Learn how to use Report Writer to build search templates, refine results, and export customised data from your RMS database.

Overview

Report Writer is a powerful tool that allows you to extract and transform data from your property's RMS database into fully customised reports.

You can create search templates based on a wide range of RMS fields, enabling you to filter and export only the specific data you need.

Use Report Writer to generate custom reports, mailing lists, mailing labels, and more—tailored to suit your operational and reporting needs.

Search

The first step in using Report Writer is to create a search template. A search template defines the criteria RMS will use to extract the desired data and can be built using a wide range of available fields.

1. Go to Utilities > Report Writer or select the Shortcut Icon.
2. Enter a Template Name.
3. Under Property Against, select the relevant Property.
4. Choose a From Category to define the data source.
5. Select a Field you want to filter.
6. Define the Field Criteria to set your search condition.
7. Click Add This Statement to add it to the template.
8. Click Save Template to save your search configuration.
9. Click Show Matches to display the data that meets your criteria.

A list of all records in RMS that match the criteria defined in the Search Template will be displayed.

Advanced Search

Advanced search templates allow you to refine results in Report Writer by applying more specific criteria, helping to narrow down matches before exporting the data.

1. Navigate to Utilities > Report Writer (or select the Shortcut Icon)

2. Enter a Template Name.

3. Set the Range Boundary.

4. Under Property Against, select the relevant Property.

5. Choose a From Category to define the data source.

6. Select the Field you want to filter by.

7. Define the Field Criteria by selecting and entering the required values.

8. Click Add This Statement to include it in the Statement List.
   
    

9. To add additional criteria, repeat steps 5–8 for each additional statement.

10. Click Save to store the template.

11. Click Show Matches to display the records that meet your criteria.
    
     

Export

The Export feature in Report Writer enables you to extract specific information from the results generated by a search template. Once your template is created, the matching records can be exported in a variety of formats, allowing you to tailor the output to your reporting, marketing, or operational needs.

1. Select the desired Search Template.

2. Click Show Matches to display the results.

3. Click Export.
   
    

Create an Export Template (first time or when needed)

1. Click Add to create a new export template.
   
    

2. Enter an Export Template Name.

3. Choose a From Category to define the data source.

4. Select a Field to include in the export.

5. Click Add Field to add it to the export list.
   
    

6. Repeat steps 7–8 until all required fields have been added.

7. (Optional) Adjust the Field Order.

8. Click Save to save the export template.

9. Click Export to extract the data.
   
    

Run the Export

1. (Optional) Select Remove Formatting.

2. Click Export to generate the file.
    

Result

A .csv file downloads containing the selected fields for the matching records.

Examples

The extensive range of data available in Report Writer offers virtually limitless possibilities for creating customised reports and exports tailored to your specific needs.

Here are a few examples of how Report Writer can be used:

• Campaign Mailing List
• Guest Classification Mailing List
• Long Term Guest Mailing List
• Daily Payment Mode Report
• Guest Length of Stay Report
• Mailing Labels