A guest database that builds itself from your bookings
Every reservation in Rotahr creates or updates a guest profile automatically, so you end up with a real customer database — visit counts, spend, no-shows, tags and notes — without anybody maintaining a list, and loyalty tiers and points sit on top of it.
Most independent venues have no idea who their regulars are, in the sense of being able to name them or reach them. The information exists, spread across a booking diary, a card machine and the memory of whoever is on the door. It's never in one place, so it's never used.
Because profiles are built from bookings you're already taking, the database is a by-product rather than a project. Search and filter by tag, see visit statistics and no-show history, and add the manager notes that make a returning guest feel recognised — the allergy, the usual table, the anniversary.
Email is deliberately consent-gated. You can send to guests who have opted in, and the ones who haven't are excluded rather than quietly included. Duplicate profiles can be merged, and a guest can be anonymised on request in a way that satisfies a deletion request without shredding your booking history.
On top of the profiles sit loyalty and campaigns. Spend recorded against a guest — entered by hand or imported from a CSV — drives visit counts, average spend and a tier: Bronze, Silver, Gold, and VIP once lifetime spend passes your threshold. Points accrue per unit spent and staff redeem them at the till against a value you set. Campaigns build a list from a segment — lapsed regulars, birthdays this month, VIPs — and queue as a draft for a human to read before anything leaves the building. Nothing sends on its own.
What it does
Automatic profile building
Reservations create and update customer records, and existing reservations can be backfilled into profiles when you start.
Visit and no-show statistics
Visit counts and no-show history per guest, which is both a marketing signal and a Saturday-night decision aid.
Tags and manager notes
Tag guests however your team thinks — regulars, allergies, VIP, corporate — and add notes staff can see before service.
Consent-gated email
Send from within Rotahr to opted-in guests only, so a marketing send can't accidentally become a compliance problem.
Merge and clean
Merge duplicates created by name variations and phone-number differences, so counts mean something.
Spend history and averages
Per-guest transactions entered by hand or imported from a CSV, giving lifetime spend, average spend per visit and a favourite-dishes list.
Loyalty tiers and points
Bronze, Silver and Gold on visit count, plus a VIP tier triggered by lifetime spend, with points earned per unit spent and redeemed at the till at a value you set. Thresholds and point value are yours to change.
Campaigns with a draft review queue
Build a list from a segment — lapsed regulars, birthdays this month, VIPs, no-show risks — and the campaign is queued as a draft for someone to read and approve. Nothing is sent autonomously.
GDPR handling
Anonymisation and CSV export, so deletion and access requests have an answer that isn't manual.
Who this is for
Venues with a busy diary and no marketing list, and anyone who has wanted to fill a quiet Tuesday and had no one to tell.
What it doesn't do
- —It's not a marketing automation platform. Campaigns are queued as drafts for a human to approve, and there are no drip sequences and no A/B testing — deliberately, because an unsupervised send to a guest list is how venues get themselves in trouble.
- —Guest spend has no automatic feed from the till. Transactions are entered by hand or imported from a CSV; a connected POS gives you day-level sales, not who spent what.
- —Guests who never book — walk-ins — don't create profiles, so a wet-led bar will see thinner coverage than a restaurant.
- —Loyalty is points and tiers held in Rotahr and redeemed by a member of staff. There is no plastic card, no wallet pass and no self-serve guest login.
Common questions
Do I need to import anything to start?
No. Existing reservations can be backfilled into profiles, so the database has history from day one rather than starting empty.
Can I email everyone in the database?
Only guests who have consented. That's deliberate — a list you can legally email is worth more than a bigger one you can't.
What if the same guest is in there twice?
Merge the profiles. Visit history combines rather than one record being discarded.
How does the loyalty scheme work?
Guests move through Bronze, Silver and Gold on visit count, and into VIP on lifetime spend. Points accrue per unit spent and staff redeem them at the till against a value you set. Both the thresholds and the point value are configurable.
Will a campaign send by itself?
No. A campaign builds its list from a segment and then waits as a draft until somebody approves it. That is deliberate.
See it with real data
A full demo venue, nothing to sign up for. First month free if you keep it.
Open the demoWorks with
Bookings & floor plan
Take reservations, assign them to your actual table layout, and see tonight's floor at a glance. Guest history builds automatically.
Bookkeeping & receipts
Snap a receipt or delivery note and AI reads the vendor, date, total and tax. Category totals, P&L, tax summary and CSV export for your accountant.