Guest Management

Overview

The guest module gives VillaTax a structured record of who has stayed in each property, how often they return, and whether the supporting compliance steps around that stay were completed. Instead of leaving guest information scattered across OTA extranets, WhatsApp threads, and PDF bookings, VillaTax brings the essential data into one list linked to the actual reservation record.

The module lives at Guests module and is tightly connected to bookings, compliance, and document-related tasks. It is meant to help operators answer practical questions quickly: which guests are arriving next, which foreign guests still need reporting follow-up, which bookings are missing passport collection, and which repeat guests are worth contacting again.

What the Guest Record Contains

Each guest entry is created from booking activity and can include:

• guest name
• email address and phone number when available
• nationality
• stay dates and linked bookings
• property history
• passport reference status
• police reporting status where relevant

The important point is that the guest record is not isolated from operations. It is connected to the stay that created it. When staff look at a guest profile, they are not just seeing contact data. They are seeing that guest in the context of real bookings, compliance follow-up, and property history.

Stay History and Guest Timeline

The main value of the module is historical context. A guest detail page can show whether someone:

• stayed once or multiple times
• visited the same property repeatedly
• booked through a particular OTA or channel
• still has unresolved compliance tasks attached to a stay

That matters for both operations and tax hygiene. On the operational side, repeat guests are easier to handle when past stay information is visible. On the compliance side, a guest record helps staff confirm whether the related passport and police-reporting steps were completed for the relevant booking.

Foreign Guest Tracking

VillaTax uses nationality and passport-related status to support local compliance workflows. The guest module does not replace the official police or immigration systems, but it helps operators see whether the necessary internal steps were completed before or during a stay.

For example:

• foreign guests can be surfaced as higher-priority compliance cases
• missing passport references can trigger follow-up tasks
• guest records can link back to the booking that still needs action

This makes the module useful even when the property manager is handling dozens of arrivals across multiple villas. Instead of manually reconciling arrivals against email attachments or chat messages, the dashboard keeps the guest record close to the reservation and compliance workflow.

Search and Filtering

The guest list is designed to be searchable rather than archival. A practical guest module needs to help teams answer specific questions fast, such as:

• "Show all guests arriving this week"
• "Find foreign guests whose reporting is still incomplete"
• "Open the history for this returning guest"
• "Check which booking this passport reference belongs to"

Because the guest record is linked to bookings, it also becomes easier to cross-check operational issues. A front-desk or admin user can move from guest to booking without leaving the workflow.

Relationship to Bookings and Compliance

Guest management is not a separate CRM bolted onto the product. It is an operational layer built on top of booking data. The booking remains the source transaction; the guest module makes that data reusable.

That is why the feature matters:

• bookings tell you what was sold
• guest records tell you who stayed
• compliance tells you what still needs to be done around that stay

In practice, the three modules work together. If a booking exists, the guest can usually be found from the guest list. If a guest still lacks a required document or reporting step, the compliance area can surface it. This creates a cleaner handoff between reservations, front desk, and admin staff.

Limits

The module should be understood as an operational guest register, not a full hospitality CRM. It does not try to become a marketing automation tool or a loyalty platform. It is there to keep stay data organized, support compliance follow-up, and make repeated guest history easier to retrieve.

Also, guest data quality depends on the booking source. If an OTA or imported calendar feed provides only partial information, the guest record will reflect that limitation. VillaTax can organize and link the data it receives, but it cannot invent guest details that were never captured upstream.

Getting Started

Open Guests module to review the live register created from your bookings. From there, use the guest list to check stay history, open a guest profile, or move back to the linked booking when follow-up is required. For teams managing multiple villas, this is the fastest way to keep guest identity, stay history, and compliance context in one place.