Home → Arctic Reservations → Guest Accounts → Back End Tools For Managing Guest Accounts
31.3. Back End Tools For Managing Guest Accounts
Arctic offers tools to help you and your guests manage their accounts on the guest-facing site. Note: this only applies to guests who have opted to create a password or were improted from version 1 and already had a password.
In this section of the guide we will discuss the tools available through the backend of Arctic to help you manage guest accounts. These tools come in handy if a guest has changed their login email address and cannot remember their password to be able to log in and change their email and password themselves. They also help if somehow a customer's email address and login get associated with the wrong customer. This can happen if your guests forward their personalized link to other guests and those guests create an account password and change the email address essentially blocking the correct guest from access to their account. These instances don't happen often but when they do, the tools explained in this guide will help you effectively manage your guests' accounts.
The best way to troubleshoot and manage a guest's account is to go to their Person Record and click the "Guest Facing User" tab as shown here:
(Note: Only guests who have created a user account login will have a "Guest Facing User" tab. If the guest does not have a "Guest Facing User" tab then they have not created a login for their account or their login is associated with another guest's account in which case you must go to the guest record the account is associated with to be able to edit it.)
On the "Guest Facing User" tab you will see the email address associated with the guest's login for the guest-facing site. You will not be able to see their password. If the email associated with this guest's account belongs to another guest or if you need to change the email address associated with the guest's Guest Facing User Account, click the "Edit" button.
This will take you to the "Update Guest Facing User Account" page as shown here:
If you need to change a guest's email login association to another guest record, click the "Select Person" button. This will take you to the "Select Person" page where you can search for and select the correct guest record the email login should be associated with.
Once you have selected the correct guest from the "Select Person" menu, Arctic will automatically put their name in the "Login Associated With" field. To save your changes click the "Submit" button and Arctic will transfer the email login to the correct guest record. (Note: this also moves the password associated with that email login. A new password will not need to be generated unless the correct guest cannot remember the password associated with the email login.)
If the email address is incorrect or out of date, you can enter the new correct email address in the "Email Address" field. Once you have entered the new email address in the "Email Address" field, click "Submit" to save your changes. If your guest remembers their password, they can just enter the new email address and their existing password to log into the guest-facing site. If they don't remember their password they can enter the new email address and click the "Forgot Password" link and Arctic will email them a password reset link.
In Version 2, guests do not have to create logins if they do not want to. They can just use the personalized links they receive in their emails. If you have a guest who has an existing login but does not want to have to login all the time, you can click the "Remove" button next to their login record as shown here:
When you click the "Remove" button, your guest will no longer have to login each time they click one of the personalized links in their emails. They will be taken directly to the page on their account the link is associated with, i.e. the "Manage Activity" page, the "Pay Invoice" page, or the "View Photos" page. This works well for guests who only go with you perhaps once a year but if you have guests who visit you multiple times a year or have multiple active reservations at a time then these guests will benefit from having a login as it will make navigating all of their activities and social sites easier.
In the next section of this guide we will discuss the tools your guests have at their disposal to manage their "Guest Facing User Accounts".