Description
QloApps Room Guest Details allows hotels to collect the name, email address and phone number of every adult and child staying in each booked room. It adds a guest details form to website checkout and Back Office booking management, helping hotel staff identify the guests arriving in each room before check-in.
Administrators can configure which guest information is displayed and which fields are mandatory, with separate settings for the Front Office and Back Office. The module also supports guest detail editing before check-in, occupancy validation, duplicate contact detection, automatic guest profile creation for eligible adults and GDPR data handling.
Highlighted Features
Per-Occupant Guest Details
Record individual details for every adult and child in a booked room. Each occupant is identified separately, such as Adult 1, Adult 2 and Child 1, with child ages displayed alongside their details.
Flexible Field Configuration
Choose whether First Name, Last Name, Email and Phone are displayed or mandatory. Configure the fields independently for the Front Office and Back Office to match your hotel's data collection requirements.
Mandatory Field Enforcement
Prevent Back Office bookings from being created when mandatory guest information is missing. Validation messages identify the room that requires additional details.
Checkout Guest Form
Collect guest details during website checkout for every booked room. For logged-in customers, the first adult's information is pre-filled using the customer's account details.
Post-Booking Editing
Allow guests and authorized staff to update guest information after booking, subject to the available editing rules. Once a room is checked in, its guest details become read-only.
Duplicate Contact Detection
Validate adult email addresses and phone numbers across all rooms in a booking to identify duplicate contact information. Empty values and children's contact details are excluded from these duplicate checks.
Occupancy Limit Validation
Check the number of adults, children and total occupants against the room type's configured occupancy limits before guest details are saved.
Automatic Guest Profiles
Create a guest customer record for each adult who has a valid first name, last name and email address, supporting future booking management.
Booking History Access
Make submitted guest information accessible from the order confirmation page and booking history. Guests can view their room-wise details and edit them when editing is enabled and the room has not been checked in.
GDPR Data Handling
Include stored guest details in customer data exports, erase them when a GDPR deletion request is processed, and remove them when the customer account is deleted.
Why Use QloApps Room Guest Details
Collecting guest information through phone calls and emails after a booking has been confirmed can be time-consuming. Details may remain incomplete until arrival, leaving reception staff to gather information during check-in instead of preparing to welcome guests.
QloApps Room Guest Details moves guest information collection into the booking workflow. Guests or staff can enter the required details during checkout or Back Office booking creation, while field validation helps ensure that the necessary information is provided for each occupant. The front desk can then review a room-by-room guest list before arrival.
QloApps Room Guest Details Configuration
Manage the guest information requirements from Customers > Order Preferences in the Guest Details Configuration panel. Administrators can configure separate rules for customers booking through the website and staff managing reservations from the Back Office.
Guest Field Configuration
Choose whether the following fields should be displayed and whether they are mandatory:
- First Name: Collect the first name of each occupant.
- Last Name: Collect the last name of each occupant.
- Email: Capture guest email addresses where applicable.
- Phone: Capture guest phone numbers where applicable.
Mandatory fields are always displayed. Email and Phone remain optional for children even when these fields are configured as mandatory.
Front Office Settings
- Show Guest Details in Front Office: Show or hide the guest details section on the website.
- Enable Guest Details Editing After Order Creation: Allow guests to update their details after booking, until check-in.
QloApps Room Guest Details Order Management
Manage guest information directly from the Back Office while creating or reviewing an order. On the Add New Order screen, each room line includes an Add Guest Details button that opens a form for entering the information of each adult and child assigned to that room.
The first adult's details are pre-filled using the selected customer's information. Administrators can enter the remaining guest details and review the information associated with each room.
The View Order page displays a guest icon beside each room's occupancy, making the stored information accessible from the order. The booking cannot be created while mandatory guest fields remain incomplete, and validation messages identify the room requiring attention.
The Edit Room window also includes a Guest Details tab for updating information after booking. Once the room has been checked in, the guest details become read-only.
QloApps Room Guest Details Checkout
The website checkout displays a Guest Details panel containing every booked room and its occupants. Guests can enter the configured information for each adult and child before proceeding with payment.
For logged-in customers, the first adult's details are pre-filled using their customer account information. Other occupants can be completed individually according to the configured field requirements.
The form validates required fields, input formats, duplicate adult email addresses and phone numbers, and room occupancy limits. Error messages identify the relevant room and field so guests can correct the information before continuing.
QloApps Room Guest Details Support
For any query or issue, please create a support ticket here.
You may also explore our other QloApps modules.