Client History Guide

The client record gathers everything you know about one guest: personal data, document, contacts, notes, invoice details and the list of every stay. From here you correct what can be corrected, rebook in two taps and, if they ask, erase their personal data.

How you get here

The «Sections» tab in the navigation bar has three tabs: «Rooms», «Bookings» and «Clients». The third one is this. You also get here from a booking card, through the entry in its three-dot menu that opens the client.

It is a search, not a directory

The «Clients» tab does not list all your guests: with the search empty it lists your most recent clients, and everyone else is found by searching. Two criteria, and the app works out on its own which one you are using.

The search runs when you press enter, not as you type. Surnames are also searched without accents: if the exact form finds nothing, Vezpa tries again ignoring diacritics, so Cesko finds Česko. At most twenty results come back, the most recently edited first.

Each result card carries the name and, below it, the date of birth, the citizenship, the phone number and the first line of the notes. Tap it to open the full record.

The six sections of the record

Scrolling from the top: «Personal Data», «Document», «Contacts and Notes», «Invoice details», «Booking History» with the number in brackets, and at the bottom the rebooking and the data erasure.

The pencil: what it really opens

The pencil icon in the bar puts two sections into edit mode, not one: «Contacts and Notes» and «Invoice details». Everything else — surname, first name, date and place of birth, citizenship, residence, document — stays read-only: that data is corrected where it is collected, in the guest registration screen.

In edit mode you get «Phone», «Email», «Notes / Memory» and two switches: «Tourist tax exempt» and «Remember Birthday». The notes are where recurring preferences belong — the high floor, the extra pillow, an intolerance — and their first line already shows up in the search results. The tick in the bar saves, the cross cancels and puts the starting values back.

«Invoice details»: the address here is the invoice one

Under «Invoice details» you find the client's tax identifiers and an address. That address is the billing address — the one that ends up on the document you issue — and not the person's residence, which is the address government systems declare to the authorities. They are two distinct pieces of data, and from this screen only the first one is written.

The identifier labels follow two different rules. The VAT number carries the name it has in your property's country, because you are the one issuing the invoice; the company-register code follows the client's country instead, and where that country has no known one the field does not appear at all. «SDI Recipient Code (7 characters)» and «Certified Email» exist only for Italian properties: they are an Italian obligation, not a feature withheld from everyone else.

If the client has no invoice data yet, instead of the rows you read that there is none, with an invitation to use the pencil.

The stay history

Below comes the list of all the person's bookings, most recent first. Each card carries the coloured channel tag, the meal plan, the arrival and departure dates and the total in the property's currency; a cancelled booking also carries the «Cancelled» tag. Tapping a card opens that booking, with charges, payments and everything else.

The green stays badge

In the search results, under the name, and at the top of the client record a green badge shows the stays the person has had at your property: «1 stay» the first time, and from two upward «Repeat guest · 3 stays». It is calculated on its own, there is nothing to set: it counts the person's bookings that are not cancelled and have already started, recognising the person through the history, that is including the past bookings linked to them. A future booking does not count until the guest arrives.

The same information appears in a booking's record: if the main guest has stayed with you before, you see «Repeat guest · 2 previous stays», and there a single previous stay is enough. It is described in the booking guide.

The guest's VIP status and labels

Below the green stays badge, the client record carries the «VIP» pill: tap it to switch it on, tap it again to switch it off. It applies to the person's whole history: later bookings too, which create a new record for every stay, see it switched on. The star also appears in the client list and in the record of a booking of that guest.

Next to it are the guest's coloured labels: the preferences you want to remember, for example «high floor» or «extra pillow». The x on a label removes it; «Label», with the + sign, opens a sheet where you pick an existing one or create one with «New label»: a name of up to 30 characters, a colour and «Add». Labels also apply to the whole history, and removing one removes it from every record linked to the person.

In the client list, with the search empty, your most recent clients appear, and above the list are the filters «VIP», «Repeat guest», «Label» and «Nationality». The details are in the bookings guide.

Rebooking

«New booking with this guest» does not jump straight to the booking screen: it first checks the data your property's country requires in order to register a guest.

• If nothing is missing, a green message confirms it and the screen opens.
• If something is missing, a notice lists exactly which data is missing. From there you can go back and complete it, or press «Book anyway»: the booking goes ahead regardless, and the data is completed at registration time.

Either way the new booking screen opens already filled in with what you know about the person: nothing has to be typed again.

Erasing a guest's personal data

At the bottom of the record, the «GDPR Deletion» section carries the red «Delete personal data» button. It is there to answer a guest who asks to be erased.

1. The first notice explains you are about to irreversibly delete all of this guest's personal data. You go on with «Continue».
2. The second asks for the final confirmation. You go on with «Delete permanently».

There are two confirmations on purpose, because there is no way back.

What is emptied: surname and first name, sex, date and place of birth, citizenship, residence, document type and number and who issued it, phone, email, notes, signature, the tax identifiers and the billing address. The birthday reminder and the tax exemption are switched off as well.

What remains: the booking rows with their dates and amounts — the property's accounts are not rewritten — and the filings already sent to the authorities, which live in the archives of whoever received them, not in yours. In the guest registry the row of the stay stays visible with the data anonymised.

When the erasure is refused

In some countries the law requires the guest registry to be kept for a minimum term, and there the duty to keep beats the request to erase. If the guest — or even one single linked record — is still inside that window, Vezpa refuses and writes the reason.

On a computer the record is a panel

On a wide screen «Clients» splits in two: the list on the left and the record on the right, which changes when you pick another client. In that panel the step-by-step guide does not start on its own, because it would be rebuilt for every client you select: you reopen it whenever you want from the menu at the top right, entry «On-screen guide». The expand icon in the bar opens the same record full page.

Who can do what

Opening and reading a client record is open to everyone except the observer. Correcting the data, rebooking and erasing personal data follow the permission to write on bookings instead: the manager, the assistant and the User role have it. Erasing personal data is therefore not reserved to the manager alone: agree with your team on who carries it out.

Switching «VIP» on or off and adding or removing guest labels follow the same permission to write on bookings: whoever opens the record without that permission sees the star and the labels, but cannot change them.

• I type the first name and nothing comes up. The search looks at the surname, and only from the start of the word. The first name is not a search criterion, and neither is the email.
• I typed and nothing happened. The search runs on enter, not as you type.
• I am searching a phone number and it is not found. You need at least two digits; spaces do not count. If you also typed letters, the app is searching a surname.
• The client I want is not there, but I know they stayed. At most twenty results come back: narrow it down with a few more letters.
• I cannot correct the residence from here. It is read-only on purpose. The residence is the address declared to the authorities and is corrected in the guest registration screen; here only the invoice address is written.
• I corrected the invoice address and the residence stayed as it was. That is the correct behaviour: they are two distinct pieces of data.
• I do not see the SDI Recipient Code or the Certified Email. They appear only for Italian properties.
• I do not see the client's tax code field. Outside Italy it appears only if the client's country has a company register we can name. The VAT number, on the other hand, is always there.
• I saved and it says the VAT number is invalid. The Italian format check only fires when the client's country is Italy. For a foreign client both fields are free.
• A booking in the list does not open. The ones that open are those with a room attached; if there is none, reach the booking from the bookings list.
• The step-by-step guide did not start. On a computer, in the record shown beside the list it does not start on its own: open it from the menu at the top right.
• The client has stayed with me, but the stays badge is missing or the number is lower. Only bookings at this property that are not cancelled and have already started count: a future booking does not count yet. A past stay registered as a different person, and not linked to this record, is not counted.
• With a filter on I cannot find a client I know is a VIP. With the search empty the filters look among the most recently modified clients, not the whole archive: for a client from long ago, type the surname as well.