1 How to use the Guest Data Export Guest Data Export allows you to ...
How to use the Guest Data Export Guest Data Export allows you to extract Guest Profile information (ie: Name, Email, Address, Phone, etc…) from RoomKey. To access the Guest Data Export, you must have Clerk Operations Permission – 607 Direct Mailing Manager (System Configuration -> Clerks). If you have just given yourself this permission, make sure you exit out of RoomKey and then log back in so that this permission can load into RoomKey. Once you have the proper permission, you can begin the export process by going to Operations -> Guest Profile and select the “Export” button located at the top of the screen.
Most of the fields are self explanatory so this document will cover unique filters. The one thing to note is that each filter is not independent; for instance under the Reservation Status if you have the Checked Out filter selected and you choose an Arrival Date for a future date, you will get no results (as all future arrivals are still “Reservations”):
1
The unique Filters to your property are as follows: • Other Guest Criteria SOB (Source of Business) • Other Reservation Criteria Client Type Package Room # Room Type Rate
2
In the example below, if we use the RoomType Filter, we see all the properties Room Types on the right hand side; each of the unique Filters listed above, work in this manner:
We can choose one Room Type:
Or all three:
3
If Filters are combined, we can use the View Options button to go back to a different Filter. For Example, we already choose the Room Type and are now on the Rate:
4
If we want to get back to the Room Type, click on the View Options button and we go back to the Room Type Filter:
Once we have defined all our Filters, we click on the Get Export Data button in the lower right hand corner of the Guest Export screen:
5
By default, Roomkey will display: • • • • • • • •
City State/Province Country Guest Full Name Zip/Postal Code Email Main Phone Address
6
In this example if we wanted to add Title to the report, we would check it off in the list of Available Fields to Export and we can then see the column appear on the screen
When we are satisfied with the data, click on the Export to CSV button (Comma Separated Value, which allows you to open the file in Microsoft Excel) in the lower right hand corner:
7
NOTE: If we want to go back to the Filter screen, we can use the Change Export Criteria button:
Once you have selected the Export to CSV button, this will bring up the Save function where you can change the name of the file if & location where it will be saved if you choose:
8
Once the file has been saved, open up Microsoft Excel and click on the Open option (or go to File -> Open). Change the “Files of Type” at the bottom of the screen from “All Microsoft Office Excel File” to “All Files”. This will allow your export to show on the list of files to open. Click on the file that was just saved and hit the “Open” button to open the file.
We now see our data from RoomKey in Excel:
9
Most of the fields are self explanatory so this document will cover unique filters. The one thing to note is that each filter is not independent; for instance under the Reservation Status if you have the Checked Out filter selected and you choose an Arrival Date for a future date, you will get no results (as all future arrivals are still “Reservations”):
1
The unique Filters to your property are as follows: • Other Guest Criteria SOB (Source of Business) • Other Reservation Criteria Client Type Package Room # Room Type Rate
2
In the example below, if we use the RoomType Filter, we see all the properties Room Types on the right hand side; each of the unique Filters listed above, work in this manner:
We can choose one Room Type:
Or all three:
3
If Filters are combined, we can use the View Options button to go back to a different Filter. For Example, we already choose the Room Type and are now on the Rate:
4
If we want to get back to the Room Type, click on the View Options button and we go back to the Room Type Filter:
Once we have defined all our Filters, we click on the Get Export Data button in the lower right hand corner of the Guest Export screen:
5
By default, Roomkey will display: • • • • • • • •
City State/Province Country Guest Full Name Zip/Postal Code Email Main Phone Address
6
In this example if we wanted to add Title to the report, we would check it off in the list of Available Fields to Export and we can then see the column appear on the screen
When we are satisfied with the data, click on the Export to CSV button (Comma Separated Value, which allows you to open the file in Microsoft Excel) in the lower right hand corner:
7
NOTE: If we want to go back to the Filter screen, we can use the Change Export Criteria button:
Once you have selected the Export to CSV button, this will bring up the Save function where you can change the name of the file if & location where it will be saved if you choose:
8
Once the file has been saved, open up Microsoft Excel and click on the Open option (or go to File -> Open). Change the “Files of Type” at the bottom of the screen from “All Microsoft Office Excel File” to “All Files”. This will allow your export to show on the list of files to open. Click on the file that was just saved and hit the “Open” button to open the file.
We now see our data from RoomKey in Excel:
9
