Smart Suggestions

When you create or edit a reservation and enter the guest email, the system can suggest an existing guest profile so you link the reservation to the right person and pre-fill their data. This article explains how that works.

When It Happens

• You are on the New Reservation or Edit Reservation form.
• You type or select the guest email in the email field.
• If a guest profile already exists with that email, the system may show a suggestion (e.g. "Use existing profile: [Guest name]" or a dropdown with the match).

What the Suggestion Does

• Link – If you accept the suggestion (or select the matched guest), the reservation is linked to that guest profile. The system can then pre-fill:
  • Guest name
  • Phone (if stored)
  • Preferred language
  • Address or VAT (if you use them in the form)
• Emails – Automated messages for this reservation use the guest’s preferred language from the profile.
• History – The reservation appears in the guest’s profile history so you see all their stays in one place.

If You Do Not Accept

• You can ignore the suggestion and type a different email or leave the form as is. The reservation may then:
  • Create a new minimal guest record for that email, or
  • Stay unlinked until you create or link a profile later.
• Behavior depends on the app: some systems always try to match by email; others only suggest. Check the UI when you enter the email.

Best Practices

• Use the same email – When creating a reservation for a repeat guest, use the same email they used before so the system finds their profile and suggests it.
• Create a profile first – If you have the guest’s details (phone, language, notes) before the first booking, create the profile in Guests, then create the reservation with that email so it links automatically or is suggested.
• Check the suggestion – If two guests share a name but have different emails, make sure you select the correct profile so history and language are correct.

Smart suggestions reduce duplicate profiles and ensure language and contact details are consistent across a guest’s reservations.