The guest database

The hotel's address book — so a returning guest's second booking takes seconds.

Every booking can be attached to a guest record. Do that consistently and a returning guest's next stay takes seconds instead of a full form.

Open Guests.

What a record holds

Field	Notes
ID	Generated by Harmony, using the guest prefix set during setup
Name / Surname	As on the identity document
Company name	For business travellers and invoicing
Address / City	Registration details
Email	Where booking emails go — worth getting right
Phone	How the hotel reaches them during the stay

You rarely add guests here

Most records are created as a by-product of taking a booking: type the contact details at step 4 of the wizard and the record is made for you.

Add one directly with Add guest only when preparing for a known arrival, or entering a group in advance.

Reusing a guest on a new booking

1

Start a new booking and reach step 4, Contact

2

Click Select from database

3

Search by name, company or email

4

Select the record

Every contact field fills in at once.

Ten seconds of searching prevents a duplicate. Duplicates split a guest's history in two, so neither half shows that they are a regular — which is exactly the thing you wanted the database for.

Keeping it clean

• Fix, don't re-add. When a phone number changes, edit the record.

• Watch for near-duplicates. "J. Novák" and "Jan Novák" are the same person — keep the fuller record.

• Only delete records nobody used. Deleting a guest attached to past bookings loses the link to their history.

This is personal data. Names, addresses, phone numbers and stay history are covered by GDPR and similar laws. Store only what the hotel needs, and follow the hotel's own retention policy on removing old records.