5 Types of Profiles / Guest Profile Types in Hotels | Resorts

Support Our Work

Since 2011 Setupmyhotel has been helping hundreds of hoteliers around the world. Support Setupmyhotel by becoming our Patron!

Types of Profiles Used in Hotels | Resorts

Profiling of Guests, Companies, and Travel helps the sales and marketing teams to instantly access the account and an unlimited amount of material to each of these profiles. These profiles generally consist of name, address, contact details, historical transactions or bookings, future bookings, revenue generated, invoice details, details of sales activities, marketing tags, details of sales calls, etc.

Different hotels around the world use various guest profiles to ensure that their guests receive personalized experiences during their stay. These profiles are created to help hotels understand the needs and preferences of their guests, and to cater to them accordingly.

Additionally, the Sales and marketing software or the hotel management software helps the sales team to get detailed information on any sales account instantly. In the new age systems, there are dedicated tabs or functions that show company booker details, sales call activity on the account, a summary of negotiated room nights vs produced, etc.

One of the most important ways in which the profiles are used by the sales department is for Database marketing, current Hotel software provides a complex set of queries and functions to analyze information about guests, companies, travel agents, and source profiles. Marketing lists can be pulled from the system by types of functions booked, average room rates, average food revenue, average length of stays, preferences ( smoking / non-smoking), etc.

Profiles are generally categorized into five different types: 

1) Guest Profiles 2) Company profiles 3) Travel Agent Profiles 4) Group Profiles and 5) Source Profile.

1) Guest Profile: Contains the below information and is used for entering details of real guests who would be staying in the hotel.

  • Guest Name and Salutation
  •  Address
  •  Nationality
  •  Communication Details (Email, Phone, Mobile Etc.)
  •  Social Media Details ( Twitter, Facebook Etc.)
  •  Passport, Visa, or Government ID
  •  Preferences, likes and dislikes
  •  Preferences for marketing or newsletter ( Newsletter allowed or Not, Likes promotional or special offers from the hotel, etc.)
  •  Remarks or special notes
  •  Credit Card and Member Card / Frequent flyer details
  •  Past and future booking details
  •  Details of No-shows and Cancellations
  •  Invoices and revenue generated
  •  Details of Confirmation letter send or any other correspondence like eg: Welcome Letter, Thank you letter, Retention Letter, etc.

2) Company Profile: Used for recording details of companies which does business with hotel, past business, and prospects.

If the company has a sub-company or branches in different cities then a Master Company Profile is created and multiple sub-profiles are created for other branches or sub-company.

The Master -> Sub structure helps the sales team to generate productivity for the whole company by selecting the Master profile and also separating productivity for each sub-profile. The below information is stored on a company profile.

  • Company name
  •  Department name
  •  Contact Name for Booker
  •  Communication details of the Booker (Email, Phone, Extension number, Mobile and Fax)
  •  Contact Name for Invoices
  •  Communication details of the Invoice (Email, Phone, Extension number, Mobile and Fax)
  •  Sales call details
  •  Sales Activity Details
  •  Negotiated Room Nights
  •  Produced Room Nights
  •  Future Business (room and Events) from this company
  •  Past materialized booking details
  •  Details of No-shows and Cancellations
  •  Preferences for marketing or newsletter ( Newsletter allowed or Not, Likes promotional or special offers from the hotel, etc.)
  •  Remarks or special notes by the marketing team.
  •  Marketing Account manager or Sales manager who manages this account
  •  Details of Negotiated Rates or Corporate rate codes with the validity
  •  Past and future booking details
  •  Invoices and revenue generated
  •  Details of Confirmation letter send or any other correspondence like eg: Welcome Letter, Thank you letter, Retention Letter, etc.

3) Travel Agent Profile: Used for recording details of Travel Agents who do business with hotels, past business, and also prospects.

  • Travel Agent name
  •  Contact Name for Booker
  •  Communication details of the Booker (Email, Phone, Extension number, Mobile and Fax)
  •  Contact Name for Invoices
  •  Communication details of the Invoice (Email, Phone, Extension number, Mobile and Fax)
  •  Commission Percentage / Commission Slab
  •  Commissions Cleared and Pending
  •  Sales call details
  •  Sales Activity Details
  •  Details of Daily agreed room allocation
  •  Produced Room Nights
  •  Future Business (room and Events) from this travel agent
  •  Past materialized booking details
  •  Details of No-shows and Cancellations
  •  Preferences for marketing or newsletter ( Newsletter allowed or Not, Likes promotional or special offers from the hotel, etc.)
  •  Remarks or special notes by the marketing team.
  •  Marketing Account manager or Sales manager who manages this account
  •  Details of Negotiated Rates or Special rate codes with the validity
  •  Invoices and revenue generated
  •  Details of Confirmation letter send or any other correspondence for eg: Rate Contract Letter, Welcome Letter, Thank you a letter, Retention Letter, etc.

4) Group Profile: Group bookings are normally from either a company or a travel agent, so the group profile normally contains only the name of the group or conference or tour series even though most of the available fields are similar to the company or travel agent profiles.

For all group bookings or reservations, there is either a Company profile or a Travel Agent profile is attached to the reservation. The below information is available on the Group profile.

  • Group or Event / Conference or Tour Name
  •  Contact Name for Booker
  •  Communication details of the Booker (Email, Phone, Extension number, Mobile and Fax)
  •  Contact Name for Invoices
  •  Communication details of the Invoice (Email, Phone, Extension number, Mobile and Fax)
  •  Details of Daily agreed room allocation
  •  Produced Room Nights
  •  Rooming list which contains a list of all group members
  •  Future Business (room and Events) from the travel agent
  •  Past materialized booking details
  •  Details of No-shows and Cancellations
  •  Details of Negotiated Rates or Special rate codes with the validity
  •  Invoices and revenue generated
  •  Details of Confirmation letter send or any other correspondence for eg: Rate Contract Letter, Welcome Letter, Thank you a letter, Retention Letter, etc.

5) Source Profile: These are used to record the details of any third-party booking agents for example online travel agents (OTA’s) Booking . com, Expedia, Agoda etc.

Additionally, hotels use source profiles to attach any special promotional rates like Summer discounts, Winter Sales, etc. This helps them to track the productivity from these special promotions and packages. The below information is available on the source profile.

  • Online Travel Agent name / Promotion / Event Name Name
  •  Contact Name for Booker
  •  Communication details of the Booker (Email, Phone, Extension number, Mobile and Fax)
  •  Contact Name for Invoices
  •  Communication details of the Invoice (Email, Phone, Extension number, Mobile and Fax)
  •  Commission Percentage / Commission Slab
  •  Commissions Cleared and Pending
  •  Sales call details
  •  Sales Activity Details
  •  Produced Room Nights
  •  Future Business (room and Events) from this Source profile
  •  Past materialized booking details
  •  Details of No-shows and Cancellations
  •  Preferences for marketing or newsletter ( Newsletter allowed or Not, Likes promotional or special offers from the hotel, etc.)
  •  Remarks or special notes by the marketing team.
  •  Marketing Account manager or Sales manager who manages this account
  •  Details of Negotiated Rates or Special rate codes with the validity
  •  Invoices and revenue generated
  •  Details of Confirmation letter send or any other correspondence like for eg: Rate Contract Letter, Welcome Letter, Thank you a letter, Retention Letter, etc.

Back Office Job Description Banquet BAR Beverage Service Cashiering Chef Chef Training Cleaning Concierge Duties and Responsibility Engineering Executive Chef F&B Setup F&B Training Finance Food Service Front Desk Front Office Formats Front Office Setup Front Office Training Guest Room Guest Services Hospitality Basics Hotel Formats Hotel Security Hotel Staff Job Description Hotel Staff Training Housekeeping Formats Housekeeping Setup Housekeeping Training Kitchen Kitchen Basics Kitchen Training Maintenance Maintenance Technician Reservation Restaurant Sales SOP SOP F&B Service SOP Finance and Accounting SOP Front Office SOP Housekeeping SOP Kitchen Staff Training

Support Our Work

Since 2011 Setupmyhotel has been helping hundreds of hoteliers around the world. Support Setupmyhotel by becoming our Patron!

Learn more