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Traces in RMS

Information on using Traces in RMS.

 

Overview

Traces are inter- or intra-departmental notes used to communicate or delegate tasks across various areas of the system, including the Reservation Account, To Do Chart, Area, Reservation, Company, Travel Agent, Guest, and Groups.

Please Note! Some Users may not see or have access to the functions mentioned in this article. CLICK HERE to find out more.

A Trace can be:

  • Assigned to a Department, with the option to designate a specific User.

  • Set to send a notification to the selected User via the Message Centre.

  • Created with a Due Date or a Repeat Frequency within a specified date range.

  • Marked as 'Completed' by Users with the appropriate Security Profile access.

 

Trace Templates

A Trace Template can be created to automatically pre-fill details for commonly used Traces, helping to streamline the process and ensure consistency across entries. Templates can be configured for various modules, including Area, Company, Travel Agent, Reservation, Guest, and Group.

Please Note! Only templates linked to the selected Department will be available for use within that department.

 

RMS Trace Template setup screen showing a list of existing trace templates configured for modules such as Area, Reservation, Company, Travel Agent, Guest and Group, with columns for Department and Template Name indicating which templates are available to each department.

 

To Do Chart

The To Do Chart allows you to view all Traces for a selected date or date range, with the added flexibility to create Ad hoc Traces that are not linked to an Area, Reservation, Company, Travel Agent, Guest, or Group.

RMS To Do Chart displaying a calendar-style or grid view of Traces for a selected date range, with trace entries listed by Department, User, Due Date and Description, and options to create new ad hoc Traces that are not linked to a specific record.

 

Message Centre Alert

A Trace can be assigned to a Department, with the option to select a specific User and send a notification to their Message Centre to ensure they are alerted.

Trace entry or edit window in RMS showing fields to assign the Trace to a Department and optionally to a specific User, with a checkbox or option enabled to send a notification to the selected user’s Message Centre so they receive an alert.

 

Traces Report

The Traces Report provides a comprehensive view of all Traces within a selected date range, allowing teams to monitor and review outstanding or completed tasks using the applied filters and grouping options.

RMS Traces Report screen displaying filters for date range, department, status and other criteria, with the generated report listing Traces including details such as Due Date, Module (Reservation, Area, Company, etc.), Assigned User and Completed status.

 

Verification

A Trace can be marked as 'Completed' by editing it either from the To Do Chart or via the 'Traces' tab within the Area, Reservation, Company, Travel Agent, Guest, or Group record.

Please Note! A Trace with a Date Range and a Repeat Frequency is saved as one Trace. The To Do Chart shows the Trace on each repeating date, but marking any one date as Completed marks the Trace as Completed for every date in the range. To mark each date as Completed separately, add a separate Trace with a Due Date for each date.

Trace edit window opened from the To Do Chart or a record’s Traces tab, showing trace details and a Completed checkbox or status field marked to indicate the task has been finished, with options to save the updated trace status.

 

 

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