Export Guest Marketing Data (Cloud) 🎥
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Guest profile information stored in the PMS can be used for marketing communication, reporting, and guest relationship management. The Guest Export feature allows you to generate a list of guest profiles based on selected filters and export that information for use outside the system, such as mailing lists, guest outreach campaigns, or data analysis. By applying filters before generating the export, you can narrow the results to specific guest segments and export only the information needed.
Path: Sales and Marketing > Marketing > Guest
Understanding the Filters
The search screen allows you to narrow the guest list using profile information, location data, reservation activity, and revenue metrics.
Guest Profile Filters
These filters help identify guests based on profile attributes recorded in the PMS.
Examples include: Mailing Category, Guest Type, Company Code, Market Segment, Referral Code, Reason for Stay, Discount Code.
These filters are useful when targeting specific marketing segments or promotional groups.
Guest Location Filters
Use these filters to limit results based on guest geographic information.
Examples include: Zip Codes, State/Province, Country.
This can help generate marketing lists for guests from specific regions or travel markets.
Contact Information Filters
These filters help identify guests who have specific contact details stored in their profiles.
Examples include: Have Fax #, Have Email Address.
This is particularly useful when creating communication lists for marketing campaigns.
Reservation Activity Filters
These filters allow you to search for guests based on reservation history.
Examples include: Reservation Arrival Date, Reservation Date Made, Reservation Status.
This helps identify guests based on when they stayed or when their reservations were created.
Guest Performance Filters
These filters allow you to identify guests based on spending and stay history.
Examples include: Year-to-Date Revenue, Year-to-Date Nights, Overall Revenue, Overall Nights.
These filters are commonly used to identify high-value guests, frequent travelers, or loyalty candidates.
Incentive Program Filters
These filters apply to guests who are associated with incentive or promotional programs.
Examples include: Guest Incentive Number, Effective Date, Incentive Revenue, Incentive Nights.
These can be used to track or analyze guests participating in incentive-based programs.
Instructions
The Guest Export tool allows you to filter guest profiles and generate a downloadable export file containing guest information and activity data.
1. Apply the desired filters to define the guest group. See above.
2. Click Process to generate the results.
The Process button displays a preview of the matching guest records on the screen. This preview contains only a limited set of information to help confirm the results before exporting.
The preview includes:
- Guest Name and Guest Type
- Incentive Program associated with the guest and its Effective Date
- Guest Phone Number and State
- First Stay Date and Last Stay Date
This on-screen report is intended as a quick verification of the selected filters before exporting the full dataset.
3. After reviewing the preview results, you can either export the full dataset or print the on-screen report. Printing the screen will only include the information displayed in the preview.
4. If you selected Export, choose the format used to generate the export file. Available options include Comma Delimited (PeachTree), Tab Delimited, or IIF (QuickBooks), depending on how the data will be used.
5. Enter a name for the exported file. This name will be used when the file is saved to your computer.
6. Click OK to generate and download the export file using the selected format.
7. After clicking Export, the system will display a message asking whether you want to merge guest names and remove duplicates.
This occurs when a guest has multiple reservations that match the selected filters. You can choose one of the following options:
- Yes: The export will merge results by guest, showing only one entry per guest.
- No: The export will include each reservation separately, meaning the same guest may appear multiple times if they have multiple reservations.
Choose the option that best matches the type of report you want to generate.
Selecting Yes is typically used for guest marketing lists, while No is useful when analyzing reservation activity.
Understanding the Excel Export
The Excel export contains a more detailed dataset than the on-screen preview. The exported file includes 39 fields related to guest profile information, reservation activity, marketing segmentation, and revenue history. An example of the exported file is attached to this article. The exported data includes the following types of information:
Guest Profile Information
- Guest Name
- First Name and Last Name
- Guest Type
- Birthday
- Address 1 and Address 2
- City
- State
- Zip Code
- Country Name
Contact Information
- Phone Number
- Fax Number
- Email Address
Incentive Program Information
- Guest Incentive Code
- Effective Date
Mailing Lists
- Mailing List 1
- Mailing List 2
- Mailing List 3
- Mailing List 4
Marketing and Reservation Segmentation
- Market Segment
- Referral Method
- Reason for Stay
- Discount Code
- Source Code (Company Code)
Guest Performance Metrics
- Total Revenue
- Total Nights Stayed
- Year-to-Date Revenue
- Year-to-Date Nights
Night Audit Information
- Night Audit Average Room Rate
- Night Audit Room Tax ID
Reservation Information (when exporting by reservation)
- Reservation Arrival Date
- Reservation Date Made
- Reservation Status ID
- Reservation Status Description
- Franchise Member Code (BWR)
See the attached Excel file for an example of the exported dataset.
Still Need Help With This Topic?
Ask Yourself:
- Did I apply the correct filters before generating the export?
- Am I exporting the correct guest data for my marketing list?
- Did I narrow the results enough to generate a manageable dataset?
Support May Ask You:
- Which filters were selected when generating the export?
- What data were you expecting to see in the export?
- What format did you export the data to?
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