---
title: "Manage guest records in Venue Manager"
slug: "manage-guest-records-in-venue-manager"
tags: ["How-to"]
updated: 2026-06-16T15:50:34Z
published: 2026-06-16T15:50:34Z
canonical: "mysupport.roller.software/manage-guest-records-in-venue-manager"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://mysupport.roller.software/llms.txt
> Use this file to discover all available pages before exploring further.

# Manage guest records in Venue Manager

When a booking is created, a waiver is signed (including minors) in ROLLER, or even an inquiry form from ROLLER is submitted with guest details, guest information is stored as a record in Venue Manager.

[Embedded content](https://fast.wistia.com/embed/iframe/i9ima4cc6y)

## Access guest records

1. From Venue Manager, go to **Guests** > **All Guests​**.
2. Here you'll find a list of all guests.

The following information can be stored for each guest:

- Name
- Email
- Mobile
- Total spend
- Joined date
- Postcode/Zip code
- Total discount
- [Online account status](/v1/docs/manage-your-online-accounts)

![](https://cdn.us.document360.io/23700755-951c-4b69-8afe-ec8b33c6c689/Images/Documentation/8351966455055.png)

> [!NOTE]
> Right-click the grid to customize which columns display. You can also hide or sort columns into ascending or descending order.

## Filter or search for guests

1. Use the filters to fine-tune results by [guest flag](/v1/docs/guest-flags-and-banned-guest-alerts) or [online account status](/v1/docs/manage-your-online-accounts).
2. Search for specific guests by their **Name** or **Email**.

## View all details for a guest record

Select a guest record in the grid to access all stored details in ROLLER.

At the top, you'll see a summary of the guest's contact details, total guest spend, total visits, the date the guest record was created and if they have any signed waivers.

![](https://cdn.us.document360.io/23700755-951c-4b69-8afe-ec8b33c6c689/Images/Documentation/8353294044943.png)

Select a tab to see further details such as contact details, bookings purchased, items that make up the purchased bookings, any signed waivers and any [segments](/v1/docs/create-and-manage-guest-segments) you've created that the guest belongs to.

![](https://cdn.us.document360.io/23700755-951c-4b69-8afe-ec8b33c6c689/Images/Documentation/8371468046479.png)

When the activity stream is shown on the right, you can see all guest activity. Hover over an activity to expand further details or access actions you can take for each activity.

![](https://cdn.us.document360.io/23700755-951c-4b69-8afe-ec8b33c6c689/Images/Documentation/8371259148047.png)

## Flag a guest

You can also flag a guest to quickly share information about them with your team. From POS or Venue Manager, you and your teams can clearly see the flags when searching for a guest or booking or creating a booking.

![](https://cdn.us.document360.io/23700755-951c-4b69-8afe-ec8b33c6c689/Images/Documentation/8371307351311.png)

> [!NOTE]
> Learn more about the [different types of flags available](/v1/docs/guest-flags-and-banned-guest-alerts).

## Send the guest an email

From the guest activity stream, you can send the guest an email from your ROLLER venue. Any email replies appear in the **Activity center** in Venue Manager for you to action.

1. Select the **email** icon.
2. Enter the subject and text.
3. Select **Send**.

You can also send a guest an email from a [booking's activity stream](/v1/docs/send-emails-and-log-calls-from-the-booking-s-activity-stream) in ROLLER.

## Manage guest records

From the **options menu** (3 dots) for a guest record you can:

- Edit the guest's details
- [Merge the record](/v1/docs/edit-and-merge-guest-records) with a duplicate record
- Delete a record

> [!NOTE]
> The [permission](/v1/docs/permissions-by-feature-and-role) required to merge and delete guest records is **Can merge and delete guests**. Administrator and manager system roles have this permission enabled by default and any custom roles created based on these roles.

![](https://cdn.us.document360.io/23700755-951c-4b69-8afe-ec8b33c6c689/Images/Documentation/8351993765647.png)

## Export guest data

If you want to further analyze your guest data you can [export all data into a CSV file](/v1/docs/export-guest-records-to-a-csv-file).

Select the **options menu** (3 dots) in the top right, then select **Export**.

![](https://cdn.us.document360.io/23700755-951c-4b69-8afe-ec8b33c6c689/Images/Documentation/8355558453007.png)

## Use guest segments

With [guest segments,](/v1/docs/create-and-manage-guest-segments) you can easily segment guest records based on rules that you create. This can help you target specific guests for marketing purposes.

Select **Segments** at the top right to start [creating guest segments](/v1/docs/create-and-manage-guest-segments). Alternatively, you can access segments from **Guests** > **Segmentation**.

To check which segments a guest belongs to, select a guest record, then select the **Segments** tab. Select a segment from the list to go to its settings page.

![](https://cdn.us.document360.io/23700755-951c-4b69-8afe-ec8b33c6c689/Images/Documentation/8371480205711.png)

## Related

- [Choose the right membership report](/choose-the-right-membership-report.md)
- [Edit and merge guest records](/edit-and-merge-guest-records.md)
- [Create party package products](/create-your-party-package-products.md)
- [Export guest records to a CSV file](/export-guest-records-to-a-csv-file.md)
- [Search for members in Venue Manager](/search-for-members-in-venue-manager.md)