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VIP Guest Details Report Overview

Parent Hub: 🛎️ Front Desk & Guest Services

Category: ⭐ Guest Insights & Relations

Target Roles: General Managers, Front Office Managers, Guest Experience Managers, VIP Concierge Leads, Executive Housekeepers, Guest Relations Supervisors

Key Value: Monitor scheduled VIP guest arrivals and active in-house stays, audit VIP tier classifications and amenity requirements, track room assignments and special stay preferences, and ensure seamless executive recognition and high-touch service delivery.

Executive Summary

The VIP Guest Details Report is a primary high-touch guest relations, executive recognition, and room blocking document within the ⭐ Guest Insights & Relations category of the 🛎️ Front Desk & Guest Services hub. Designed to deliver complete operational visibility over designated VIP guests, it itemizes every reservation assigned a property or brand VIP tier classification across active in-house stays and upcoming arrival windows.

  • By mapping VIP guest identity attributes (Guest Name, First Name, Last Name, Loyalty Tier, VIP Tier) to stay timeframes (Check In Date, Check Out Date, Nights), room allocations (Room Number, Room Type, Rate Plan), corporate attachments (Company Name, Group Code), and personalized service notes (VIP Remarks, Stay Requests, Special Inclusions), this report enables hotel leadership, front desk teams, guest experience leads, and housekeeping supervisors to pre-block premium rooms, coordinate welcome amenities, fulfill custom stay requests, and deliver tailored hospitality.

Key Capabilities

  • VIP Tier & Loyalty Classification Audit: Highlights property VIP levels (VIP Tier, e.g., VIP 1 : Board Member, VIP 4 : Celebrity or Influencer, VIP 7 : Special Occasion, VIP 9 : Inner Circle) alongside brand loyalty standings (Loyalty Tier).

  • Pre-Arrival Room Blocking & Assignment: Displays physical room allocations (Room Number) and room categories (Room Type) to ensure VIP guests are pre-assigned to optimal rooms prior to check-in.

  • Custom VIP Remarks & Request Tracking: Consolidates profile-level handling instructions (VIP Remarks) alongside stay-specific requests (Stay Requests) and amenity packages (Special Inclusions).

  • Corporate & Group Attachment Monitoring: Identifies corporate company profiles (Company Name) and group contracts (Group Code) linked to VIP reservations.

  • Folio & Financial Readiness Inspection: Captures rate plan structures (Rate Plan) and live folio balances to ensure discrete, seamless billing and check-out handling.

Report Views & Functional Breakdown

The VIP Guest Details Report presents high-value guest data in a unified single-table ledger that supports three primary analytical perspectives:

┌────────────────────────────────────────────────────────────────────────┐
│                      VIP GUEST DETAILS REPORT                          │
├────────────────────────────────────────────────────────────────────────┤
│                         Unified Matrix View                            │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. VIP Identity &        │ 2. Room Allocation &     │ 3. Service Notes │
│    Loyalty Matrix        │    Stay Timeframe Trace  │    & Amenities   │
└──────────────────────────┴──────────────────────────┴──────────────────┘
1. VIP Identity & Loyalty Matrix

Monitors VIP guest names, property VIP tier levels, and brand loyalty standings.

  • Primary Use: Scanning daily VIP arrivals and in-house lists during morning executive shift briefings to prioritize executive greetings and welcome card preparation.

  • Key Metrics: Guest Name, First Name, Last Name, VIP Tier, Loyalty Tier, Company Name.

2. Room Allocation & Stay Timeframe Trace

Tracks physical room assignments, room categories, rate plans, and arrival/departure dates.

  • Primary Use: Ensuring VIP rooms are pre-blocked on high floors or quiet zones, coordinating housekeeping room release priorities, and checking stay durations.

  • Key Metrics: Room Number, Room Type, Rate Plan, Check In Date, Check Out Date, Nights.

3. Service Notes & Amenities

Consolidates permanent VIP handling remarks, stay requests, and special amenity inclusions.

  • Primary Use: Coordinating food & beverage welcome amenities (e.g., wine, fruit platters), setting up turndown service, and executing personalized guest requests.

  • Key Metrics: VIP Remarks, Stay Requests, Special Inclusions, Confirmation Number, Room Number.

Image 10-12-26 at 1.18 PM.png
VIP Guest Details (Columns 1 to 16)
Image 10-12-26 at 1.21 PM.png
VIP Guest Details (Columns 9 to 22)

Data Dictionary (Dynamic View Columns)

Customize your default view using the Configure (⚙️) icon on the report page. Below is the full data dictionary representing all dynamic columns available in this report:

💡 VIP Classification Note: VIP Tier represents the property-defined VIP level (e.g., VIP 1 through VIP 9), while Loyalty Tier reflects the guest's brand loyalty standing (e.g., Diamond Elite, Platinum Elite).

Column Name

Description

Data Source / System Mapping

Includes Taxes & Fees?

Confirmation Number

Unique alphanumeric reservation identifier.

Reservation System > Confirmation ID

N/A

Guest Name

Combined full name of the registered VIP guest.

Guest Profile > Full Name

N/A

First Name

First name of the primary VIP guest.

Guest Profile > First Name

N/A

Last Name

Last name of the primary VIP guest.

Guest Profile > Last Name

N/A

VIP Tier

Property-defined VIP classification level (e.g., VIP 1 : Board Member, VIP 4 : Celebrity/Influencer, VIP 7 : Special Occasion).

Guest Profile > VIP Tier Code

N/A

Loyalty Tier

Guest loyalty program membership level (e.g., Diamond Elite, Platinum Elite, Gold Elite, Club).

Loyalty Engine > Membership Tier

N/A

Company Name

Corporate company account linked to the VIP reservation (if applicable).

Reservation System > Company Account

N/A

Group Code

Alphanumeric group block code linked to the stay (if applicable).

Group Master > Group Code

N/A

Room Number

Physical guest room assigned to the VIP stay (Blank if unassigned).

PMS > Assigned Room Number

N/A

Room Type

Code or description representing the allocated room category.

PMS > Room Type Name

N/A

Rate Plan

Active rate plan code attached to the reservation.

Reservation System > Active Rate Code

N/A

Check In Date

Scheduled or actual check-in date.

Reservation System > Check-In Date

N/A

Check Out Date

Scheduled check-out date.

Reservation System > Check-Out Date

N/A

Nights

Total physical room nights spanned by the VIP stay.

Reservation System > Total Nights

N/A

VIP Remarks

Permanent profile or stay handling instructions for VIP service delivery.

PMS Guest Profile / Stay Notes > VIP Remarks

N/A

Stay Requests

Special room feature choices or amenity preferences requested by the guest.

Guest Preferences > Stay Requests

N/A

Special Inclusions

Package inclusions, complimentary amenities, or welcome gifts assigned to the stay.

PMS Setup > Amenity Inclusions

N/A

Customization & Platform Features

User & Property Preferences

  • Personal Preference: Tailor your individual view by hiding or dragging columns. Your preferences save automatically for future sessions.

  • Property Defaults: System Admins can configure standard default layouts across all property users to streamline operational reporting. To maximize audit efficiency, group the columns into the below logical blocks:

    • Reservation Identification & VIP Status (Cols 1–3): Confirmation Number | Guest Tier | Reservation Status

    • Guest Profile Identification (Cols 4–6): Guest Name | First Name | Last Name

    • Stay Itinerary & Timestamps (Cols 7–10): Arrival Date | Arrival Time | Departure Date | Departure time

    • Room Assignment & Occupancy Demographics (Cols 11–14): Room Number | Room Type | Adults | Children

    • Rate Plan, Market Segment & Financial Audit (Cols 15–20): Rate Plan | Rate | Market Segment | Deposit Collected Until Date | Deposit Collected Today | Deposit Used

    • Special Service & Preferences Handling (Cols 21–22): Room Requests | Stay Requests

Report Toolbar & Quick Actions

Use the top-right toolbar icons on the report page to manage and export your data view:

Icon

Action / Feature

Description
Image 9-29-26 at 1.04 PM.png

Knowledge Article

Opens the knowledge base article to learn how to interpret this report.
Image 9-29-26 at 12.37 PM.png

Saved Views

Saves your column filtering, sorting, and highlight preferences so you can easily reload your custom view later without reconfiguring the report.
Image 9-29-26 at 12.39 PM.png

Filter

Opens filter controls to isolate specific data within a column based on your selected criteria.
Image 9-29-26 at 12.40 PM.png

Highlight

Highlights column values in a designated color based on selected conditions.
Image 9-29-26 at 12.42 PM.png

Export

Exports and downloads the report in various formats (Excel, PDF, CSV) for offline analysis or printing.
Image 9-29-26 at 12.43 PM.png

Configure

Opens column selection controls to toggle visibility, reorder columns, or hide rows with all zeros.
Image 9-29-26 at 12.44 PM.png

Additional Configuration

Provides advanced report configuration and display formatting options to customize data presentation.
Advanced Controls

  • Exporting & Executive Briefings: Download in Excel or PDF format to generate daily GM VIP briefing sheets, room inspector checklists, and amenity delivery orders.

  • Filtering: Filter data by Room Number = Blank to isolate unassigned VIP arrivals requiring immediate room pre-blocking.

  • Highlighting (Conditional Formatting): Apply custom rules to automatically highlight high-tier VIP arrivals (VIP Tier = VIP 1), unassigned VIP rooms, or special amenity delivery requests.

Within 🛎️ Front Desk & Guest Services & ⭐ Guest Insights & Relations:

  • Guest Remarks – Profile-level audit log displaying permanent guest notes and extended-stay attributes.

  • Top Guest – Historical revenue and stay frequency report ranking top individual spenders.

  • In House List – Real-time guest register detailing active room occupants, rate plans, and vehicle registration data.

  • Stay Requests – Summary reservation view tracking stay preferences, amenity requests, and connecting room requirements.

Cross-Pillar Deep Dives:

  • 🧹 Housekeeping & Facilities: Cross-reference assigned VIP room numbers with Housekeeping Sheet to prioritize room inspection and deep cleaning prior to VIP arrival.

  • 🍽️ Food & Beverage: Route welcome amenity requirements (Special Inclusions) to room service or culinary teams for timely delivery with Reminders Report.