Client How To & FAQ

HOW TO

How to insert a New Individual Profile
The insertion of a guest profile can be carried out in different ways:

1. From the main menu, access the Guests archive, and follow the procedure. Profile > Guest > Guest
   

• Then click on the button indicated.
  

2. From any work screen, click on the link ‘Guests’ on top of the screen, then click the insert button specified.
   

• Then click on the button indicated.

3. From the reservation form, click on the icon next to the field specific for the insertion of the guest name
   

By adopting this quick procedure, the user can insert a new individual profile directly from the reservation, losing, however, the possibility of profiling the record at a business level (e.g. uploading of preferences, alternative addresses, interests…). The details requested here are ‘basic’ details, necessary for the invoicing and the automatic generation of the correspondence relating to reservations.

How to Delete an Individual Profile

To delete a profile, proceed as indicated:

• Search for the record to delete.
• Click ‘Delete’, and save the operation by clicking the specified ‘Save’ button, or by pressing the F10 key.
  

If you want to delete a profile record, the system carries out a verification on the database in order to decide whether to proceed with a definitive deletion of the record or with a ‘logical deletion’ of the data.

The definitive deletion of the record is possible only if the profile has never been used before. If the record has already been used, even if only once, only the ‘logical deletion’ of the data will be allowed. To ‘‘Delete Logically’‘ in SCRIGNO means to hide data from view, by leaving it available for possible future reactivations.

How to Restore a Profile Record deleted logically

Each logically deleted record is recoverable in the actual database, when necessary.
To reactivate the detail, it is sufficient to proceed as follows:

• Search for the record to be recovered by selecting the flag “logical”, in order to view also the record at issue, which has been deleted logically.
  

• Deselect the flag in the ‘Logical’ field, and save the operation. Once saved, the profile is effectively accessible and usable.

How to attach the respective preferential contract to a guest profile or to a contact profile. (Repeater)

If the guest or contact benefits from a specific rate agreement, or from specific discounts and invoicing requirements, we suggest creating two profiles for the same guest/contact:

1) a company form (individual company or company with which he/she has an employment relationship) to which rate agreements, payments methods and deadlines, contractual documents, meetings etc. should be attached,

2) an individual form where preferences and personal characteristics of the staying guest or contact should be inserted; in the ‘Activities’ section of the individual profile, the employment relationship existing between the guest and the previously codified company can be attached.

In the booking stage the user will have to recover both records (‘guest surname-name’ field and ‘compaby’ field); by doing so, the user will be able to activate all the automatic operations and information associated, to better organise the guest’s stay, and, to conclude, to allow the extrapolation of the guest’s movements, useful for any statistic market survey or marketing initiative adopted.
For this purpose, it is advisable to consult in particular sections Guest Hotel Data Form, Companies Agencies Agreement Form, Agencies Companies Sales Form and Guest Profile Form of this manual.

FAQ

1. How to conduct commercial actions with guests and individual prospects, companies or agencies, identifying customer segments that comply with different selection criteria?
   This topic is dealt with in all its aspects in chapter Marketing and CRM.

2. How to set profiles of potential guests provided by third parties?
   This topic is dealt with in all its aspects in chapter Marketing and CRM.

3. How to correctly profile guests through the profile duplication functions?
   This topic is dealt with in all its aspects in chapter Cleaning & Dedup Profiles

4. How to share with the whole sales team functions such as agenda, guests profiles and prospects, initiatives and results, management’s notes?
   This topic is dealt with in all its aspects in chapter Sales Force Automation