How to set up the RMS Booking Engine to use the RMS Vault, and when the Vault is used automatically.
Overview
The RMS Vault securely stores guest credit card details captured during an online reservation or entered manually in RMS.
The RMS Vault is storage only and does not include payment processing. Card details are held in encrypted storage so an authorised user can retrieve them and process the payment manually.
To store credit cards and process payments within RMS, a Payment Gateway must be used.
The RMS Vault is used with the RMS Booking Engine in two ways. A Property can select it as the Gateway Provider for online bookings, which is covered in the Guide below. It is also used automatically when the Property's Payment Gateway is not supported on the RMS Booking Engine, in which case no setup is required.
The Card Security Code (CVV) is not displayed in RMS. It is sent to the property's email address in a password-protected PDF, and the default password for that PDF is the property's RMS Client ID.
Stored credit card details are encrypted and are removed from RMS 14 days after the reservation's original Departure Date, unless a future reservation exists for the same Guest Profile.
Card details stored during the online booking process are linked to that reservation and Guest Profile only. They stay visible on the original reservation with the original Guest Profile: changing the Guest Profile on the reservation, or creating a new reservation for the same Guest Profile, will not carry the stored card details across.
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.
Guide
In the side menu of RMS, go to Setup > Online Bookings > Online Options.
- Navigate to the Payment Options/Fees tab.
- Select RMS Vault as the Gateway Provider.
- Select Save.
- Navigate to the Deposits tab.
- Select the tick box for No Deposit or Payment for IBE Reservations.
- Select Save.
Tip! After saving changes to setup, Users should log out of RMS and then log back in to ensure the database updates and reflects the modifications.
When the RMS Vault is used automatically
A Property does not have to select the RMS Vault to use it. The RMS Booking Engine stores guest credit card details in the RMS Vault automatically when the Property is on a Payment Gateway that the Booking Engine does not support. No setup is required, and the steps in the Guide above do not need to be completed.
The guest is asked for their credit card details at checkout and the booking completes as normal. No payment or deposit is taken online, even where a Deposit Rule has been configured in Online Options or at Rate level. The Property then retrieves the card details from the Vault and processes the payment manually, using an on-site terminal or its Payment Gateway when creating a Receipt.
Please Note! RMS Vault fees apply when card details are stored in the Vault this way, in the same way as when the RMS Vault is selected as the Gateway Provider.
Where a Property has no Payment Gateway configured at all, the card details step appears only if a deposit has been configured. With no Payment Gateway and no deposit, the guest is not asked for card details and nothing is stored in the Vault.
Please Note! Support for individual Payment Gateways on the RMS Booking Engine is expanding. For the current status of each gateway, see the Payment Gateways table in The New Booking Engine.
To collect a deposit online, switch to RMS Pay or another supported Payment Gateway. For the full breakdown of what a guest is asked to pay in each configuration, see Deposit for the RMS Booking Engine.
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