Find a guest in the guest directory

The Guests page is your guest directory: every guest profile for the location you have selected, with search, filters and sorting. Profiles are created automatically from bookings and can also be added by hand.

Where to find it

Backoffice › Guests (left sidebar). The page title is Guests and the list is called Guest Directory.

The directory always shows the guests of the location selected in the header. Switch location to see another venue's guests.

What it does

• Three summary cards at the top: Total Guests, VIP Guests and Dietary needs. Click a card to filter the list (all guests, only VIPs, or only guests with dietary needs or allergies recorded).
• A search box that searches names, email addresses, phone numbers, tags and notes.
• Sort: Name (A-Z), Name (Z-A), Last Visit (Recent), Last Visit (Oldest), Visit Count (High to Low), Total Spent (High to Low). The default is Last Visit (Recent).
• List View or Card View, and Rows per page (25, 50, 75 or 100).
• Each row shows contact details, preference icons (vegetarian/vegan, gluten free, allergies, alcohol free, wheelchair, highchair, birthday), visit count, the next upcoming booking ("Next: …") and a badge when the profile was created by the widget or by guest intake.
• Row buttons open the Profile or start a New Reservation for that guest.

How to search well

1. Type at least part of a name, email or phone number. Results update as you type.
2. Search ignores accents and capitals: "jose" finds "José".
3. Phone numbers match in any format: 0486 12 34 56, +32 486 12 34 56 and 0032486123456 all find the same guest.
4. Several words must all match (for example "anna peeters").
5. To search one field only, put the field name in front: email:, phone: (or tel:), name:, tag: or note:. Example: tag:vip or note:gluten.
6. If nothing exact is found, a misspelt name of four letters or more may still be matched.

Good to know

• Guests are linked to bookings by phone number and email. When a guest books again with the same phone or email, the booking is linked to the existing profile instead of creating a new one.
• Total spent and Avg. spend are not filled in automatically from bookings, so sorting by spend is only meaningful for imported or merged figures.
• There is no export button on the Guests page.

Troubleshooting

"This search matches too many guests to rank them all — add another word to narrow it down." Your directory is very large and the search term is broad. Add a second word, part of the email, or use a field prefix such as phone:.

I can't find a guest I know booked Check the location selector in the header — the directory only shows the current location. Try searching by phone number instead of name, as names are often typed differently. If the booking was made without phone or email, it may not be linked to a profile.

The same guest appears twice Two profiles were created with different contact details. Open one of them and use Merge with other guests. See "Merge duplicate guest profiles".

"Failed to load guests. Please try again." A temporary loading problem. Click Try again or reload the page. If it keeps happening, contact 10Seat support.

"No guests found" No profile matches the search or filter. Clear the search (the X in the box) and click Total Guests to remove the VIP or dietary filter.