BWI CRS Guest Lookup

Figure 24:
Opening the lookup function
by means of the Add-Ons button.

Figure 25:
Opening the lookup function
by means of the Lookup Button in the guest profile.

With the help of the lookup function, the data for BWR Members can be searched for directly in the BWI CRS. Existing BWI guest profiles can be over-written with the data from the CRS when necessary. Should a BWR Member being searched for not yet have a guest profile, the lookup function can assist you to also create a new guest profile for the respective guest.

You will find the lookup function under Add-Ons - see figure 24:

You can also access the lookup function directly from the guest profile, should the guest be a BWR member - see figure 25.

After calling up the lookup function, the following dialog box appears - see figure 26.

Figure 26:
BWI CRS Guest Lookup

Looking up a guest

The lookup dialog box offers three ways for looking up a guest’s data:

     By BWR Number

     By Email

     By address (First name, last name, and city)

Figure 27:
Lookup: Search using BWI number

Search using BWR Number

Enter a valid BWR number and click  - see figure 27.

Figure 28:
Lookup: Search using email address

Figure 29:
Lookup: Search using address

The guest’s data should appear in the table.

Search using email address

Click on the Email tab and enter the email address of the guest which had been received by the BWI - see figure 28.

Please make sure to enter the email address using the appropriate format; for example you always need to use the '@' symbol in the address.

Click  to proceed. The guest’s data should appear in the table.

Search using address

Select the Address tab and enter the first name, last name and city. If you want, you can also enter partial terms (e.g., the first three letters). Click  to show the results - see figure 29.

Figure 30

Numerous results will be displayed horizontally in the table. With the help of the image scroll bar, you can move the contents of the table to the left or right and thus view additional information such as BWI number, city, country, etc.

Sorting columns

You can sort the tables in either ascending or descending order by clicking the column’s header.

Showing and hiding columns

If you want, you can hide undesired columns. To do so, select the column title of the column in question and then click on the small arrow - see figure 30.

Select the Columns entry from the drop-down list. To hide a column, remove the check.

Figure 31:
Lookup: Moving columns

Move columns

The displayed columns can be moved with the mouse: Use your mouse to select the desired column and drag it to a new position by keeping the mouse button depressed. When you reach the desired position, release the button - see figure 31.

Looking up a company

You can also search for companies which have a BWI Business Account.

Click on the Company tab and enter the company’s name or account number. The entire account number must be entered. When using names, a partial search is possible (to insure a useful result, please enter at least the first three letters) - see figure 32.

Figure 32:
Company Lookup

Click  to show the results.

With the help of the image scroll bar, you can move the contents of the table to the left or right and thus view additional information such as account number, address, city, etc.

Figure 33:
Lookup: Company account information

Company account information

Companies with a BWI company account have an 8-digit corporate account number. Special corporate rates and clauses for ‘Last Room Availability’, if available, will also be shown - see figure 33.

Field

Description

Account number

8-digit corporate account number issued by BWI

Lra flag

True = the corporate contract contains a clause regarding ‘Last Room Availability’, in which the conditions of the contract guarantee availability until the last room is available - no matter which room type.

Rate Code

The negotiated company rate is shown here. The company rate will also be transferred to the company profile.

Figure 34:
Lookup: Resend

Resend

The Resend button enables you to send the data from the CRS to the PMS. Select the desired guest / company from the results list and click the [Resend] button to save the data to protel - see figure 34.

 Please note!

For each Resend, protel will check to see whether or not a guest profile with the sent BWR number already exists. If this is the case, the existing profile will be updated with the address data from the CRS (telephone, email, etc.). Existing data (e.g., "Pers. Data" and "Requests") will be kept. Example: A guest checks in and notices that the address in protel is no longer valid. Based on the BWR number, the data can quickly be looked up in the CRS. Should the data in the CRS be more up to date, the profile can simply be “reloaded” by means of the Resend button.

Should there not have been a guest profile created for a guest in protel, the lookup function will enable you to create a new guest profile with the information from the CRS. Example: A guest, who is staying at your hotel for the first time will give you his BWR during check-in. With the help of the disclosed number, you can simply search for the data in the CRS and can then create a new profile in protel using the Resend button.

 Attention: If an existing profile does not have a BWR number and a lookup (for example using the address) is going to be executed, there is a risk of creating a duplicate during Resend, because the system cannot compare the guest data via the BWR number!

Please email us your feedback to help us help you better!