How to Create an Agency Profile
Last updated:
Sep 29, 2025
1 min
You can view and edit all profiles created on HotelRunner PMS by navigating to PMS > Guest Relations > All. Additionally, you can add a new profile independently of any reservations.
🔔 Note: To prevent duplicate records, it is recommended to verify whether the profile you intend to create is already registered by checking under the Name heading before adding a new agency.
1. Access the Agency Profile Creation Screen
- First, click the Add Guest button and then click the Agency button.
2. Complete Basic and Visual Information
- Navigate to the Basics section of the Add Guest screen.
- At a minimum, enter the Agency Name (required for profile creation). You can click Save here or continue.
- Optionally, fill in: Guest Type, Segment, E-Mail, Phone, and Tags (for internal notes).
- In the Color field, select a color to ensure reservations associated with this agency are displayed with the selected color in the PMS Room Calendar.
3. Define Address Information
- In the Address Information section, enter the agency’s address details: Country, Province, District, Postal Code, and Address (using free text entry).
4. Define Billing Address and Account Details
- In the Billing Address section, select the Receipt Type as Individual or Company.
- Based on the selection, enter the required Company Title/Name and Surname, along with Tax Office and Tax Number.
- Fill in the invoice address details: Country, Province, District, Postal Code, Address, Address (continued), Phone, and Fax.
- Optionally, add the Receipt / Accounting E-mail Address and Account ID.
- If the profile will be used for Accounts Receivable tracking, check the box in the Receivable Account field.
5. Save the Profile
- Click the Save button to finalize and save the Agency profile you created.