Manage your guest contacts

Contacts is your address book. Every guest who books one of your properties is saved here automatically, so you can find a returning guest, keep their details tidy, or reach out before they book again.

Before you start

You do not set anything up. Smoobu creates a contact the moment a booking is saved, matching it to an existing guest where it can. Open Contacts in the sidebar to see the list. Each contact shows a name, email, company, and phone.

Find a guest

Use the search box at the top right and type a name to filter the list. Click the Name column header to sort the list up or down. There is no separate page for a single contact: each row has a menu (the icon at the right of the row) with everything you can do with that guest.

Add a guest who has not booked yet

Click Add new guest at the top left. This opens a blank guest form where you fill in first and last name, company, one or more email addresses, one or more phone numbers, an address, and free-text notes. Use this for a returning guest you want to email about availability before they book.

Merge two records for the same guest

When the same guest books through more than one channel, Smoobu can end up with two rows for them, for example one auto-created as "John S" and one you added as "John Smith". Open the row menu and choose Merge guest data to combine the duplicate into a single contact.

Export your contacts

Click Export at the top right and pick CSV, Excel, or PDF. The export respects whatever search you have active, so filter first if you only want part of the list. Export is also how you read addresses across many guests at once (see Common problems).

Edit or delete a contact

Open a row's menu and choose Edit to change any detail, or Delete to remove the contact. Deleting a contact unlinks it from its bookings but keeps the bookings themselves. The same menu also lets you start a booking pre-filled with this guest's details (Enter Booking) or send them a message (Send Message), even when they have no current stay.

Common problems

You cannot see addresses in the list

The Contacts table shows name, email, company, and phone only. A guest's address lives inside their Edit form, not in the list. To review addresses across many guests, use Export and open the file. A list-view address column is not available.

You cannot import a contact list

Contacts are export-only. There is no way to bulk-load an address book from a file. Guests are added automatically as they book, or one at a time with Add new guest. You can export to CSV, Excel, or PDF, but not import.

You cannot jump from a contact to their bookings

There is no link from a contact to that guest's stays. To see a guest's booking history, open Bookings and search by their name.

Check-in details are not on the contact

Data a guest submits through check-in forms stays on the booking, not on the contact. The contact form holds only name, company, email, phone, address, and notes, so the most sensitive check-in fields (such as an ID number or date of birth) are never copied into your contact list. Your contacts hold personal data, so export them only when you need to and handle the file with care.

Related

Still stuck?

If these steps didn't fix it, contact the Smoobu team: open the Help menu to open a ticket or book a call slot, or use the chat bubble in the bottom-right corner. To get the fastest answer, please include:

• Your Smoobu User ID (in the profile-icon menu, top right).
• The property name or ID, if it's about one property.
• The Booking ID, if it's about one booking (Bookings, then View more).
• The channel name, if it's about channel sync (Booking.com, Airbnb, Vrbo, and so on).
• A short step-by-step: what you did, what you expected, and what happened.
• Screenshots or a short screen recording of the problem.
• Your browser and operating system, if something looks wrong on screen.