Create a customer profile

A user can be a customer (someone who makes a reservation for someone else) or a guest (someone who stays in your facility)

Note

If your facility is part of a chain, the user profiles created for the users of your facility will be shared with all the other facilities in your chain (and vice versa)

Create a customer profile

Most users are automatically generated in Quadro when a booking is received through the channel manager, but it is also possible to manually create a user profile. There are several procedures for creating a user profile:

• From Main Menu> Profiles> New User Profile
• By adding it to a booking as you create it
• By adding it to an existing reservation Start creating a user profile using one of the methods described above, and then:
• Fill in the relevant fields. Only the user's surname is required, but we recommend that you fill in the profile fields as much as possible.
• Click Create. Once you have created your user profile, you can add even more information

in-depth explanation of fields

• Email: enter the user's email address. Any communications will be sent to this address
• Title: enter the user's preferred title
• name: enter the name and any second name of the user
• surname: enter the user's surname
• Language: enter the user's preferred language that will be used for any email communications
• Nationality: select the user's country of origin
• Gender: enter the user's sex as it is marked on his passport (for legal purposes)
• Telephone and mobile phone: enter the guest's telephone number, including the international prefix
• Date of birth: enter the user's date of birth
• Place of birth: enter the user's place of birth
• License plate: enter the user's license plate number, where possible
• Tax identifier: this information may not be necessary, we recommend that you consult your accounting department
• Company: if the user is associated with a company, select it from the drop-down menu
• Employment: This information may not be necessary, it is recommended that you contact your legal department for more information

Update or delete a customer profile

You can add, edit or delete any personal information of a user

Change their personal details

1. Open your user profile
2. Go to the Profile section
3. Make any updates to the data listed
4. Click on Save

in-depth explanation of fields

• Email: enter the user's email address. Any communications will be sent to this address
• Title: enter the user's preferred title
• name: enter the name and any second name of the user
• surname: enter the user's surname
• Language: enter the user's preferred language that will be used for any email communications
• Nationality: select the user's country of origin
• Gender: enter the user's sex as it is marked on his passport (for legal purposes)
• Telephone and mobile phone: enter the guest's telephone number, including the international prefix
• Date of birth: enter the user's date of birth
• Place of birth: enter the user's place of birth
• License plate: enter the user's license plate number, where possible
• Tax identifier: this information may not be necessary, we recommend that you consult your accounting department
• Company: if the user is associated with a company, select it from the drop-down menu
• Employment: This information may not be necessary, it is recommended that you contact your legal department for more information

Add internal codes, notes, and classifications

To assign ratings to a user, mark whether a user accepts rate updates or information for marketing purposes, assign them internal codes and add notes to their profile:

1. Open the user's profile
2. Click on the Preferences section
3. Fill in the relevant fields
4. Click on Save

in-depth explanation of fields

• Options: select "Billable" if the user agrees to receive invoices
• Select "send marketing emails" if the user wishes to receive updates and offers for marketing purposes.
• Classifications: choose the classifications to apply to the user. The classifications will be listed next to the guest name everywhere in the system, to facilitate identification.
• Preferred space features: select the user's preferred features that a space must have. Quadro will take these preferences into consideration when deciding which room to assign to the reservation made by the user. These preferences will only be taken into account if you have set the strategy for allocating reservations in the bookable service or in the space category settings to “Preferred space characteristics”.
• Accounting code: enter the accounting code you want to associate with this profile, if possible
• Loyalty Code: if you have an internal loyalty program, enter the unique code
• Billing code: enter the unique code you want to see listed on the invoices, so as to allow the user to easily identify the invoices coming from your facility
• Notes: add any additional information about the guest. This information will also be displayed in the Booking Overview and Booking Report sections

Add a file

1. Open the guest profile
2. Go to the Profile section
3. Under Documents, click the + button to its right and select the file The file will be associated with the user profile

Delete a customer

A user profile cannot be completely deleted from Quadro, but you can delete all details and personal information (except last name). We keep the user's surname to make sure that the accounts and reservations remain intact N.B. This operation is permanent and cannot be undone

1. Open the guest profile
2. Go to the Profile section
3. Click the Empty button to delete all data except for the user's surname

Process payments for external users

Breakfast, spa treatments, and other consumables may also be billed to users not staying at your property.

1. Create the external guest profile
2. Add items to your account on your profile and collect payment

Collect a payment

Depending on the accepted payment methods, customers can make payments with:

• Cash
• Card (online or terminal)
• External payment type (for example, a bank transfer)

Ways to accept payment

If an invoice is ready to be paid, you can accept the specific payment for that invoice.

Settle a bill with card

1. Open the customer profile.
2. Go to the Billing tab.
3. Find the account you want to settle.
4. Click Payments and select Card Payment.
5. Review your payment details and make any necessary additions / changes. Payment details (such as the amount) are automatically pre-filled.
6. Click Create.

Settle a bill with cash or external payment

1. Open the customer profile.
2. Go to the Billing tab.
3. Find the account you want to settle.
4. Click Payments and select Cash or External Payment.
5. Review your payment details and make any necessary changes. Payment details (such as the amount) are automatically pre-filled.
6. Click Create.

Take payment without settling the bill

1. Open the customer profile.
2. Go to the Payments tab.
3. Accept payment:
4. With a card already on file: in Credit Cards, find the card you want to pay with. Click the More Actions icon and select Card Payment.
5. With cash, external payment, or unregistered card: under Payments, click + Payment. Select the payment method you want.
6. Review your payment details and make any necessary changes.
7. Click Create. The payment will be listed under Unpaid Items on the Billing tab; when you are ready to settle the bill, move the payment to the open account.

Capture a preauthorized payment

If the payment has been pre-authorized, you can "acquire" the funds that have been suspended in the customer's bank account.

1. Open the customer profile.
2. Go to the Payments tab.
3. In the Pre-Authorization section, find the pre-authorized payment.
4. Click the More Actions icon and select Upload.
5. If the payment details are correct, click Charge. You can change the payment amount before making the charge.

Issue an invoice

If you still don't want to accept payment, you can finalize an invoice by issuing an invoice to be paid later.

1. Open the customer profile.
2. Go to the Billing tab.
3. Next to the invoice you want to pay, click Invoices, then click Issue Invoice.

Add a new credit card

If a customer wants to pay with a different card than the one attached to their profile, or if they don't already have a card attached to their profile, you can manually add their payment card information in Quadro.

1. Open the customer profile. To easily find a customer's profile, search for their name.
2. Go to the Payments tab.
3. In the Credit Cards section, click + Payment card.

Debit online via payment gateways

Whether you use Quadro guest, staff or integration of a payment gateway, you can charge your cards in Quadro with the click of a button, without the need to use a terminal.

1. On the card, enter all the payment card details.
2. Click Create.

Note

After creating a card in Quadro, it will be assigned an "Identifier": this indicates that the card has been verified by the bank and can be used for Quadro debits.

Charging physically via terminal

If you want to debit your card on site via a payment terminal, you just need to add enough card details to track payments (as you won't be able to actually accept payments in Quadro).

1. On the Terminal tab, enter all the payment card details.
2. Click Create.

Note

Quadro does not store or have access to the complete card number. For security reasons, we only store the last four digits of the card.