Next to an email opened in Microsoft Outlook, the Outlook add-in “ReGuest Copilot” shows the sender's data from ReGuest, with their requests, offers and bookings. This way you can see before replying whether the sender is known in ReGuest and whether they have already booked. It opens via Outlook ribbon › “Re:Guest Outlook Add-in” › “Re:Guest”, and the guest information is in the task pane.
Example: See before replying whether the sender has already booked
A reservations staff member receives an email in Outlook with a question about a stay. Before she replies, she wants to see whether the sender is known in ReGuest and which requests, offers and bookings they have.
Open the email. Open the guest's email in Outlook.
Open the add-in. The “Re:Guest” button in the “Re:Guest Outlook Add-in” group of the ribbon opens the add-in's task pane.
Identify the guest. The add-in looks for the guest by the email's sender address. If the guest is known in ReGuest, the box shows their name, their email address, phone numbers, addresses, tags, their language and “In Re:Guest since” with the date. If it shows “Regular guest”, they have booked before.
Look through requests, offers and bookings. Below the guest data, the guest's requests, offers and bookings are listed as entries. The arrows on the left and right switch from entry to entry. The status value “Reservation” shows that a booking exists for this entry.
Open the guest in ReGuest. If the reply needs more details than the box shows, “Open in Re:Guest” next to the name opens the guest in ReGuest.
Result. The staff member sees whether the sender has been a guest before, and which requests, offers and bookings they have, with period, nights and persons, and replies with this knowledge.
The pages in detail
The guest's box
The box is in the task pane and has no heading of its own. The add-in looks for the guest by the sender address of the open email. If an email from another sender is opened, it reloads the data.
A known guest. The box shows name, email address, phone numbers, addresses, tags, language and “In Re:Guest since” with the date since which the guest has been in ReGuest. “Regular guest” appears as soon as the guest has an earlier booking. At first, only the first phone number, the first address and the first three tags are shown. “Show +…” expands the remaining phone numbers, addresses or tags, “Show less” collapses them again. “Open in Re:Guest” next to the name opens the guest in ReGuest.
Requests, offers and bookings. Below that, the guest's requests, offers and bookings are listed as entries, in ascending order of arrival date. An entry shows status, property, persons with “Adults” and “Children”, period, “… nights”, price, rates and rooms. The status says what the entry is:
“Request”: a request for which there is no offer yet.
“Offer”: an offer for which there is no booking yet.
“Reservation”: a booking.
You switch between the entries by swiping, by dragging with the mouse or with the arrows on the left and right; with only one entry, there are no arrows. With two to ten entries, dots lead directly to an entry; with more than ten, a counter such as “3/12” shows which entry is visible. There is no separate button for a single entry that opens it in ReGuest.
An unknown sender. If the sender is not known in ReGuest, the box shows name and address from the email. The name can be changed there. If the email is then transferred with “Transfer message”, ReGuest creates the guest with first name and last name from this field.
An email from a portal. Some sender addresses, usually those of a portal, are stored in ReGuest for the email or request import. If the email comes from such an address, the bottom of the box shows “The email address (sender) has been configured in Re:Guest for the email/request import. Transfer the message to Re:Guest to show guest data and more.” The guest data only appears once the email has been transferred.
Notes in place of the box
If the add-in cannot show any guest data, a note in place of the box gives the reason:
“You have not selected an item. Open a message to find out more”: No email is open.
“Your user account/user role in Re:Guest lacks a privilege to query the requested guest data.”: The user's role does not include access to guest data.
“Missing Outlook integration on this instance of Re:Guest”: The hotel lacks the licence module for the Outlook add-in.
“Could not connect to Re:Guest. Please check your internet connection and try again.”: The add-in cannot reach ReGuest.
Notice window
If the guest data cannot be loaded, a notice window reports “Guest data could not be loaded”.
Prerequisites
‘Guest information in the Outlook add-in’ belongs to the licence module Channels › Microsoft Outlook™ Integration.
If the module is licensed, access to it is enabled for specific users through their role. Roles are managed by ReGuest support.
Frequently asked questions
Why does no guest data appear? The note in place of the box gives the reason: no email is selected, your own role does not include access to guest data, the hotel lacks the licence module for the add-in, or the add-in cannot reach ReGuest. If the email came from an import address, the guest data only appears once the email has been transferred with “Transfer message”. If no email is selected, it is enough to open an email in Outlook; its guest data then appears. If the add-in cannot reach ReGuest, it helps to check the internet connection and try again. If the licence module is missing, ReGuest support can tell you whether it is set up for the hotel. Roles are managed by ReGuest support.
Why does the box show only one phone number? At first, only the first phone number, the first address and the first three tags are shown. “Show +…” expands the rest.
What does “Regular guest” mean? The guest already has an earlier booking.
How can a booking be opened from the box? A single entry has no button of its own for this. “Open in Re:Guest” next to the name opens the guest in ReGuest.
Can the name of an unknown sender be changed? Yes. If the sender is not known in ReGuest, the name can be changed in the box.
As of: 2026-10-26.