Contact Alerts

The Contact Alerts feature allows you to flag specific guests with visual alerts that appear automatically when they book again using the same email address. This is especially useful for reminders about guests you may want to approve or avoid renting to in the future.

Overview

Contact Alerts appear whenever a returning guest uses the same email address already in your contact database. You can create alerts with different colors and notes to indicate warnings, payment issues, or special reminders.

Setting Up a Contact Alert

To create a new contact alert:

1. Begin by creating or editing a reservation internally.
2. After the guest contact information is saved, scroll down to find the Contact Alert section at the bottom of the page.
3. Click Contact Alert.
4. Check the box labeled Show Alert for this Contact.
5. Enter your alert note—for example:
   • “Do not rent — did not pay.”
   • “VIP guest — offer discount.”
6. Select a color to visually categorize the alert (for example, red for warnings).
7. Click Save Changes.

The contact’s record will now be marked with the selected alert color, and your message will appear when this guest’s email address is recognized again.

How Alerts Work

• ReservationKey matches alerts based on the guest’s email address.
• If the same email address is used for a new online reservation, the alert will automatically appear in red (or your chosen color).
• When you click into the reservation, you’ll immediately see the alert note to help guide your decision on whether to accept the booking.

Viewing Existing Contact Alerts

You can also access existing alerts directly from the Contacts section:

1. Go to your Contacts page.
2. Search for a contact by last name or email address.
3. Click Search and locate the guest record.
4. When you click Select or the contact’s name, any saved alert will immediately pop up with your note and color indicator.

Example Use Cases

• Red Alert: Guest previously did not pay or caused problems — “Do not rent.”
• Yellow Alert: Cautionary note — “Requested special arrangements.”
• Green Alert: Positive note — “Repeat guest, always on time.”

Benefits

• Quickly identify problem guests before confirming new reservations.
• Track important guest history notes across multiple stays.
• Provide reminders to staff when handling returning guests.

Summary

Contact Alerts are an effective tool for managing guest relationships and avoiding repeat issues. Once set, alerts automatically appear whenever the same email address is used for a new booking, helping you make informed decisions quickly. Customize the color and message to fit your needs and keep your guest database organized and proactive.