A well-managed Guest List is the backbone of exceptional service and personalized marketing. By maintaining accurate guest profiles, your team can anticipate needs based on past behavior, track spending habits, and ensure you are communicating with your guests according to their preferences.

Key Benefits of Managing Guest Files

Personalized Service: View a guest's history to recognize regulars and celebrate special occasions.
Data-Driven Decisions: Use spending and visit statistics to identify your most loyal guests.
Compliance Made Easy: Monitor marketing consent status at a glance to ensure your communications remain professional and legal.
Cleaner Database: Easily identify and merge duplicate profiles to keep your operations organized.

How to Access the Guest List

To view your database, navigate to the Dashboard and click the Main Menu (the green square icon at the top left). From the menu, select Guest List.

Adding and Editing Guest Profiles

Whether you are welcoming a new face or updating a regular's details, keeping profiles current is simple.

Add a Guest: Click the + Add a Guest button in the top right corner.

Edit a Profile: Select a guest from the list on the left and click the Edit button located next to their name in the profile view.

Search and Filter: Use the search bar to find guests by name or phone number. You can also use the Filter icon to narrow results by Tags, Consent Status, or to show only Duplicates.

Understanding Guest Insights & History

Each profile is divided into sections to help you understand guest behavior and sentiment at a glance.

1. Statistics Summary

At the top of each profile, you will see a high-level summary of the guest's activity across all locations:

Visits, Cancellations, and No-Shows: Track reliability and loyalty.
Average Rating: This shows the average score from private reviews this guest has left, as well as their specific Google Rating if available.
Spending Data: View the Avg Amount and Total Amount spent (requires POS integration).

2. Reservation History

Under the Bookings tab, you can view:

Upcoming Reservations: See what's on the books for the future.
Past Reservations: A chronological list including the date, time, party size, and the status (e.g., Approved or Cancelled).

Pro tip: Click a reservation in the list to view it on your dashboard.

3. Order History (POS Integration)

If your restaurant is integrated with a POS, the Order History tab displays the 30 most recent invoices. This includes a breakdown of items ordered, spending by category, taxes, and tips.

Managing Marketing Consent

Libro helps you stay compliant with privacy laws by tracking how and when a guest agreed to receive communications.

Status Types: You will see statuses such as Implicit, Explicit, or Unsubscribed, along with the date the status was updated.
Restaurant-Specific: In multi-restaurant groups, consent is managed per location. Unsubscribing a guest from one restaurant does not affect their status at another.
Manual Unsubscribe: If a guest requests to be removed, click Unsubscribe under the Consent Status section of their profile.

Note: Manual unsubscription is irreversible by the restaurant. However, a guest can opt back in themselves the next time they make an online Reservation.

For more information about marketing consent statuses, please view our related articles:

Keep Your Data Clean: Merging Duplicates

To ensure your statistics remain accurate, Libro identifies duplicate files based on matching contact information. You can manually clean your list by selecting profiles marked with the Duplicate badge and clicking the Merge Duplicates button, allowing you to choose which information to retain. For even greater efficiency, you can enable our Auto-Merge feature to let the system handle these overlaps automatically.

For a detailed walkthrough on how to clean up your database, view the full article on Merging Guest Files here.

Best Practices for an Organized Guest List

Monitor Guest Sentiment: Pay attention to the Average Rating. If a regular guest's rating drops, it may be time for a personal outreach to ensure their next visit is perfect.
Use Tags: Tag guests as "VIP" or "Allergy" provide a tailored experience the moment they walk in.
Merge Regularly: Use the Merge Duplicates tool to combine files with the same contact info. This ensures visit counts and spend totals stay accurate.