Profiles Overview
Profiles store guest and payer information used in reservations and billing. The PMS supports three profile types:
- Individual Profile — Persons (guests, contacts)
- Company Profile — Companies (corporate, groups, payers)
- Travel Agent Profile — Travel agents and agencies
This page has Common FAQs and Troubleshooting below. For issues in other modules, see the main Troubleshooting page — it links to module-specific FAQs and troubleshooting sections.
Accessing Profiles
From the sidebar, click Profile, then choose:
- Individual Profile
- Company Profile
- Travel Agent Profile
Visibility depends on your user permissions.
Common Uses
- Reservations — Assign a profile as guest or payer.
- Billing — Route charges to a company or travel agent profile; use individual as guest.
- Search — Find existing profiles by name, code, or contact before creating duplicates.
Profile Setup
Many fields (titles, countries, languages, VIP levels, loyalty tiers, etc.) are defined in Configuration → Profile (or equivalent). Create and maintain profiles after those codes are set for consistency.
When to Use Which Profile
| Use case | Profile type |
|---|---|
| Guest (person staying) | Individual Profile |
| Payer (company paying the bill) | Company Profile |
| Payer (travel agent or agency) | Travel Agent Profile |
| Contact or secondary guest | Individual Profile |
| Billing routed to company | Company Profile (assign as payer; use routing in reservation/folio) |
| Billing routed to travel agent | Travel Agent Profile (assign as payer; use routing) |
You can combine them: e.g. Individual as guest, Company as payer; or Individual as guest, Travel Agent as payer.
Common FAQs
Why don't I see the Profile menu or one of the profile types?
Your user may not have permission for that profile type (individual, company, or travel agent). Ask your administrator to grant access to view/add/edit the profile type you need.
Do I create a new profile for every guest?
No. Search first by name, email, or phone. Use an existing profile if it matches to avoid duplicates. Create a new one only when no suitable profile exists.
What is the difference between Individual, Company, and Travel Agent?
Individual = persons (guests, contacts). Company = companies (corporate, groups) used as payers. Travel Agent = travel agents/agencies used as payers or for commission. Use the type that matches how you bill and report.
Can I use a company as the guest?
Typically the guest is an Individual (the person staying). The payer can be a Company or Travel Agent. Some setups allow a company name on the reservation while the main guest is still an individual; follow your property's practice.
Where do I set titles, countries, VIP levels?
These are in Configuration → Profile Setup (or equivalent). Create those codes first so when you add or edit a profile you can select from the list. See Configuration overview.
Troubleshooting
| Problem | Cause | Solution |
|---|---|---|
| Profile not found in reservation search | Wrong profile type, spelling, or filters. | Search in the correct type (individual/company/travel agent). Try partial name or contact. Clear filters if applied. |
| Cannot save profile — field invalid | Required field missing or value not in setup (e.g. country, title). | Fill required fields. Use values from Configuration → Profile Setup (countries, titles, etc.). |
| Duplicate profiles | Same guest/company created more than once. | Search before creating. Merge or deactivate duplicates per your property's policy; use one profile for future reservations. |
| Company or travel agent not in payer list | You are in Individual Profile or the payer list filters by type. | In the reservation or folio, choose the payer type (company / travel agent) and search. Ensure the profile exists in Company or Travel Agent Profile. |
For login, permissions, wrong property, and other general issues, see Troubleshooting.
Next Steps
- Individual Profile — Persons and guests
- Company Profile — Companies and corporate
- Travel Agent Profile — Travel agents
See also
- Reservations — Assign profiles as guest or payer.
- Cashiering — Route charges to company or travel agent; view folio by guest.
- Configuration overview — Profile setup (titles, countries, VIP levels, etc.) under Configuration.