How to create and edit a client profile

This article is the practical setup for individual client records — what each field does, when to fill it, and how to avoid the most common mistake (duplicates). Open Backoffice → Clients and click + to follow along.

Required fields

Only first name is required. Everything else is optional, but the more you fill in, the more the rest of HotelBee can do — fiscal invoices need the ID and address, OTA reservations require an email, room-charge tabs require a working phone.

Client type

Default is "client" (an individual). Switch to "company" only for business records — typically OTAs, corporate accounts, event organizers. The form layout adjusts so VAT and contact person become the focus.

Identification document

Pick IDType (Passport, ID card, NUIS, VAT, Tax, Social Security) and enter IDNumber, plus the document's place of issue, date of issue, and expiry. This block feeds fiscal invoices and any government reporting (police lists, tourist tax). If your country needs a tax-payer lookup integration, the search button next to the form pulls the registered details directly from the tax authority.

Contact and address

Email and phone power confirmation emails, the guest portal link, and message notifications. Address (line + city + state + zip + country) shows on invoices. Nationality and place of birth are the police-report fields you need in many EU jurisdictions.

Photo

Drop in a passport-style photo if your storage integration is connected. Useful for VIPs and corporate concierge teams that want to recognize repeat guests at the door.

Tags

Multi-select. Apply VIP, Allergic-Nuts, Honeymoon, Repeat-Guest — whatever your team uses. Tags surface next to the guest name across the app.

Referrer

Optional. Links this client to a referring client ("who recommended them") so you can run a referrals report. Useful for word-of-mouth tracking and for travel-agent commissions.

Avoiding duplicates

The cheapest fix is prevention. Before creating, search by last name or email — duplicates are easier to avoid than to clean. If a duplicate already exists, decide which is the "main" profile, re-link future reservations to it, and delete the empty one.