View and Manage Guest Stay History

Stay History gives the front desk a running record of every guest visit. From this view you can look up past stays, export the records for reporting, and clear out entries you no longer need.

Note

The phone system keeps up to 100,000 stay history records. Once that ceiling is reached, the oldest records are removed automatically to make room for new ones.

View stay history

1. Sign in to the Cloud Voice App (Web or Desktop) and open Hotel Management > Stay History.

The list shows every guest stay the system has on file.

Download stay history

You can export the entire log at once or narrow it to a specific set of stays before exporting. Either option saves the records as a .csv file (comma-separated values, which opens in any spreadsheet app such as Excel or Google Sheets) on your computer.

Note

Invoices are not part of these exports. To download invoices, see Check guest invoices.

Export every stay record

1. Sign in to the Cloud Voice App (Web or Desktop) and open Hotel Management > Stay History.

2. Click Download, then choose Download All Data.

   

The complete stay history is saved to your computer as a .csv file.

Export selected stay records

1. Sign in to the Cloud Voice App (Web or Desktop) and open Hotel Management > Stay History.

2. Apply filters until only the stays you want to export remain in the list.

   

3. Click Download, then choose Download Filtered Data.

   

The filtered stay records are saved to your computer as a .csv file.

Delete stay history

Caution

Only records with a status of Check Out or Room Change can be deleted. Records in any other status (for example, a guest who is still checked in) cannot be removed until that stay ends.

Danger

Deleting a stay is permanent and cannot be undone. It also removes that stay’s invoices from the phone system, so export anything you need for billing or reporting before you delete. Clearing all records wipes every deletable history at once.

1. Sign in to the Cloud Voice App (Web or Desktop) and open Hotel Management > Stay History.
2. Remove records in one of two ways:

   • To remove individual records, click the delete icon on the row, then confirm with OK.

     

   • To remove every record at once, click the clear icon , then confirm with OK.