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Guest database

In the guest database VidiReserve automatically collects a profile for every guest who books with you — with contact details, visit history and preferences. This lets you recognise regulars, take allergies into account and prepare specifically for guests. You open the database via Guests in the sidebar.

Profiles

Guest profiles are created automatically from reservations; via Import from reservations you add existing data afterwards, and with Create Guest you record a guest by hand. Each profile shows visits, no-shows, the last visit, reviews and the birthday. You mark particularly valuable guests as VIP with a click on the star.

Tags & allergies

With Tags you group guests freely (e.g. regular, wine lover). Under Allergies / intolerances you record relevant notes — these appear as a warning in the reservation, so that kitchen and service are prepared. In the Internal notes you keep preferences and particulars that only your team sees.

History & search

Each profile keeps the complete reservation history including notes. Using the search field and the filters (tags, minimum number of visits, VIPs only, with review) you quickly find the right guest. A change log documents who changed what on the profile and when.

Guest data is personal data: handle it confidentially and in line with the GDPR. You can find further guidance in our public data protection guide.

From reservations, the waitlist and the guest database you can write a guest a message directly at any time — the conversation ends up back in the messages area.

Exporting contacts as CSV

Next to the filters sits the CSV export. It downloads exactly the selection the list is showing — search term, tags, minimum visits, "VIP only" and "with review" apply to the file unchanged. It contains first name, last name, email, phone, VIP, tags, visits, last visit and the internal notes. The file opens in Excel or Numbers without the import wizard; at most 10,000 rows are written per export.

Because such a file is a complete address list of your guests, every export is logged (business, user, number of rows). Keep the file encrypted or at least access-protected, do not send it by unencrypted email, and delete it once its purpose is fulfilled — this data minimisation is exactly what the GDPR requires.