The Reservation Search feature in RMS provides a flexible way to locate existing reservations using a wide range of search criteria.
Overview
The Reservation Search feature in RMS allows users to locate existing reservations using a wide range of search criteria, making it a powerful tool for quickly accessing booking information.
Accessible from the Toolbar Menu, Reservation Search enables fast lookup by Guest Name, Reservation Number, or Area Description from anywhere in RMS.
- Use the
'Favourite' icon to mark frequently used search fields. These favourites will appear at the top of the list for easy access.
- All available search fields are displayed in alphanumeric order and reflect any customised system labels in use.
- Your selected search options will be saved automatically when you click the 'Exit' icon, streamlining future searches.
To refine results further, you can:
- Filter by Reservation Status
- Apply a Date Filter
- Select the checkbox to display Group Records only
✎ Please Note: RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.
Reservation Search Options
The fields listed below are available to help you perform a detailed Reservation Search. Some fields require an exact match while others support partial (starts-with) matching. The Details column explains the matching behaviour for each field.
| Search Option | Details |
|---|---|
| ABN (Australian Business Number) | Searches for an exact match on the value entered. |
| Account Number | Searches for an exact match on the value entered. |
| Activity | Partial values entered will search the first part of the Activity. |
| Area | Partial values entered will search the first part of the Area. |
| Booking Source | Partial values entered will search the first part of the Booking Source. |
| Category | Partial values entered will search the first part of the Category. |
| Company | Partial values entered will search the first part of Company. |
| Custom Fields | Displays in the list of options using the System Label of the custom field. |
| Partial values entered will search the first part of the email address for a match. | |
| Event Name | Partial values entered will search the first part of the Event Name. |
| Event Number | Searches for an exact match on the value entered. |
| External Reservation Number | Searches for an exact match on the value entered. |
| Group Allotment | Partial values entered will search the first part of the name field selected. |
| Group Name | Partial values entered will search the first part of the Group Name. |
| Guest Name | Option to search for Surname + Given or Given only. Must enter a minimum of 3 characters to search. Partial values entered will search the first part of the name field selected. Surname + Given will search the Surname field for a match followed by the Given if a space is between the search criteria entered. Searches the Primary Guest and any Secondary Guests on all current and future Reservations for a match. |
| Guest Number | Searches for an exact match on the value entered. |
| Guest Status | Searches for an exact match on the value entered. |
| IATA (International Air Transport Association number) | Searches for an exact match on the value entered. This is the agency identification number assigned by IATA to travel agents. |
| Invoice Number | Searches for an exact match on the value entered. |
| Market Segment | Partial values entered will search the first part of the Market Segment. |
| Member Number | Searches for an exact match on the value entered. |
| Online Confirmation Number | Searches for an exact match on the value entered. |
| OTA Reference Fields | Partial values entered will search the first part of the OTA (Online Travel Agency) Reference field selected. |
| PABX (Private Automatic Branch Exchange) Extension | Searches for an exact match on the value entered. PABX is the internal telephone system used by the property. |
| Phone | Matches the value entered with the Phone AH (After Hours), Phone BH (Business Hours), Phone or Mobile field on the Guest Profile. Mobile numbers can be entered with or without a country code and will be matched appropriately using the last 9 digits. Mobile numbers will search the Primary Guest and any Secondary Guests on all current and future Reservations for a match. |
| Post Code | Searches for an exact match on the value entered. |
| Privacy Opt In | Searches for an exact match on the value entered. |
| Rate Type | Partial values entered will search the first part of the Rate Type. |
| Receipt Number | Searches for an exact match on the value entered. |
| Repeat Number | Searches for an exact match on the value entered. |
| Reservation Number | Searches for an exact match on the value entered. |
| Travel Agent | Partial values entered will search the first part of the Travel Agent. |
| VIP (Very Important Person) Code | Partial values entered will search the first part of the VIP Code. |
| Voucher Number | Searches for an exact match on the value entered. |
| Wholesaler | Partial values entered will search the first part of the Travel Agent with a Travel Agent Type set as 'Wholesaler'. |
Guide
In the side menu, go to Reservations > Reservation Search.
Alternatively, you can quickly access it by clicking the Global Search icon in the Toolbar Menu.
- Select a search field from the available options.
- Check the box for the desired Reservation Status.
- (Optional) Choose a Date Filter and set the date range.
- (Optional) Select the Group Records Only checkbox to filter results by group bookings.
- Enter your search criteria based on the selected options.
- Click the Search icon or press Enter to execute the search.
★ Tip: When a single matching result is found, the reservation will be opened automatically.
★ Tip: If multiple matching reservations are found, a list of results will be displayed. You can open a reservation by double-clicking a record or by selecting the hyperlinked Reservation Number or Account Number.
Troubleshooting
If your search does not return the expected results, consider the following:
- If no results are found, check that the correct Reservation Status checkboxes are selected. For example, if you are looking for a checked-out booking, ensure the Departed status is selected.
- If you are searching by Guest Name, ensure you have entered at least 3 characters. Searches with fewer characters will not return results.
- If the search field you need is not visible, it may not be enabled for your property. Contact your RMS administrator to check your system configuration.
- If a Date Filter is applied, results will be limited to that date range. Try removing the date filter to broaden your search.
- If you are searching by phone number and cannot find a match, try entering the number without the country code. Mobile number matching uses the last 9 digits.
- If a search field label appears differently than expected, your property may be using customised system labels. The search options reflect these custom labels.
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