Managing Contacts and Guests
Track guest information, booking history, and manage your contact list.
Every guest who makes a booking through Tuluyan is automatically added to your organization's contact list. This gives you a running record of who has stayed at your properties, how often they book, and how to reach them.
What Is a Contact?
A contact is a person record tied to your organization. It is created the first time someone books at any of your properties, either through your public listing or when you create a booking on their behalf (like a walk-in). One person, one contact record, no matter how many times they book or which property they book at. The contacts page is accessed from a property route, but contacts belong to the organization and are shared across all your properties.
Contacts can have one or more roles: guest, tenant, event_client, hoa_member, attendee, or vendor.
Contact Information
Each contact stores:
- Name: the guest's full name
- Email: used for booking confirmations and communication
- Phone number: useful for day-of coordination
- History: every booking, lease, and invoice associated with this contact, with dates, statuses, and amounts
Viewing Booking History
Open any contact to see their full history, including bookings, leases, and invoices. This is helpful when a returning guest calls to book again. You can see their previous room preferences, how they paid, and whether they had any issues.
Repeat guests are common in transient houses and apartelles, especially for workers on rotation or families who visit the same city regularly. Having their history in one place saves you from asking the same questions every time.
Blocking a Contact
If a guest causes problems, you can block them. A blocked contact cannot make new bookings at your properties.
To block a contact:
- Open the contact from your contacts list
- Click Block Contact — the status toggles immediately
Blocking a contact does not cancel their existing bookings. If they have an active or upcoming booking, you need to cancel it separately.
When to Block a Guest
Use blocking for serious situations:
- Repeated no-shows: the guest books but never arrives, tying up your units
- Property damage: the guest damaged the room or common areas
- Policy violations: the guest violated house rules (exceeding guest limits, smoking in non-smoking areas, etc.)
- Payment issues: the guest repeatedly fails to pay or disputes legitimate charges
Blocking is not reversible from the guest's side. You can unblock a contact at any time if the situation changes.
Guest Verification
Tuluyan supports guest verification through valid ID requirements. When enabled, guests are asked to provide a valid government-issued ID during the booking process.
This helps you:
- Confirm the guest's identity before check-in
- Meet local government requirements for guest registration
- Maintain a record for security purposes
Many LGUs in the Philippines require transient accommodations to keep a guest registry with valid IDs. Tuluyan's verification feature helps you stay compliant.
Tips for Managing Contacts
- Keep contact info updated. If a returning guest mentions a new phone number, update it. You will thank yourself when you need to reach them on check-in day.
- Use notes for special requests. If a guest always asks for a ground-floor room or needs early check-in, note it so you remember next time.
- Review your blocked list periodically. Situations change. A guest who had a bad day two years ago may deserve another chance.