> For the complete documentation index, see [llms.txt](https://wiki.inels.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://wiki.inels.com/inels-harmony/reception/the-guest-database.md).

# 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

{% stepper %}
{% step %}

#### Start a new booking and reach step 4, Contact

{% endstep %}

{% step %}

#### Click Select from database

{% endstep %}

{% step %}

#### Search by name, company or email

{% endstep %}

{% step %}

#### Select the record

Every contact field fills in at once.
{% endstep %}
{% endstepper %}

{% hint style="success" %}
**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.
{% endhint %}

## 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.

{% hint style="info" %}
**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.
{% endhint %}