A Reservation Portal for Guests to manage their reservation(s) in RMS.

Overview

The Guest Portal is an optional feature that provides guests with an online area to manage their reservations.

The Guest Portal URL can be linked to the property website and the RMS Booking Engine, and Guest Portal merge fields can be used in SMS and email templates sent from RMS.

Guests can log in securely to the Guest Portal using their mobile number or email address to receive a single-use access code.

The mobile number or email address used for login must match the contact information saved on the Guest Profile.

Using Auto Guest Merge will ensure Guest Profiles are maintained with the most up-to-date contact information.

More Information

You can configure the Guest Portal to let guests view, cancel, or manage their reservations. This can include making payments, purchasing extras via Requirements, completing Check-in, Check-out, and/or Pre-Check-in, signing up for Guest Rewards, and viewing or updating their Guest Profile.

You can add photos for a Property, Category, Area, or Requirement. These images will appear on the login screen, as well as on the Reservation and Requirements screens in the Guest Portal.

Pre-Check-in allows you to collect payment, photo identification, and an optional Guest Declaration at a set time before the guest arrives at the property.

Payments made through the Guest Portal require a Payment Gateway. You can configure payments to allow specific charges to be selected, or to default to the Projected Reservation Account Balance. You can also define payment rules for Pre-Check-in, Check-in, and Check-out.

The Make a Payment option is not displayed for reservations in Quote status.

Requirements can be made available as extras for purchase in the Guest Portal. Any purchased Requirements are added to the reservation in RMS.

Preferences can be used to share tailored information with guests and to arrange personalised accommodation based on their requests.

Message Centre Notifications can be customised to control which actions in the Guest Portal will trigger a notification to the property in the Message Centre.

Guest photo identification upload can be enabled and set as mandatory. Uploaded files are stored on the Photo tab of the Guest Profile in RMS.

If you allow guests to view and edit their Guest Profile, they can also add information for additional guests on the reservation.

Enterprise customers can use the Enterprise RMS Client ID or an individual Property's RMS Client ID.

https://guestportal.rmscloud.com/Login/Index?clientId=xxxxx

Setup

Guest Portal Activation

To activate the Guest Portal for use, in the side menu of RMS, go to Setup > Portal Access > Guest Portal.

1. Navigate to the 'General Options' tab.
2. General Options
   1. Select the checkbox 'Enable Guest Portal'.
   2. Enable Messaging (Optional)
      Selecting this will allow the Guest to Message the Property through the RMS Message Centre. 
   3. Allow contacting the Property (Optional)
      Selecting this will show the Email Address so the guest can Email the property.  
3. Header Display Options
   1. Show Property Logo (Optional)
      Selecting this will show the property Logo on the Guest Portal. 
   2. Show Greeting in header (Optional)
      Selecting this will display the text "Welcome Guest Name" at the top of the Guest Portal. 
   3. Show only Terms & Conditions and Property Website under the 'Information' menu. (Optional)
      Selecting this option will result in the Terms & Conditions only showing in the Information Dropdown menu.
      The Terms and Conditions link is displayed in two locations on the guest portal. 
      1. In the Information Drop Down Menu
      2. In the Footer at the bottom of the page. 
   4. Select Save.
      
       

Guest Profile Settings

1. Navigate to the 'Guest Profile Settings' tab.
2. Profile Options.
   1. Allow access to profile information (Optional)
      This will allow the Guest to see their Profile Information. Eg, Phone Number, Address, etc.
   2. Allow updates to profile information (Optional)
      This will allow the guest to edit their profile information. Eg, Phone Number, Address, etc.
   3. Allow Additional Guests to be added to the Reservation (Optional)
      This will allow the guest to add information for the additional guest on a Reservation.
   4. Ignore Mandatory field requirements for additional Guests (Optional)
      If Additional Guests are added to the reservation, this option will allow the guests to be added without the Mandatory information that is required for the Primary guest. Eg, Mobile Number and Email Address. 
   5. Allow Guest to upload Photo ID/Passport (Optional)
      This will activate the Photo Upload function, and Photos are stored on the Photo Tab of the Guest Profile. 
   6. Photo ID/Passport Mandatory (Optional)
      If this is selected, the Primary Guest is required to upload Photo ID. 
3. Select Save.
   
    

Reservation Settings

1. Navigate to the 'Reservation Settings' tab.
2. Display Options.
   1. Show Reservation Stay Dates (Recommended)
   2. Show Check-in Time (Optional)
   3. Show Check-out Time (Optional)
   4. Show Reservation Reference Number (Recommended)
   5. Show Reservation Status (Recommended)
      This is the Reservation Status of Confirmed, Unconfirmed, Pencil, etc.
   6. Show Reservation Total (Optional)
      This is the Total Rate displayed on the reservation and does not include Requirements. 
   7. Display the tax amount on the Rate breakdown screen even though it is included in the Rates (Optional)
   8. Show Rate Breakdown (Optional)
   9. Show ETA field - Estimated Time of Arrival (Optional)
   10. Allow Modification of Arrival Times Between (Optional)
       Select the Allowable Arrival Times.
   11. Show Reservation Account Balance (Optional)
       This will show the Actual balance of the account, or if you have Projected Balance activated, it will show the Projected Balance instead.
   12. Show Category Display Name (Optional)
       If Selected, the Short Description of the Category is Displayed.
       If Not Selected, the Guest Description of the Category is Displayed. 
         
3. Options.
   1. Allow Reservation Creation (Optional)
      This option will display an "Add Reservation" option on the Top Toolbar of the Guest Portal. 
      You will then need to select which Booking Engine is used for Add a New Reservation. 
   2. Allow Reservation Cancellation (Optional)
      This option allows the guest to cancel their reservation via the Guest Portal.
      When enabled, any applicable cancellation policy, fees, charges, or refunds configured on the reservation’s rate or setup will be applied automatically when the guest cancels.
   3. Allow Upgrade Notifications - Inactive and Coming Soon
   4. Allow modification of a Reservation - Inactive and Coming Soon
   5. Allow printing of Reservation confirmations - Inactive and Coming Soon
   6. Allow viewing Future Reservations (Recommended)
      This will display Future Bookings in a Separate Tab on the Guest Portal
   7. Allow viewing Current Reservations (Recommended)
      This will display Current Bookings in a Separate Tab on the Guest Portal
   8. Allow viewing Past Reservations (Optional)
      This will display Past Bookings in a Separate Tab on the Guest Portal  
4. Enter an Alternate Website to redirect to on logout.
   When the guest Logs Out of the Guest Portal, enter the website you want to redirect them to.
   1. Show Bill Category Set against the reservation.
      If the guest is being billed for a different category than what they are staying in (Eg, an Upgrade), this will show that category instead.  Bill Category
5. Select Save.
   

Accounting Defaults

1. Navigate to the 'Accounting Defaults' tab.
2. Accounting Options.
   1. Allow Credit Card Payments (Optional)
      1. Allow Selection of Charges for Payment (Optional)
      2. Charge a Credit Card Transaction Fee (Optional)
         1. Enter a Credit Card Transaction Fee Percentage.
   2. Allow Printing/Emailing of Statements (Optional)
      1. Select the checkbox for the Account Types.
   3. Allow reprinting of Invoices (Optional)
3. Account Included for Remaining Balance. (Optional)
   1. Select the Accounts to be included in the Remaining Balance, and if you would like to show the breakdown of Charges for the accounts. 
4. Billing Options.
   1. Hide the Reservation Total when the Bill To is not set to Guest (Optional)
   2. Hide the Account Balance when the Bill To is not set to Guest (Optional)
5. Deposit Options.
   1. Show Deposit Required (Optional)
      If the reservation is made online, the Deposit will already be paid. This option is only beneficial to reservations made directly/In-House or if "Second Deposit" is used. 
      1. Include Bond Amount in the Deposit Required (Optional)
6. Select Save.
   
    

Terms & Conditions

1. Navigate to the 'Terms & Conditions' tab.
2. Custom Terms and Conditions Tick Boxes (Optional)
    Up to 5 items can be added as "I Agree" Tick Boxes to the Terms and Conditions. If nothing is entered here, they will not show. 
   1. Expand Terms and Conditions will show all Terms and Conditions on the Guest portal at all times. If not selected, the Terms and Conditions are collapsed into a single line titled "Terms and Conditions", and the user will need to click on it to see the Terms and Conditions expanded. 
3. Enter the Property Terms & Conditions.
   On the Guest Portal, these Terms and Conditions are displayed above the Terms and Conditions Tick Boxes. 
4. Select Save.
   
    

Message Centre Notifications

By default, notifications will be delivered to the Primary System Administrator’s Message Centre whenever a guest performs any of the following actions within the Guest Portal.

• Payment Taken
• Updated Guest details
• Cancelled reservation
• Pre Check-in
• Add Extras
• Sent Forms for approval
• ETA

The Message Centre Notifications tab within the Guest Portal setup is a legacy feature, and these actions will trigger notifications in the Message Centre regardless of whether the option is selected.

Additional Guest Portal setup includes:

• Pre-Check-in
• Check-in & Check-out
• Digital Check-in
• Preferences
• Requirements
• Colour Theme
• Photos