows the guest's name, email, phone, and country, a Returning Guest badge for guests who have stayed before, their number of bookings and total spent, and an Email button. If a guest has no phone, Add phone lets you add one on the spot. In the list view, the arrow on a row expands that guest's booking history.

Guest Records

Each guest record holds:

Field	Description
Name	First and last name as provided at booking
Email	Primary email for communications
Phone	Phone number for WhatsApp/SMS
Country	Country of origin
Notes	Internal notes (preferences, special requests)

Guest records are created automatically when a booking arrives, from a channel or PMS sync, your website, or a booking you enter by hand.

Opening a Guest

Select a guest's card or row to open their details. The window shows:

• Contact information: email, phone, and country.
• Consent: whether the guest opted in to SMS and to marketing email.
• Guest details: total bookings, total spent, and total nights.
• Booking history: each stay with property, dates, status, nights, and total. Select a stay to open the booking.
• Notes: internal notes for your team. Select Save after editing them.

The buttons at the bottom let you email or phone the guest.

Editing a Guest

To correct a guest's email or phone, edit it directly on their card or row in the Guests list. To correct the name, email, phone, or country, open any of their bookings and select the pencil on the Guest Information card. 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. You can't 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. Don't reassign the email. 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:

1. On the Guests list, tick the checkbox on exactly two records. The Merge Guests button appears. (With any other number ticked, you see "Select exactly 2 guests to merge".)
2. Review the Merge Preview. One record is marked Keep this record and the other Merge into primary. Use the swap button between them to switch which one is kept. The preview shows how many bookings will transfer.
3. Select Confirm Merge. The absorbed guest's bookings, and the messages, payments, and service history attached to them, move to the kept record, and the absorbed record is retired.

Merges are reversible. Open the surviving guest and select Unmerge to split a mistaken merge back out.

Guest Portal Access

Guests open the portal with a secure link. They don't need an account or a password:

1. The guest receives the portal link in their booking emails.
2. Opening the link signs them in to their booking details, villa guide, payment page, and trip services.

Links are per booking. A guest with several bookings gets a separate link for each.

Sending or copying the link yourself. You don't have to wait for the automated email. In a booking's Quick Actions, select Send portal link (in a concierge portfolio's guest sidebar it is Send Guest Portal Link). Choose the Delivery method: email, WhatsApp / SMS, or Copy link only to generate a link without sending it. The window shows how long the link is valid. 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, for example when a confirmation email bounced or the guest can't find it. See Bookings.

Communication Preferences

Each guest record stores a preferred channel:

• WhatsApp, the default for guests with a mobile number.
• Email, the fallback for all guests.
• SMS, used when WhatsApp is unavailable.

Automated messages (lifecycle templates) follow this preference.

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 emails (newsletters, special-offer campaigns) on top of transactional booking emails.

Both flags are shown under Consent when you open a guest. They are set automatically when a guest ticks the matching box on a booking form or contact form on your website.

Transactional emails (booking confirmations, payment receipts, check-in instructions) are always sent regardless of the marketing flag. Only marketing emails depend on it.

Data Privacy

Guest data belongs to your company and is never visible to other companies on the platform. Guests can ask the property manager to delete their data.

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 one record.

What happens to the guest record when a booking is cancelled? The guest record is kept. The cancelled booking stays in the guest's booking 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 through the portal.