Add a Guest Manually

Guests can appear in the registry through linked POS purchases, online orders, or bookings. But sometimes you need to add someone manually: a corporate client calling in, a regular who never books online, or a VIP you want on file before they even visit.

When do you need to add a guest manually?

• Corporate client calls to book an event — you want the profile ready before booking
• Regular always pays cash and won't leave a number at the till, but agrees to be in the registry
• Guest you met off-premise (industry contact) you want to invite to events
• An individual guest from an earlier registry, after checking that the profile does not already exist

Step by step:

1. Go to Admin → Marknadsföring → Gäster → Register
2. Click Ny gäst in the top right
3. Fill in the form (see field guide below)
4. Click Spara gäst

Field guide:

Contact details help identify the right guest

Vendion tries to find an existing guest through contact details. When the guest later:

• Is linked to the correct guest on the POS tab
• Books a table online with the same number
• Places an online order

...the activity can be linked to the existing profile. Check the result; shared numbers, mistakes and manually created duplicates can still need investigation.

Swedish mobile numbers such as 070-123 45 67 and +46701234567 are normalized when matching. Prefer international format and always search before creating a profile.

Consent and messaging — how it works

The form preselects SMS opt-in and Email opt-in. Check both before saving: a preselected checkbox is not proof of consent. Record a yes only when you have grounds for it, and respect refusals and unsubscribe requests. Valid consent requires an active, voluntary choice. See IMY’s consent guidance.

Saving contact details for a booking does not by itself mean the guest wants advertising. Treat booking service and marketing as separate purposes.

Birthday and automations

Vendion doesn't collect birthdays automatically, and there is no preset birthday automation. But if the guest gives you their birthday you can build your own: go to Marknadsföring → Automationer → Ny Automation and choose the Datumfält (date field) trigger. You can then send e.g. a birthday SMS with an offer the day before the birthday — to guests who have their birthday filled in on the guest card. When you select the Date field trigger, the editor shows how many of your guests have a birthday on file. Check the audience and messaging choices before enabling the automation.

Staff notes

Notes appear in the staff profile view. Keep them factual and limited to what is needed to serve the guest. Use them for:

• Allergies and dietary restrictions ("Gluten intolerant — avoid bread basket")
• Preferences ("Always wants the window table", "Drinks Amarone")
• VIP handling ("Contact the host in charge on arrival")

After saving

When you click Spara gäst, the guest is created and appears immediately in the Guest Registry. You can then:

• Open the profile and add more tags later
• See history grow when an order or booking is linked to the correct guest
• Use the guest in segments ("Has tag: Corporate") and campaigns

Common pitfalls

• Missing contact details make matching harder. Search by email too and check existing profiles
• Sending to a guest who has unsubscribed → always respect a no
• Incorrect or shared phone number → check that the correct profile is selected
• Forgetting to check if the guest already exists → always search by phone/name first