Learn how to access and use the Reservation Audit Trail to track changes and actions on a reservation in RMS.
Overview
The Audit Trail tab on the Reservation provides a complete change log recording all modifications made to the Reservation after its initial creation, as well as actions performed on the Reservation Account, Housekeeping tab, and Hold tab. This feature is essential for tracking who made what changes and when, helping you maintain a clear record of reservation management and troubleshoot discrepancies.
Before You Begin
To access and use the Reservation Audit Trail, ensure you have:
- Access to the Reservations module in RMS
- A confirmed or active reservation open in the system
- View permissions for the Audit Trail tab (contact your system administrator if access is restricted)
Audit Trail Column Definitions
The following information is displayed in the Audit Trail to provide a complete record of all changes:
| Column | Description |
|---|---|
| Date | The date and time when the change or action occurred. |
| View | The location on the Reservation where the change or action occurred (for example, Reservation Details, Account, or Housekeeping). |
| Field Modified | The specific field that was changed. |
| Old Value | The previous value that was set in the field before the change. |
| New Value | The new value the field was updated to. |
| Amount | The numerical value applied for applicable fields or actions (for example, charge amounts or quantity adjustments). |
| Username | The user who performed the action or made the change. |
| Reason | The reason selected for an applicable action (for example, discounts or cancellations). |
Example: Using the Audit Trail
The following example demonstrates how to use the Audit Trail to track changes on a reservation:
You notice that a guest's rate appears to have changed unexpectedly. To investigate, you open their reservation and click the Audit Trail tab. You can see that at 2:15 PM on 12 April 2026, user Sarah Martinez applied a 10% discount to the reservation with the reason "Early bird promotion." By reviewing the Audit Trail, you confirm the change was authorised and understand exactly when and why the rate was modified.
Reservation Account Actions
The following changes and actions on the Reservation Account are recorded in the Audit Trail:
Reservation Details and Account Column Changes
The following changes made to the Reservation Details or Account column are recorded in the Audit Trail:
Housekeeping Tab Changes
The following changes on the Housekeeping tab are recorded on the Reservation Audit Trail:
Hold Tab Changes
The following changes on the Hold tab are recorded on the Reservation Audit Trail:
- Hold Added
- Hold Deleted
- Hold From Date
- Hold To Date
Tips and Tricks
Troubleshooting
I cannot see the Audit Trail tab on my reservation
The Audit Trail tab may not be visible if your user account has restricted permissions. Contact your system administrator to request access to view reservation audit trails.
Why does the Audit Trail show an unexpected change?
Review the Username and Timestamp columns to identify which user made the change and when. The Reason column may provide additional context for actions like discounts or cancellations. If the change was unauthorised, escalate to your manager or system administrator.
The Audit Trail is very long. How can I find a specific change?
Use the Print function to export the audit trail and search using your browser's find feature (Ctrl+F or Cmd+F). Alternatively, look for the specific date and time range in question to narrow down the changes you need to review.
Related Articles
- Reservation Status
- Payment Mode and Reservation Account Bill To
- Adding a Company to a Reservation
- Requirements on a Reservation
- Traces
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