In the “Main Data” tab, the hotel maintains a guest's data: name, language, email address, marketing consents, addresses and phone numbers. Here it also determines which automatic messages the guest should not receive. The tab is under Guests Archive › (guest) › Main Data and opens first as soon as a guest is clicked in the Guests Archive.
Example: A guest no longer wants to receive promotional emails
Open the Guests Archive menu item and click the guest.
The guest record opens with the “Main Data” tab.
Under “Email marketing consent”, select “Not consented”.
If the guest also does not want birthday greetings, tick the “Do not send birthday greetings” box under “Exceptions”.
Click “Save”.
The marketing consent log then has a new entry with the source Hotel-User and the user who changed the consent.
The pages in detail
Tab bar of the guest record
Above the guest record are its tabs: “Main Data”, “Correspondence”, “Notes”, “Reservations”, “Conversations”, “Profiling”, “Persons”, “Outgoing Emails”, “Attachments”, “Other hotels” and “Data Summary”. This text explains “Main Data”.
Main Data
At the top are the data of the person or the company: “Type of contact”, “Language”, “First name”, “Last name”, “Academic title”, “Company name”, “Gender”, “Full salutation (only fill in if it differs from the standard)”, “Email address”, “Date of birth”, “Age”, “Place of birth” and “Tax number”. The fields and mandatory entries are the same as when creating a guest with “New guest”. “Save” saves the changes.
If a booking portal has given the guest a temporary email address, the “Email address” field shows a notice that this address is not suitable for marketing.
Only after a guest has been saved once do these fields appear:
“Email marketing consent”: The options are “unknown/no information”, “Consented”, “Not consented”, “Email bounced”, “Marked as spam” and “Blacklist”. “Subscription pending (waiting for opt-in)” cannot be set by hand. With “Email bounced” or “Marked as spam”, the guest drops out of every marketing selection that selects guests with “Consented”, with or without the guests with “unknown/no information”. With “Blacklist”, the guest drops out of every selection, including selections that are not used for marketing. If the email address of a guest with “Email bounced” changes, the consent goes back to “unknown/no information”.
Consent per building: For each building there is a choice of “Consented” or “Not consented”. If the guest has such consents, “Email marketing consent” is locked.
“Postal marketing consent”: The options are “unknown/no information”, “Consented” and “Not consented”.
“Communication preferred over”: “E-Mail” or “WhatsApp®”. If WhatsApp is selected and the guest has no verified WhatsApp number, a notice points out that messages are sent by email.
“Exclude guest from automatic removal procedure (GDPR)”: This switch can only be changed by a user whose role includes access to it. If it is switched on, the automatic removal procedure does not delete the guest after the retention period has expired.
“Consent house rules”: shows whether the guest has accepted the house rules, and is read-only. The guest sets the value themselves when they confirm the house rules during the online booking of an offer or during the online pre-check-in.
Activities: the guest's last action, the last message to them, the most recent stay date, the last marketing action and the interval the guest wants between marketing actions.
If a staff member changes the consent to email or postal marketing, an entry with the source Hotel-User and the user is created in the log.
Exceptions
The “Exceptions” block is there even before the first save. For each ticked box, the guest no longer receives one kind of automatic message: “Do not send follow-up messages”, “Do not send pre-stay messages”, “Do not send on-stay messages”, “Do not send post-stay messages” and “Do not send birthday greetings”. Each box appears only with its licence module.
For the chatbot, one of two boxes is shown. If the chatbot is running in trial mode, “Activate chatbot despite trial mode” appears: if it is ticked, the chatbot already answers this guest automatically in trial mode. If it is not running in trial mode, “Deactivate chatbot” appears: if it is ticked, the chatbot no longer answers this guest automatically.
Postal addresses and phone numbers
“Add postal address” creates an address with “Country”, “ZIP code”, “City”, “Street / house number” and “confirmed on”. “Add phone number” creates a number with “Type”, “Number” and “confirmed on”. For “Type”, the options are “n/a”, “Landline”, “Mobile” and “Fax”.
Each postal address and each phone number is saved on its own, and deleting a row asks for confirmation. A phone number can carry the WhatsApp and “verified” marks. A verified WhatsApp number cannot be changed, only deleted.
Channel links
Through a row in the “Channel links” list, ReGuest assigns incoming WhatsApp messages to this guest. The list shows the columns “Channel”, “Type”, “Identifier”, “Verified” and “Verification date”. A link can be deleted. Deleting asks for confirmation and takes effect immediately: after that, ReGuest no longer assigns messages with this identifier to the guest through this link.
Company
The “Company” box shows the companies linked to the guest. The company's name, VAT number and role are saved with the guest, while its addresses and phone numbers are saved separately for each row. The contact persons are read-only. The box appears only if there are entries.
Logs
The logs for marketing consent, phone number consent and the privacy policy are read-only and appear only if there are entries.
Data transfer from/to agency or agency members
With the columns “Action” and “Name of the instance”, this log shows the data transfers from and to the agency or agency members.
Loyalty
The “Loyalty” box queries the guest's balance at KunLeiSys or Incert. For Incert, it also shows the club level. KunLeiSys looks up the guest by their email address.
Create a request or reservation
“Create a request for this guest” opens a new request with the guest, “Create a reservation for this guest” a new reservation.
Delete guest
After a confirmation prompt, “Delete guest” deletes all of the guest's correspondence and then the guest themselves. The prompt warns that this cannot be undone. A guest cannot be anonymised here.
Prerequisites
‘Main Data’ does not need a licence module of its own. With Channels › WhatsApp™ Integration, the “Communication preferred over” selection is added. With Guest Management, the “Consent house rules” switch and several boxes under “Exceptions” are added. With Offers, the “Do not send follow-up messages” box under “Exceptions” is added. With Multi-Property, the consent to email marketing per building is added. With Marketplace › KunLeiSys, the query of the KunLeiSys balance in the “Loyalty” box is added. With Marketplace › Incert, the query of the Incert balance in the “Loyalty” box is added. With Agency, the “Data transfer from/to agency or agency members” log is added.
Access to ‘Main Data’ is enabled for specific users through their role. The following need their own access in the role: “Delete guest”, “Create a request for this guest” and “Exclude guest from automatic removal procedure (GDPR)”. Roles are managed by ReGuest support.
Frequently asked questions
Why can “Email marketing consent” not be changed? The guest has consents per building. In that case, the consent has to be changed for the individual buildings.
Why are “Email marketing consent” and the other consents missing? They appear only after the guest has been saved once. Click “Save”.
Why can “Subscription pending (waiting for opt-in)” not be selected? Nobody can set this state by hand.
Why can a phone number not be changed? It is a verified WhatsApp number. It can only be deleted.
Why are messages sent by email although “WhatsApp®” is selected? The guest has no verified WhatsApp number.
Why is “Delete guest” missing? The button is only visible to a user whose role includes access to it. Roles are managed by ReGuest support.
Why are “Postal marketing consent” or the consent per building missing? Both depend on the hotel's setup. ReGuest support can tell you whether they are set up for the hotel.
Can a guest be anonymised instead of deleted? Not in the “Main Data” tab.
As of: 2026-10-24.