**Marketing Exports Overview (Cloud)

**Marketing Exports Overview (Cloud)

Marketing and reporting often require access to guest, company, and partner data outside of the PMS. Visual Matrix Cloud provides a set of Marketing Export tools that allow you to generate and download structured datasets based on selected filters.
Each export is designed for a specific type of profile—such as guests, companies, travel agents, or City Ledger accounts—while offering similar filtering and export functionality. Understanding how these exports work helps you choose the right tool and generate accurate data for reporting, communication, and analysis.

Overview

The Marketing Exports section includes four main export types:
Guest Export
Used to export individual guest profile data, including contact information, stay history, and revenue metrics.
Common uses:
- Email marketing lists
- Guest segmentation
- Loyalty and retention campaigns
Company Export
Used to export company profiles associated with reservations.
Common uses:
- Corporate account analysis
- Business production tracking
- Contract and segment reporting
Travel Agent Export
Used to export travel agency profiles and their production data.
Common uses:
- Agency performance tracking
- Commission analysis
- Identifying top-producing agencies
City Ledger Export
Used to export direct bill (City Ledger) accounts.
Common uses:
- Corporate billing account analysis
- Revenue tracking for direct bill clients
- Contact and account management


How Marketing Exports Work

All Marketing Exports follow the same general workflow:
- Select the export type (Guest, Company, Travel Agent, or City Ledger).
- Apply filters to narrow down the results.
- Click Process to generate a preview of the data.
- Review the preview to confirm results.
- Choose to: Print the preview (limited data), or Export the full dataset
- Select the export format and download the file.



Understanding the Preview vs Export

- The preview screen displays a limited set of fields to help verify your filters.
- The exported file contains the full dataset, including additional fields not shown on the screen.
This allows you to confirm results before downloading large datasets.

Merge vs Reservation-Level Data

When exporting data, you will be prompted to choose how results are grouped:
- Merge (Yes): One row per profile (guest, company, agent, or account)
- No: One row per reservation (profiles may appear multiple times)

Choose:
- Merge for marketing lists
- No for reservation-level analysis



Export Formats

Marketing Exports support multiple file formats:
- Comma Delimited (PeachTree): Common for spreadsheets and imports
- Tab Delimited: Alternative format for data processing
- IIF (QuickBooks): Used for accounting integrations



Best Practices

- Apply filters to avoid exporting unnecessarily large datasets
- Use Merge = Yes for communication lists
- Use Merge = No for detailed reporting
- Always review the preview before exporting
- Verify that contact information (email, phone) exists when needed



Export Guest Marketing Data (Cloud)
Export Company Marketing Data (Cloud)
Export Travel Agent Marketing Data (Cloud)
Export City Ledger Marketing Data (Cloud)

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