“Data Export” creates files with the hotel's guest data and with its requests, offers and reservations, for example for an evaluation in Excel or for a list of the guests with consent to e-mail marketing. The menu item is under Analytics › Data Export. An export runs as a job in the background, and the finished file is then downloaded from the list of exports.
Example: Download all guests with consent to e-mail marketing as an Excel file
Under “Analytics”, open the “Data Export” entry.
Select the “Guest data” tab. The “Request New Export” form appears, with the list of exports below it.
Under “Content”, select “Guest data (extended)”. Besides name, e-mail address and language, the file then also contains date of birth, phone number and address.
Under “Format”, select “MS Excel”.
Under “Period”, leave the default “All”.
In the “Email marketing consent” filter, select “Only guests with consent”.
Click “Prepare export”. The job appears in the list below. While it is running, the tab shows, instead of the form, the notice “Please wait until the current export job has been prepared to start a new one.”
As soon as the export shows the value “done” in the “Status” column, click the download icon in its row.
The hotel then has an Excel file with all guests who have given their consent to e-mail marketing, with their extended guest data.
The pages in detail
The page has three tabs: “Guest data”, “Requests and offers” and “Sales Campaigns”. Each tab starts with the “Request New Export” form, and below each is a list of the exports.
Guest data
The tab exports the hotel's guests as a file.
“Content” sets the columns. “Guest data” contains e-mail address, first name, last name, salutation, title, gender and language. “Guest data (extended)” adds date of birth, phone number, address, postcode, city, “Country (ISO)” and “Country (name)”. Both also contain the consent to e-mail marketing.
“Format” sets the type of file: “CSV” or “MS Excel”. An export as “MS Excel” stops if the hotel has more than 1,000,000 guests; “CSV” has no such limit.
“Period” selects the guests: “All”, “Created in period” or “Modified in period”, the last two with the fields “from” and “to”. If the fields stay empty with “Created in period”, the period is set from the first of the month to today.
“Email marketing consent” filters by the consent to e-mail marketing: “All”, “Only guests with consent” or “With consent and unknown/no information”.
“Building/hotel” limits the export to one building. The filter only appears with Multi-Property.
“Prepare export” creates the export as a job.
The defaults are “Guest data”, “CSV” and “All”.
Requests and offers
The tab exports the hotel's requests, offers and reservations. The file is always an Excel file.
“Type” sets the columns. “Standard columns” contains, per communication, among other things request date, status, guest, travel dates, nights and reservation amount. “Extended columns” adds, among other things, booked room nights and person nights, channel, source and campaign, offer author and season.
“Status” sets whether the file contains all communications (“All”) or only the reservations (“Only reservations”).
“Filter by period” limits the export to a “Period”. The “Period” refers to the date on which the request was created. The default is the previous month.
“Building/hotel” limits the export to one building. The filter only appears with Multi-Property.
“Prepare export” creates the export as a job.
Deleted and hidden communications are missing from the file, as are communications with the status “new” and pure conversations.
Sales Campaigns
The tab exports the guests to whom a campaign was sent.
“Campaign” selects the campaign. Only completed campaigns are available, and “Prepare export” stays grey until one is selected.
“Content” with “Guest data” or “Guest data (extended)” exports the recipients of the campaign. The filters “Period”, “Building/hotel” and “Email marketing consent” from the “Guest data” tab do not apply here.
“Format” sets the type of file: “CSV” or “MS Excel”. The default is “MS Excel”.
The tab only shows its content if the user's role also includes access to the export of guest data; otherwise it stays empty. The guest data exports from this tab are in the same list as those from the “Guest data” tab.
List of exports
The columns show “Description”, “Rows”, “Creation date”, “Created by” and “Status”.
“running”: While an export in the list is running, the tab shows a notice instead of the form, and a new export can only be started afterwards.
“done”: The file is ready. An icon that downloads it appears in the row.
“failed”: The export has failed. An export that is still running after one hour gets this status.
“expired”: A completed export gets this status when it is older than 7 days.
The file is only available by downloading it, not by e-mail. An export cannot be deleted.
Prerequisites
‘Data Export’ needs no licence module of its own. With Sales Campaigns, the “Sales Campaigns” tab is added. With Multi-Property, the “Building/hotel” filter is added. With Guest Management, the “Labels” column in the extended export of the guest data is added.
Access to ‘Data Export’ is enabled for specific users through their role. The following need their own access in the role: “Guest data”, “Requests and offers” and “Sales Campaigns”. Roles are managed by ReGuest support.
Frequently asked questions
Why is the “Data Export” menu item or one of its tabs missing? The menu item and each of its tabs only appear if the user's role includes access to them. The “Sales Campaigns” tab is also only available with the licence module stated under “Prerequisites”. ReGuest support can tell you whether the licence module is set up for the hotel. Roles are managed by ReGuest support.
Why can't a new export be started? An export is still running in the list of this tab. Only when it is finished does the form appear again.
What should you do if an export shows “failed”? The hotel receives no message about it; the status in the list is the only indication. ReGuest support can help further.
Why did the export of the guest data as an Excel file stop? An export as “MS Excel” stops with more than 1,000,000 guests. As “CSV”, there is no such limit.
How long does a file remain available for download? A completed export expires after 7 days.
As of: 2026-10-27.