apaleo keeps guest data per reservation. The LeoFlex guest database turns it into one clean profile per person – across years, booking channels and hotels. Even if someone booked once via Booking.com, once direct and once with first and last name swapped.
Booking.com writes “Huber, Anna”, the front desk “A. Huber”, the website everything in capitals. The guest database recognises that it is the same person – and merges the reservations into one profile.
Clear matches automatically, similar ones as a suggestion with a readable reason – can be split again at any time.
Guest type, revenue, stays, booking channel: save any filter combination as a segment.
Encrypted in the EU, retention periods and guest rights handled right from the profile.
Concept and design are done. The views show the planned layout in LeoFlex with sample data – details may still change before launch.
Every guest with guest type, segments, last stay, number of stays and revenue. Search by name, e-mail or city, filter by segment, guest type, hotel, booking channel or last stay – and save any filter combination as a segment.
Once the data processing agreement is confirmed, LeoFlex reads all reservations of your hotels from apaleo – from the first one until today –, creates profiles, merges duplicates and calculates guest types and segments. After that new reservations are added continuously.
Certain matches – same e-mail, same customer account, same ID number – are merged automatically. Similar matches appear as a suggestion with match and reason: typos, swapped names, abbreviated first names. A name alone is never a match; a different date of birth rules it out.
Before merging, both profiles sit side by side. For each field it is preselected which value wins – confirmed by the guest before ID document before online check-in before apaleo before import – and you can change it. Every merge is logged and can be split again exactly.
Stays across all hotels, revenue, booking channels, preferences and segments – every field with its source and date. So the front desk knows a guest likes a quiet room and usually arrives late, whichever property they book.
Regular guest, not seen for a while, portal bookers, direct bookers, business trip, family – standard segments are set up and adjustable. Build your own from conditions such as guest type, hotel, booking channel, stays or revenue; the preview shows instantly who belongs to it.
Which matches are merged automatically and which appear as a suggestion is configurable – as are the thresholds, the nightly duplicate search and exceptions such as company e-mails used by several people to book.
Guest profiles are personal data. That is why privacy is built into the guest database from the start.
Before use you confirm the data processing agreement under Art. 28 GDPR – documented with version, person and time.
Names, addresses, dates of birth and contact details are stored encrypted in data centres in the EU – a database dump alone reveals nothing.
Fixed rules with a readable reason instead of a black box – your team decides on uncertain matches.
Profiles exist for adults only. For families the profile carries at most the attribute “travels with children”.
Access, rectification, erasure and objection to profiling – handled right from the profile.
Profiles without a stay and without an account are deleted automatically after your period – optionally with a notice to the guest.
Concept and design are done; the guest database is being developed from December 2026 – the next step after LeoFlex launches in November. We will name the release date as soon as it is set – subscribe to our product news and you will be the first to know.
Continuously from apaleo: main guest, booker and adult fellow travellers of every reservation, via webhooks and a nightly reconciliation. Once, you bring over guests and past stays from your previous PMS via CSV or Excel import. On top come details guests enter themselves – in online check-in, for example.
By fixed rules, without AI. Certain attributes such as the same e-mail address, the same customer account or the same ID number merge automatically. Similar matches – typos, swapped first and last names, abbreviated first names – appear as a suggestion with a reason. A name alone is never enough, a different date of birth rules it out, and every merge can be split again.
By default, yes: one profile per guest across all hotels of your apaleo account. If you prefer, keep profiles separate per hotel.
No. Changes to a profile apply in LeoFlex only; apaleo remains the source of reservations and is not changed by the guest database.
We will let you know as soon as the guest database launches – in a compact e-mail, unsubscribe anytime.
