Guide to setting up and using Special Events in RMS.

Overview

Special Events can be used to highlight local events or special occasions that staff or guests may need to know about when creating a reservation.

A Special Event can be assigned a colour and will display on the Booking Chart, Add Ons Chart, Availability Chart and Rate Manager.

Special Events can be set to 'Hide from Charts' if needed, and they can also serve as reminders for staff.

Options for Special Events include displaying a warning to a User when a reservation is created within the Special Event date range and hiding the Special Event from Charts. If the User proceeds with the reservation, the Reservation Audit Trail will record the acceptance of the Special Event.

Pop-up warnings will also appear when reservation dates are changed to fall within a Special Event period, and on the Quick Quote screen if the dates entered fall within a Special Event period.

Guide

In the side menu of RMS, go to Setup > Lookup Tables > Special Events.

1. Select Add.
   
    
2. Enter a Description.
3. Select a Colour.
4. Select the Date Range.
5. Select a Property (Optional). 
   An Enterprise database can use this option to add the Special Event to All Properties if needed.
6. Enter Special Event Notes (Optional).
7. Select the tickbox Display warning when reservation is made with special events date range (Optional). 
   See the Special Event Warnings section below for details on how this feature works.
8. Select the tickbox to Hide Special Event from Charts (Optional).
9. Select Save/Exit.
   
    

Special Event Warnings

When the Display warning when reservation is made with special events date range tickbox is enabled on a Special Event, RMS will prompt Users with a warning when they create or modify a reservation that falls within the Special Event date range. This feature helps ensure that staff are aware of important events, and can inform guests before confirming a booking.

Warning: When Saving a Reservation

When a User saves a reservation that falls within a Special Event date range, a pop-up warning will appear displaying the Special Event details. The warning includes a Yes/No prompt, allowing the User to acknowledge the event before proceeding.

 

The response selected by the User (Yes or No) is recorded on the Reservation Audit Trail, providing a clear record that the User was made aware of the Special Event when the booking was created or modified.

 

Warning on Quick Quote

When creating a booking via Quick Quote, the Special Event warning is displayed as an informational prompt. This prompt appears when a matching Property and Date combination is selected.

 

The Quick Quote warning is designed to allow the User to inform the guest about the contents of the Special Event warning or message before the booking is finalised.

Warning on Date Changes

If an existing reservation's dates are changed to fall within a Special Event period, the same pop-up warning will appear, prompting the User with a Yes/No response. This ensures that staff are alerted to Special Events even when modifying an existing booking, not only when creating a new one.