How to Search and Export Guest Data

In order for you to search and find the desired guest information and then export them to excel sheets you need to go to the Sales Office menu and select the Guest Query option: 

The window that opens in front of you looks like this: 

At the top part of the window you can see several tabs which you can use in order to set specific criteria for your search. 

These tabs are the following: 

• Profile 

• Rooms 

• Restaurant

• Spa 

• Golf 

• Memberships 

• Functions 

• Spent 

Let’s see these tabs one by one:

Profile tab: 

Here you can set the following search criteria: 

• Drop Down Menu on the top left part: Select either guests who do not want any communication (No Communication), guests to whom you can send an email or post (Email & Post) or Everyone. 

• Corporate Address: Check this check box if you want to search for guests with a corporate address.

• Combine Results: Check this check box if you want to combine results. 

• Exclude Stayovers: Check this check box if you want to exclude stay over guests from the query. 

• Country of Residence: Check the country of residence you want to see results for. 

• Vip Categories: Check the Vip categories you want to see results for. 

• Interests: Check the interests you want to see results for. 

• Nationality: Check the nationality(ies) you want to see results for. 

• Profession: Check the profession(s) you want to see results for. 

The All buttons select all criteria and the Clear buttons clear all criteria selected. 

Rooms tab: 

Here you can set the following search criteria: 

• Rate Plans: Check the rate plans you want to see results for.

• Segments: Check the segments you want to see results for. 

• How Heard: Check the how heard information you want to see results for. 

• Source: Check the booking source information you want to see results for. 

• Use Room Data in the Current Query: Check this check box if you want to use room data in your query. 

• Arrival: Set the arrival date span by typing the dates (From-To) based on room bookings. 

• Departure: Set the departure date span by typing the dates (From-To) based on room bookings. 

• Agent: Type the name of the agent you want to see results for. 

• Company: Type the name of the company you want to see results for. 

• Promotion Guests Only: Check this check box if you want to see results only for promotion guests. 

• Rate: Set the rate span (From-To) based on the room bookings. 

• Visits: Set the visits span (From-To) based on the room bookings. 

• Revenue: Set the revenue span (From-To) based on the room bookings. 

The All buttons select all criteria and the Clear buttons clear all criteria selected. 

Restaurant tab: 

Here you can set the following search criteria: 

• Sales Groups: Check the sales groups you want to see results for. 

• Outlets: Check the outlets you want to see results for. 

• Use Restaurant Data in the Current Query: Check this check box if you want to use data from restaurant bookings in your query. 

• Visits: Set the visits span (From-To) based on the restaurant bookings. 

• Revenue: Set the revenue span (From-To) based on the restaurant bookings. 

The All buttons select all criteria and the Clear buttons clear all criteria selected. 

Spa tab: 

Here you can set the following search criteria: 

• Treatments: Check the treatments you want to see results for. 

• Use Spa Data in the Current Query: Check this check box if you want to use data from spa bookings in your query. 

• Arrival: Set the arrival date span by typing the dates (From-To) based on spa bookings. 

• Visits: Set the visits span (From-To) based on the spa bookings. 

• Revenue: Set the revenue span (From-To) based on the spa bookings. 

• Spa Days Only: Check this check box if you want to see results for spa days only. 

• Sales Groups: Check the sales groups you want to see results for. 

• Outlets: Check the outlets you want to see results for. 

The All buttons select all criteria and the Clear buttons clear all criteria selected. 

Golf tab: 

Here you can set the following search criteria: 

• Golf Segments: Check the golf segments you want to see results for. 

• Use Golf Data in the Current Query: Check this check box if you want to use data from golf bookings in your query. 

• Dates: Set the date span by typing the dates (From-To) based on golf bookings. 

Memberships tab: 

Here you can set the following search criteria: 

• Members On: Insert the date for which you want to see members. 

• Use Membership Data in the Current Query: Check this check box if you want to use membership data in your query. 

• Memberships: Check the memberships you want to see results for. 

• Membership Status (Current): Check the membership status you want to see results for. 

• Payment Terms: Check the Paid Upfront check box if you want to see results for upfront memberships and the Direct Debit check box if you want to see results for direct debit memberships. 

The All button selects all criteria, the Clear button clears all criteria selected and the Filter button allows you to filter the criteria by Membership Type. The Reset button there clears all filters applied. 

Functions tab: 

Here you can set the following search criteria: 

• Meeting Types: Check the meeting types you want to see results for. 

• Use Function Data in the Current Query: Check this check box if you want to use account membership data in your query. 

• Arrival: Set the time span (From-To) based on function arrivals. 

• Visits: Set the visits span (From-To) based on the function bookings. 

• Revenue: Set the revenue span (From-To) based on the function bookings. 

• Function Spaces: Check the function spaces you want to see results for. 

The All button selects all criteria and the Clear button clears all criteria selected.

Spent tab: 

Here you can set the following search criteria: 

• Revenue Groups: Check the revenue groups you want to see results for. 

• Use Spent Data in the Current Query: Check this check box if you want to use payment data in your query. 

• Arrival: Set the arrival time span (From-To) based on payments. 

• Revenue: Check this check box if you want to include revenue information in your search. 

The All buttons select all criteria and the Clear buttons clear all criteria selected. 

At the top right part of the window you can see two check boxes and two buttons.

Here’s what they do: 

• Email: Check this check box if you want to see only emails in the results. 

• Postcode: Check this checkbox if you want to see only postcode in the results. 

• Limit: If you have previously checked the Email or/and Postcode checkboxes, you can press the Limit button in order to see results for guests that do not have emails or/and postcodes. 

• BDay: By pressing this button you can select to see guests who have their birthdays during a specific period of time. Just type in the date span you want to see guests for (From-To). 

After you have finished entering the desired search criteria you must press the Search button at the bottom right part of the window. By doing that HART PMS starts searching for results and presents them inside the wide white part of the window (along with all the information entered by users for each guest).