A
Mrs. Eleanor Aldine
Member since 2019- Corner table, far from the kitchen
- No shellfish. Prefers Burgundy
- Delta One, aisle seat 2D
- Granddaughter turns 9 on June 14
Always send flowers with the confirmation.
Member profiles for concierge teams that remember every detail
MyRolodex keeps member profiles for concierge teams in one shared place: preferences, allergies, family and birthdays, loyalty programs, travel documents and payment methods. Whoever picks up the phone knows the member as well as their usual concierge.
Showing Mrs. Eleanor Aldine: Corner table, far from the kitchen. No shellfish. Prefers Burgundy. Delta One, aisle seat 2D. Granddaughter turns 9 on June 14. Always send flowers with the confirmation.
A member shouldn’t have to explain themselves twice
Mrs. Aldine has told her concierge many times that she wants the corner table and that she doesn’t eat shellfish. If that concierge is on holiday and a colleague books a table by the kitchen with a seafood tasting menu, the relationship takes a hit.
Spreadsheets and personal notes can’t keep up with how much your team learns about each member. Details get recorded in one place, updated in another and forgotten in a third. A profile only works if it’s the one place everyone uses.
How a profile builds up over time
- 1
Import what you already have
Bring in members from spreadsheets or your current CRM. Names, contact details, family members and known preferences carry over, so profiles are useful from the first day.
- 2
Details accumulate as you work
When a member mentions a new allergy in a text or a concierge notes a seat preference after a flight, it goes on the profile. Synced conversations sit alongside for context.
- 3
Everyone works from the same record
Before booking anything, any team member can see what this member likes, who they travel with and which loyalty numbers to use. No one has to call the usual concierge for a reminder.
- 4
Profiles feed the rest of your work
Requests pick up the relevant preferences on their own, intelligent insights draw on family dates and expiries, and the member app shows what the member is allowed to see.
What a member profile holds
- Preferences and allergies
- Seating, cuisine, room type, wine, car and airline preferences, plus allergies and dietary needs shown clearly on every related request.
- Family members and birthdays
- Spouses, children, grandchildren and their birthdays, so the Moreau son’s nut allergy is known when your team books a family dinner in Gstaad.
- Loyalty programs
- Airline, hotel and card program numbers and status levels, ready to add to a booking without asking the member again.
- Travel documents
- Passport and license details with expiry dates, while the scans themselves are stored securely in the vault.
- Payment methods
- The cards a member prefers for different kinds of booking, with access limited to the team members who need them.
- Member profiles shared by your whole concierge team
- Every profile is visible to everyone with permission, and changes are recorded, so knowledge belongs to your company instead of one person’s memory.
Works well with
- Request managementEvery dining, travel, event and gifting request, with an owner and status.Learn more about request management
- Secure vaultEncrypted storage for passports, licenses and cards, with expiry tracking.Learn more about secure vault
- Intelligent insightsSuggestions on what each member needs next, approved by your team.Learn more about intelligent insights
Member profiles: common questions
Anything else, write to hello@myrolodexcrm.com.
What happens to member knowledge when a concierge leaves?
It stays. Preferences, family details and history live on the member’s profile, not in a personal notebook or phone. The next concierge can read what their predecessor learned and carry on without the member noticing a change.
Can we add our own fields to a profile?
Yes. The standard fields cover what most concierge teams track, and you can add your own for anything specific to your members, such as a preferred tee time or a regular florist. Custom fields appear on every profile and can be searched.
Who can see sensitive details like payment methods?
Access is set by role. Managers decide who can view payment methods and travel documents, and the rest of the team sees only what they need. Every change to a profile is recorded with the name of the person who made it.
How do we get our existing members into MyRolodex?
Most teams import a spreadsheet or an export from their current system. We map the columns to MyRolodex fields with you, so preferences, family members and contact details land in the right place rather than in a catch-all notes field.
Can a single profile cover a whole family?
Yes. A household like the Moreau family can share one profile with each person listed, along with their own birthdays, allergies and documents. Your team can then open a request for the whole family or for one person within it.
Your members expect you to remember. Now your whole team can.
Book a walkthrough
Or write to hello@myrolodexcrm.com