What is Zapier?

Zapier is a no-code automation platform that connects RMS Cloud with thousands of apps you already use, no developer needed. Think of it as a bridge that lets your tools “talk” to RMS automatically.

With Zapier, you can:

• Capture guest details from forms, CRMs, or marketing platforms.
• Send those details instantly into RMS Cloud 9+.
• Keep guest information in sync without manual entry.

It quietly handles the data flow in the background so your staff can focus on guests & not data entry.

Fact Sheet

Why use Zapier with RMS Cloud?

• Real-time updates: When a guest submits a form or a lead is created, a guest profile can be created in RMS immediately.
• No more double-handling: Reduce errors and save time by removing manual data entry.
• Connect your ecosystem: HubSpot, Mailchimp, Google Forms, Typeform, Salesforce… plus 8,000+ apps.
• Secure by design: RMS connects to Zapier via secure, property-specific credentials that you control.

How secure is it?

Security is core to both RMS and Zapier:

• Data is encrypted in transit.
• You generate and control your RMS client credentials (unique to your property).
• Access can be revoked at any time.

How it works

Zapier automations are called Zaps. Each Zap has:

• A Trigger (e.g., “New form submission in Typeform”)
• An Action (e.g., “Create Guest in RMS”)

Examples

• A guest fills a Google Form > and a Guest is created in RMS automatically.
• A new lead is added in HubSpot > and RMS creates a guest and sets marketing flags.
• Someone joins your Mailchimp list > and RMS syncs them as a guest profile.

What you’ll need

• An active Zapier account.
• Your RMS Client Credentials (provided by RMS Support/your Account Manager).
• The RMS property ID you’d like to use for new guests (you can set one or use logic to choose it per Zap).

Setup

Connect RMS to Zapier and create your first automation

Create (or sign in to) your Zapier account

• Go to https://zapier.com/ and choose the plan that suits your task volume.

Activate the module in RMS

• Contact RMS Sales to activate the Zapier module.
• Submit a Ticket to RMS Customer Support to requesting the Property WebService Password).
  These are unique to your property and can be managed or revoked by you at any time.

Start a new Zap

• In Zapier, click Create Zap.

Choose your Trigger (the source of guest data)

Pick whichever app collects your guest info:

• Google Forms/Typeform/Jotform: Choose the app’s “New submission” trigger and select your form.
• HubSpot / Salesforce: Choose the app’s “New contact/lead” trigger and select the list/pipeline.
• Webhooks by Zapier (advanced, universal): Choose Catch Hook and paste the generated URL into any tool that can send a POST webhook. Submit a test to let Zapier see the payload shape.

Add the RMS action

• Click '+' to add an action step and choose RMS.
• Select Create Guest (or Update Guest if you’re updating an existing profile).
• When prompted, connect your RMS account using the credentials from Step 2.

• Select the 'Live' server for the Property region - as below.

  

Map your fields (the important bit)

At a minimum, map these inputs to RMS guest fields:

• Property >  propertyId  (use your default property or pass it from the trigger if you operate multiple sites)
• First Name >  guestGiven 
• Last Name >  guestSurname 
• Email >  email  Common optional mappings you may also want:
• Phone >  mobile  (and/or other phone fields)
• Address >  addressLine1/2/3 ,  town ,  state ,  postcode ,  countryId 
• Consent/Comms >  privacyOptIn ,  emailOptOut ,  smsOptOut 
• Marketing Filters >  edmFilter1OptOut ,  edmFilter2OptOut ,  edmFilter3OptOut 
• Custom fields >  userDefined1…16  (13/14 booleans; 15/16 datetimes)
• Notes >  notes  These are the recommended required/optional fields for Create/Update Guest in Zapier and how they’re expected by RMS.

Test and turn it on

• Click Test in Zapier to send a sample guest into RMS.
• If it looks good, Publish your Zap. You’re live!

Popular “recipes” to try first

• Marketing & CRM Sync: HubSpot > Create Guest in RMS (optionally set marketing flags). _
• Event & Pre-check-in Forms: Typeform/Google Forms > Create Guest in RMS (map name, email, phone, consent).
• Newsletter Subscriptions: Mailchimp/Campaign Monitor new subscriber > Create/Update Guest in RMS with opt-in settings.

How “Create Guest in RMS” fits into AI-assisted workflows

Your RMS action is the destination in a smart flow, but you can add steps before/after to make it even smarter:

• Data enrichment/validation (pre-step): clean names, standardise phone numbers, and infer missing fields.
• Conditional logic & branching: route to the right property/segment based on source or campaign.
• Duplicate check: try a “Find guest” step (when available) and only create if not found (reduces duplicates).
• Post-creation follow-up: send a personalised welcome email or start a nurture sequence in your email tool.
• Human-in-the-loop: flag suspicious, incomplete, or low-quality data for review before creating in RMS.

Troubleshooting & Best Practices

• Connection test fails? Re-check the credentials and authorisation header mapping in the RMS connection.
• Wrong field types? Keep to the date/time format above and use true/false for toggles.
• Array responses? RMS returns a single guest object for Zapier to use downstream (the integration normalises this).
• Avoid duplicates: When the Find or Create pattern is available, search by email + propertyId first, then create only if not found.
• Should you have any further questions, check out the Zapier Help Centre HERE.