Add, edit or delete a guest profile

Most guest profiles are created automatically when someone books. You can also add a guest by hand, and complete any profile with contact details, notes, allergies and other preferences so your team sees them at every visit.

Where to find it

• Add: Backoffice › Guests › Add Guest (top right).
• Edit or delete: Backoffice › Guests › open a guest › Edit.

What it does

A guest profile holds a guest's contact details, notes, allergies and preferences, and links every reservation they make at your location. Bookings create profiles automatically; adding, editing and deleting by hand is for guests who call, walk in, or whose details need correcting.

How to add a guest

1. Click Add Guest. The Add New Customer window opens.
2. Fill in First Name and Last Name (both required).
3. Add Email and Phone if you have them. Without them, future bookings can't be matched to this profile automatically.
4. Optional: Notes, Tags (type a tag and press Enter) and the service level — Regular Customer or VIP Customer.
5. Click Add Customer. You see "Guest added successfully".

How to edit a profile

1. Open the guest and click Edit.
2. Under Contact information, change First name, Last name, email, phone or General notes.
3. Under Guest profile notes (staff only), write private notes for your team. These are the same notes the Host app shows on the guest's reservations.
4. Under Preferences & requirements, fill in what applies:
   • Dietary preferences: Vegetarian, Vegan, Gluten free, Allergies, Intolerances, Food dislikes/preferences, Dietary notes
   • Seating & accessibility: Wheelchair access required, Highchair needed, Stroller space needed, Preferred seating areas (Window, Terrace, Quiet area, Bar, Private room), Seating notes
   • Drinking preferences: Alcohol free, Favorite drinks, Drinks to avoid, Wine pairing notes
   • Occasions & other: Usually brings dog, Typical occasions (Birthday, Anniversary, Business, Date night, Family, Celebration), Special needs, Other notes
5. For list fields (allergies, drinks…), type a value and add it; remove one with its X.
6. A bar appears at the bottom: "You have unsaved changes". Click Save changes, or Discard to undo.

How to delete a guest

1. Open the guest and click Edit.
2. Click Delete guest and confirm "Are you sure you want to delete this guest?".

Good to know

• Edits are not saved until you click Save changes. Leaving with Cancel drops them.
• Allergies and dietary choices show as icons in the guest directory and count toward the Dietary needs card.
• Tags can be added when you create a guest in the backoffice. To add or remove tags on an existing guest, use the guest profile in the Host app (Add a tag).
• When a guest books online with the same phone or email as an existing profile, the booking is linked to that profile rather than creating a new one.

Troubleshooting

"First and last name are required" Both name fields must be filled in before you can add a guest.

"Failed to create guest" The guest could not be saved. Check your connection and try again. If you see "Company information is missing", reload the page and make sure a location is selected.

I clicked Save changes but nothing changed Saving may have failed without a message. Reload the profile: if your edits are gone, try again. If it keeps failing, contact 10Seat support.

I can't find the Delete guest button It only appears in edit mode. Click Edit first.