With “New guest”, the hotel creates a guest in the Guests Archive by hand, for example a person, a company or a family who gets in touch by phone. The form is the same one that is later used to edit a guest's main data. It is under Guests Archive › New guest.
Example: Create a guest who called
Open the Guests Archive menu item and click “New guest”.
Under “Type of contact”, select “Person”.
Under “Language”, select the guest's language. You can choose from the languages the hotel has set up.
Enter “First name” and “Last name”. After the first name, the form often already sets “Gender” to “male” or “female” by itself.
Enter “Email address”.
Click “Create”.
The “Main Data” page of the new guest then opens. Only there can consents, addresses, phone numbers, persons and companies be added.
The pages in detail
New guest
The form has the “Personal Data” and “Company data” boxes. Which fields it shows depends on “Type of contact”:
“Person”: “First name”, “Last name”, “Academic title”, “Gender”, “Date of birth” with the “Age” calculated from it, “Place of birth” and “Tax number”.
“Family”: The field for the first name is called “First name/s” and is optional. In addition there are “Last name” and “Tax number”.
“Company”: Instead of first and last name, there is only “Company name”.
“email address”: no fields for names or salutation.
For “Gender”, you can choose “not available”, “male” and “female”, and, if the hotel has a setting for it, also “other”. If anything other than “Person” is selected under “Type of contact”, “Gender” is reset.
The “Complete salutation (only use if deviating from norm)” field exists for all types except “email address”. A salutation is only saved if it differs from the standard salutation.
For “Person” and “Family”, “Last name” is mandatory; for “Company”, “Company name” is. An empty mandatory field shows “mandatory”, an email address in the wrong format “invalid format” and a special character in a name, title or salutation “invalid character”. As long as an entry is invalid, “Create” cannot be clicked.
“Create” saves the guest. If another guest already has the same email address, nothing is saved, and this appears: “The email address is already used for another guest. Email addresses must not be assigned twice.” After saving, email counts as the guest's preferred channel.
Exceptions
Under “Exceptions”, there are already boxes when the guest is created that switch off individual messages for this guest: “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”. For the chatbot, there is one of two boxes, depending on its state. If the chatbot is running in trial mode, “Activate chatbot despite trial mode” appears: if it is ticked, the chatbot may already answer 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's messages automatically. Which box comes with which licence module is stated under “Prerequisites”.
Prerequisites
‘New guest’ does not need a licence module of its own. With Sales Campaigns, the type of contact “email address” is added. With Offers, the “Do not send follow-up messages” box under “Exceptions” is added. With Guest Management, further boxes under “Exceptions” are added. With CRIS Chatbot, the chatbot boxes under “Exceptions” are added.
Access to ‘New guest’ is enabled for specific users through their role. Roles are managed by ReGuest support.
Frequently asked questions
Why can the guest not be saved? Either a mandatory field is empty or an entry is invalid; then “Create” cannot be clicked. The message at the field (“mandatory”, “invalid format” or “invalid character”) shows which entry needs to be corrected. Or another guest already has the same email address. In that case, search for the existing guest in the guest list using the “Name or email address” field.
Why is the type of contact “email address” missing? It comes with Sales Campaigns. ReGuest support can tell you whether the function is set up for the hotel.
Where are the address and phone number entered? On the guest's “Main Data” page, which opens after “Create”. These fields are missing when the guest is created.
Does a newly created guest trigger an automation? No.
Is there a second way to “New guest”? Yes. An entry on the waiting list has the “New guest...” button, which opens the same form.
Why is the “Guests Archive” menu item missing? Only a user whose role includes access to the Guests Archive sees it. Roles are managed by ReGuest support.
As of: 2026-10-24.