Enroll a Guest in BWR (BW) (Cloud)
Best Western Rewards (BWR) is the loyalty program for Best Western guests. In VM Cloud, you can enroll a guest directly from their reservation once it’s in a saved status—Hold, Guaranteed, or Checked-In. This ensures they receive points and benefits for their stay, and generates a welcome letter for confirmation.
Path: Front Office > Reservations > Open the reservation
Instructions
1. Open the Reservation: Confirm the reservation is in Hold (HLD), Guaranteed (GTD), or Checked-In (IN) status.
To process BWR enrollment, Best Western requires a guest email address and, for U.S. reservations, all address fields completed. For reservations outside North America, State and Postal Code are optional, but the email remains mandatory.
2. Launch Enrollment: In the reservation screen, click the BWR button next to the BWR/Tier field.
2. Check for an Existing Account: In the lookup window, select Email and click Search to see if the guest already has a BWR account. If no match appears, try searching by Name and City to confirm. This step helps avoid creating duplicate accounts.
Always search by email first—it's the most reliable way to confirm whether a guest already has a BWR account.
3. Enroll a New Guest (if no account found): If no existing account is found, a pop-up window will appear asking whether you want to enroll the guest in Best Western Rewards. Click OK to proceed.
4. Enroll the Guest: Complete all required fields in the enrollment form, making sure you go through all four tabs. Click "Next" to move to the next tab.
- Demographics – Complete any missing guest information (e.g., company name, full address, phone number, and email).
- Name – Enter the guest’s personal details, including title, middle name, and suffix (if applicable).
- Opt In – Set the guest’s email opt-in preferences.
- Rewards By – Select Points if the guest is enrolling in Best Western Rewards or another recognized program. Choose Miles if they prefer to earn with an airline program, then enter the airline and their frequent flyer number.
The employee’s BW FDI ID is automatically pulled from the user profile and entered into the enrollment form.
5. Once all tabs are completed, click "Save" to enroll the guest.
6. Confirmation – Once enrollment is complete, a BWR number is automatically created and added to the guest’s profile. A welcome letter is also generated and attached to the reservation.
Still need help with this topic?
Ask Yourself:
- Is the reservation in Hold, Guaranteed, or Checked-In status?
- Did I verify the guest doesn’t already have a BWR account?
- Did I fill in all required fields (like FDI number)?
- Did the Welcome Letter generate?
Support May Ask You:
- Which reservation were you enrolling (guest name, confirmation number)?
- What was the reservation status when you attempted enrollment?
- Did you receive any errors during the lookup or enrollment process?
- Was a Welcome Letter generated and linked to the reservation?
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