GSTAAD Guest Cards in the WebClient 4 User Guide

: June 3, 2024
: GSTAAD

Table of Contents

GSTAAD Guest Cards in the WebClient 4
Login
Guest registrations
Produce and send guest cards
Travel groups (if not transmitted via PMS)
- Pre-CheckIn Creation of guest cards using guest’s self-registration →
Registration form
E-mail text template
Hotline for questions
References
Read User Manual Online (PDF format)
Download This Manual (PDF format)

GSTAAD Guest Cards in the WebClient 4

Login under the following link https://webclient4.deskline.net/GRI/en/login
Enter user name & password
«Sign in»

Guest registrations

After a guest registration has been made via the hotel program solution, the cards for your guests are automatically created and are located directly in the «Guest card system»
The guest data imported via the PMS interface can also be seen under «Visitor regist.» – «Guest registration»

ATTENTION: Guest data from the PMS import must not be treated in the WebClient! It may lead to interface problems!

Any import errors (e.g. if a child is defined as an adult in the PMS or the country code does not match) are displayed under «Guest registration»
In such cases, make the correction in the PMS and transmit the guest data again! (If not possible, contact the PMS provider)
If something changes on the arrival / departure date or the number of people, this must be adjusted in the PMS and the guest registration updated. By updating the guest registration, the changes are also transferred to the CardSystem and new cards can be triggered (if card (s) have been printed previously, you need to print them again).

ATTENTION: if card(s) have been printed, a duplicate must be issued when extending a Gstaad Card – see 4.3.1.

Produce and send guest cards

GSTAAD-Guest-Cards-in-the-WebClient-4-FIG-3

→ The CardSoftware is in German
«Guest registration»
«→ Open guest card system»
The system now changes into the «feratelCa
rdSystem»

Send cards to the same e-mail address

GSTAAD-Guest-Cards-in-the-WebClient-4-FIG-4

«Alle Karten merken» (= «Memorize all cards»)
…or, if not all cards listed under «Zu produzierende Karten» (= «Cards to produce») has to be sent to the same e-mail address: for the desired cards, click on the green arrow «Karten Merken» (= «Memorize Card») (arrow turns red)
Go to the register «Merkliste»
- (= «Memory List»)
Select «MobileCards senden»
- (= «Send MobileCards»)
«Vorlage» (= «Template»): select the desidered language
Check respectively enter the e-mail address
activate at «Merkliste anschliessend leeren»
- (= «Then clear Memory List»)
Click on «MobileCards senden»
- (= «Send MobileCards»)

Send card individually to an e-mail address

click on the desired card (name) in the «Zu produzierende Karten» (= «Cards to produce») menu
Check respectively enter the e-mail address
«Mobile Card versenden» (= «Send MobileCard»)
«Vorlage» (= «Template»)
- select the desired language
(Check email address (adjust if necessary))
Click on «Versand bestätigen»
- (= «Confirm sending»)

Print

If the guest only wants a printed card, click on the desired card in the «Zu produzierende Karten» (= «Cards to produce») menu
Drucken» (= «Print») button button on the bottom right
Please note: As soon as the MobileCard has been sent, this “Print” button disappears.
- In this case, it is advisable to send the card again to your own e-mail address and to print the card from the e-mail attachment.
Use the «Zurück» (= «Back») button (top right) to return to the WebClient.

Send cards for groups of more than 25 persons

PLEASE NOTE: Bei Mehr als 25 Personen:
- Under «Zu produzierende Karten» («Cards to produce»), increase the number of cards of «je Seite» (= «per page») (for 25-49 persons to 50; for 50-99 person to 100; for more than 99 person to 500)
- «Suchen» (= «Search»)
Check at the bottom left whether the number corresponds to the size of the group*
«Alle Karten merken»
- (= «Memorize all cards»)
Go to register «Merkliste» (= «Memory List»)
Check at the bottom left whether the number corresponds to the size of the group
If necessary, increase the number of «je Seite» (= «per») and click on «Suchen» (= «Search»)
Aktion für alle gelisteten Karten (= Action for all listed cards): Select «MobileCards senden» (= «Send MobileCards»)
«Vorlage» (= «Template»): select the desired language
Check respectively enter the e-mail address
activate at «Merkliste anschliessend leeren»
- (= «Then clear Memory List»)
Click on «MobileCards senden»
- (= «Send MobileCards»)
If several groups are listed under «Zu produzierende Karten» (= «Cards to produce»:
- Filter by date of stay: «Gültig von/bis» (= «Valid from/until») (select date via calendar!)
- «Suchen» (= «Search»)
- This will only display the cards to be sent in the corresponding group.

Travel groups (if not transmitted via PMS)

Only relevant if your PMS cannot transmit groups!
- Travel groups can be entered either via Pre-CheckIn (4.1.) Before arrival by the tour group leader, or by yourself via pre-registration (4.2.) in the WebClient.

Pre-CheckIn Creation of guest cards using guest’s self-registration →

recommended!

Setting up & sending the Pre-CheckIn link

«Visitor regist.» – «Pre-CheckIn»
Register «Link and form configuration»
Here you can create a logo, host photo as well as introduction and complementary close text, which will later be displayed to the guest during self-registration. These settings can be changed at any time.
You can now send the pre-checkIn link, which is also displayed on this page (see picture below), to the tour group leader in advance (either incorporated into your own booking confirmation or in a separate e-mail) so that they can enter their data for the guest cards themselves before arrival.
- → see «6 E-mail text template», (example)

Receipt of Pre-CheckIn & saving pre-registration

After successful self-registration of the tour group leader you will receive a notification by email
Click on «here» to get directly to the checkIn details
Alternatively, you can call up the data under «Pre-CheckIn» – «List» and open by clicking on the name or on «Details» (symbol on the right)
«Convert to pre-registration» → «Open as preregistration»
Check data and adjust if necessary
If everything is correct, «Produce guest card»
The system now changes into the «feratelCardSystem»
Further see «3 produce & send guest card».

Variant 2: Creation of the guest cards by direct entry of a pre- registration

«Guest registration»
«New preregistration» – «+ Travel group»
Under «Main guest» (= tour guide) fill in at least all the data with / ; if known, also e-mail
- «Agree to send personal data to card» must be activated, otherwise the guest cards will not be produced.
Record the number of guests (without guide) per group of people «Pflichtige» (= adults from 17 years) / «Kinder 12-16» (= children 12-16 years) / «Kinder – 11» (= children up to 11 years)
- Children under 6 years of age do not have to be registered (do not receive a Gstaad Card)
«Change to group details»
The specified number of guest fields per group of people will now appear
For each group member, first name, last name and date of birth must be entered (other guests: «+ Add guest»)
Important: The data must be filled in correctly. The guest cards are personal, nontransferable and only valid with the name and birthday of the holder. The guest must identify himself on request of the control staff. Therefore, a personal card in their name must be issued for each guest. Abuse is punished.
If individual group members arrive or depart earlier / later, the arrival / departure date can be adjusted via «Edit» for the corresponding guest – “Change arr./dep”.
«Load guest details»
The deviation is indicated by the «i» next to «Edit»
If everything is entered correctly, «Save changes and stay»
If «Save changes and close» is selected.
the pre-registration can then be called up in the submenu “Guest registration” – “Preregistrations” and opened by clicking on the name or via “Details” (symbol on the right).
«Produce guest card»
The system now changes into the «feratelCardSystem»
Further see «3 produce & send guest card».

Modifications to manually entered travel groups

Adjustments to the departure date*, surname, first name, (country/nationality, address) and e-mail as well as the addition and deletion of individual guests can be made in the pre-registration (or in the registration form), even if the card has already been sent by email or printed.
By clicking on «Save pre-registration» (respectively «Save changes» in the registration form), the changes are automatically updated in the CardSystem and new cards can be issued.

Attention when extending a Gstaad Card

If the Gstaad Card(s) has (have) already been sent/printed, a duplicate must be issued and the card(s) sent/printed again so that the validity of the public transport QR code is also updated and the guest can thus use public transport throughout their stay:
- «→ Open guest card system» (top right)
- «Karte suchen» (= «Search card»)
- If the card(s) you have just extended does/do not appear at the top, search by surname
- Click on the desired card (name)
- «Duplikat produzieren» (= «Produce duplicate») (previous card is blocked as a result)
Begründung (= Reason): select «Aufenthalt verlängert» (= «Stay extended)
«Duplikatdruck bestätigen» (= «Confirm duplicate print»)
If a printout is desired: print Print@Home version
If a MobileCard is desired:
- «Mobile Card versenden» (= «Send MobileCard»)
- (Check email address (adjust if necessary))
- «Versand bestätigen» (= «Confirm sending»)

Date of arrival or date of birth

The date of arrival and date of birth can only be adjusted before the card is printed/ sent.
- If the card has already been sent by e-mail or printed, the pre-registration must be deleted (respectively the registration form cancelled) and recreated.

What happens when a group cancel at short notice or does not arrive (no show)?

If a group, for which a preregistration has already been saved, do not arrive, the preregistration can be deleted:
- Call up the pre-registration
- Symbol on the right – «Delete»
- If a pre-registration has already been converted into a registration form or a registration form has been created directly, it must then be cancelled.
- Open the registration – «Cancellation»
- Enter the reason for cancellation
- «Save changes

Registration form

The registration form is currently not relevant and therefore does not need to be completed
Important
- As before, the overnight stays are reported by Excel list to [email protected] (electronic billing in the WebClient is not possible)!
- Contact for questions about the visitor’s tax invoice: [email protected], Tel. +41 33 748 81 89
Please note
If all mandatory fields required for the registration form are filled in, the preregistration will automatically be converted into a registration form 14 days after arrival.
- From then on, the guest registration will no longer be under “Preregistration” but under «All», «Currents» and «Arrived». The automatic conversion can be recognised by the cogwheel symbol behind the registration number.
- Adjustments (except arrival date) are still possible on the registration form. The changes in the CardSystem are automatically updated by clicking on «Save changes» and new cards can be triggered (if card (s) have been printed, print them again).
If a registration form is cancelled, the guest card will be blocked and a new registration form must be issued:
Click on the cancelled registration form under the «All» tab
«Duplicate»
Adjust arrival date if necessary, enter planned departure
Make the necessary adjustments to guest data
«Save changes and close»
Open the registration form and «Produce guest card»
For more, see «3 Produce & send guest cards».

E-mail text template

As guests paying a visitor’s tax, you receive the guest card (Gstaad Card) for the duration of your stay. Enjoy the diversity of the region with your Gstaad Card and discover many exciting offers. Various discounts or free services are included in our guest card. You will find an overview of all the benefits at: www.gstaad.ch/gstaadcard. You can sign up here for you and the co-travelling persons: xxx* Once your data has been verified, the Gstaad Card will be sent by email.

*) please insert the self-registration link here.