Video Library

ReservationKey’s New Guests Tab – Faster and Easier Guest Management

Manage guests like never before with ReservationKey’s all-new Guests tab – redesigned for speed, flexibility, and effortless data handling. In this video, we’ll show you how to quickly search, sort, and manage guest records in your hotel, motel, B&B, vehicle rental, or vacation rental business.

New Guests Tab Overview

The redesigned Guests Tab in ReservationKey offers a faster, more streamlined interface for managing guest information. It performs well on all devices—including phones—and includes powerful new features for searching, filtering, combining duplicates, exporting, and automating guest emails.

Overview

The Guests Tab still defaults to alphabetical browsing by last name, but with a refreshed layout and improved performance. You can quickly navigate through thousands of records without slowdown and easily adjust how many records are shown per page.

Searching for Guests

You can search by name or other fields using the search bar at the top:

  1. Clear any filters or letter selections.
  2. Type the guest’s name (first or last) and click Search.

Results load instantly, even for large datasets. This makes it much easier to locate guests than in the older version, which was limited to around 500 records at a time.

Customizing Columns

Click Options to customize which columns are visible in your guest list. Columns update immediately after selection. Newly added columns include:

These fields help you quickly identify frequent or returning guests without opening individual records.

Finding and Combining Duplicate Guests

To find and merge duplicate guest records:

  1. Select a guest in your list (for example, “Jones”).
  2. Click Options and choose one of the duplicate search tools:
    • Find Same Last Name
    • Find Same Email
    • Find Same Address
  3. Select the duplicate guests to combine.
  4. Click Combine Duplicates and confirm.

This process merges selected guest profiles while preserving their reservation histories. The controls for these functions are now positioned at the top of the page for easier access.

Deleting Guests

You can delete any unwanted guest entries directly from this screen. Simply select the guest(s) and click Delete. A confirmation prompt will appear before deletion is finalized.

Exporting Guest Data

Exporting has been simplified and is now significantly faster, even for tens of thousands of records:

  1. Select the guests or apply filters to narrow your list.
  2. Click Export.

The export automatically includes only the columns currently visible on your screen. The exported file name includes the record count and date for reference.

Scheduled Guest Emails

You can automate sending emails to guests based on stored dates (for example, birthdays or anniversaries):

  1. Click Add Scheduled Email.
  2. Select an Email Template such as a birthday greeting.
  3. Choose the Data Source (for example, a custom field containing the birth date).
  4. Set the timing, such as “3 days before.”
  5. Select the recipient fields (To, CC, BCC) and click Save.

ReservationKey will automatically send the selected template to each guest at the designated time each year.

Adding and Editing Contacts

Guest Photos

You can now upload and display guest photos for easy recognition—useful for repeat guests. The photo will appear next to the guest’s name in their record and history views.

Viewing Guest History

To review a guest’s reservation history:

  1. Search for and select the guest.
  2. Click the History icon.

The guest history window displays:

If a photo is available, it appears at the top of the history window. You can also view notes associated with each reservation for quick context.

Performance Improvements

The new Guests Tab is designed to handle large datasets efficiently. Even with 20,000 or more records, searches, exports, and navigation remain fast and responsive.

Summary

The redesigned Guests Tab introduces significant improvements for usability, speed, and functionality. Key highlights include:

These updates make managing guest information simpler, faster, and more efficient across all devices.