Skip to main content
Submit a Ticket

How can we help?

Security Profile access options - Glossary

A Complete Glossary of Security Profile Access Options

 

Overview

Security Profiles are the foundation of User access control in RMS.

A Security Profile defines exactly what functions and operations each user can perform within the system.

Security Profiles control permissions across accounting, reservations, reporting, setup, and administrative functions.

✎ 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.

 

⚠ Important: All Security Profile options mentioned in this article might not be visible in your database.
The available options can depend on several factors, such as activated modules and regional features.

 

Navigation

The Security Profile screen includes helpful navigation buttons:

  • Allow All grants all available permissions at once, 
  • Expand reveals all sub-functions in collapsible sections, and 
  • Collapse hides them.
★ Tip: Use Expand to see the complete permission list before making any changes.

Security Profiles are configured by navigating to - Setup > Users > Security Profiles.

 

Admin-Level Permissions

Security Profiles grant powerful access to financial transactions, accounting records, and user management functions.

Exercise caution when assigning permissions that allow users to void charges, process refunds, modify closed periods, or access accounts receivable. Regularly audit Security Profile assignments to ensure appropriate access controls.

  • Function: The name of the permission or feature being controlled.
  • Allow: A checkbox that, when enabled, permits the user to access and use this function.
  • ReadOnly: A checkbox that, when enabled, restricts the user to viewing the function without making changes (view-only access).

 

Core Security Profile Fields

Before assigning functions, configure these fundamental profile settings:

Field Description
Profile Name A unique, descriptive name for this Security Profile (e.g., "Front Desk", "Accountant", "Manager"). This identifies the profile when assigning it to users.
Startup Landing Page Defines the first screen users with this profile see when logging into RMS. Options typically include Dashboard, Reservation Screen, Report Screen, or other module entry points based on assigned permissions.
Allow Access to Enterprise Property When enabled, users can view and work with enterprise-level properties and cross-property data. Disable to restrict users to a single specific property only.
Refund Limit Sets a monetary limit on refund amounts users can process. Enter 0 for unlimited, or specify a maximum refund amount to prevent large refunds without managerial approval.

 

Configuring Function Access

For each function listed in this article, set access in the Security Profile editor by ticking the relevant option in the function's row:

  • Allow - the user can open and fully interact with the function (view, create, edit, and delete).
  • Read Only - the user can open and view the function but cannot make changes. Where this option is available, it appears as a separate column next to Allow.
  • No access - leave both unticked. The function is hidden or inaccessible to the user.
★ Tip: Use Allow All to grant full access to every function at once, then remove individual permissions as needed.

Jump to a function group:

 

Accounting

Function Description
RMS Pay Access to the integrated payment processing module including chargeback management and pay-by-link status tracking.
Accounts Receivable Ability to view and manage guest accounts receivable, outstanding invoices, and billing records.
Allow Users to Access Cash Account Permission to view and interact with cash accounting records and transactions.
Allow Users to Access Gift Cards Permission to manage gift card balances, redemptions, and gift card accounting transactions.
Allow Users to Access POS Lite Access to the simplified Point of Sale system for charge and revenue capture in RMS. Only Discounts set to 'Access Allowed' on the user's Security Profile will be available in POS Lite.
Automated Payments Dashboard View automated payment processing status, transactions, and reconciliation information.
Credit Card Reconciliation Ability to reconcile credit card charges against payment gateway settlement reports and banking records.
Quick Account Access Quick lookup and access to guest accounts from various screens within RMS without full Accounts Receivable permission.
Travel Agent Commissions Permission to view, calculate, and manage travel agent commission records and payouts.

Back to Function Group List

Accounting Screen

Function Description
Allow Add Trace Permission to add trace/notes to accounting records for tracking and auditing purposes.
Allow Balance Transfer Ability to transfer account balances between cost centres or categories within the accounting system.
Allow Edit Trace Permission to edit previously added traces/notes on accounting records.
Allow Users to Access Cancel Tax Invoice Button Permission to cancel issued tax invoices that have been previously created.
Allow Users to Access Merge Button Ability to merge multiple accounting records, accounts, or transactions into a single consolidated entry.
Allow Users to Access Sundry Discount Permission to apply discount charges or adjust sundry charges on guest accounts. This restriction is also enforced in POS Lite - only Discounts set to 'Access Allowed' on the user's Security Profile will appear when applying discounts in POS Lite.
Allow Users to Access Tax Invoice Button Permission to generate and issue tax invoices for guest accounts or transactions.
Allow Users to Balance Transfer from Arrive to Unconfirmed/Confirmed Reservation Ability to transfer account balances between reservations in different states (arrival to unconfirmed or confirmed status).
Allow Users to Credit Expiry Permission to expire guest credits that have reached their expiration date or to manually expire credits.
Allow users to ignore credit limit on Bill To Override credit limit restrictions when billing to a company or bill-to account.
Allow Users to Override Credit Card (Pymt Gateway) Transaction Fee Option Permission to override payment gateway transaction fee settings or surcharge calculations.
Allow Users to Post a Credit Sundry on an Account Ability to post credit adjustments or refund sundries directly to guest accounts.
Allow Users To Process Refund Permission to process refunds to guests, subject to any configured refund limits.
Allow Users to Raise Receipts Ability to create and issue payment receipts for guest transactions and payments.
Allow Users to Reduce GST From
Day 1 		Permission to adjust GST (Goods and Services Tax) calculations from the first day of a reservation.
Allow Users to Reverse Receipts Permission to reverse previously issued payment receipts.
Allow Users to Reverse Receipts After Closed Period Ability to reverse receipts even after the accounting period has been closed, with appropriate audit trail.
Allow Users to Reverse Refund Permission to reverse or undo previously processed refunds.
Allow Users To Void A/R Transfer After Closed Period Ability to void Accounts Receivable transfers after the accounting period closes.
Allow Users to Void Charges Permission to remove or cancel charges that have been posted to guest accounts.
Allow Users To Void Charges After Closed Period Ability to void charges even after the accounting period has been closed, with audit trail documentation.
Allow Work on Account After Departure Permission to continue posting charges, adjustments, or modifications to an account after the guest has departed.
Allow Xfer (requires the ability to void charges) Permission to transfer charges between accounts or reservations; requires void charges permission as a prerequisite.
Show Users Create Rate Button On Account Screen Displays the option to create new rate codes directly from the accounting screen interface.

Back to Function Group List

Automations

Function Description
Automated Invoice and Payments Access to configure and monitor automated invoicing schedules and payment processing rules for reservations.

Back to Function Group List

Chart Screens

Function Description
Add-Ons Permission to view and manage add-on items and services available for reservations within the booking chart.
Availability Chart Access to view the availability and occupancy status of accommodations across selected dates and categories.
Booking Chart Access to the core booking/availability chart showing all reservations, availability, and room status. Includes sub-permissions for Data Window and Park functionality.
Job Map View and manage maintenance and housekeeping job assignments visually on a map or grid display.
Interactive Map Access to interactive property mapping tools for viewing accommodations, occupancy, and status by location.
Reservation Position Map View reservations and their positions within the property using visual mapping/positioning tools.
Rate Manager Comprehensive access to rate management tools including rate activation, allotments, restrictions, oversell settings, and rate overrides. Includes 30+ detailed sub-functions for rate control.
To Do Access to task management and to-do list functionality for staff assignments and tracking. Includes add and edit trace permissions.

Back to Function Group List

Clean Screens

Function Description
Allow Access to Clean Button Permission to mark accommodations as clean or initiate housekeeping status updates from the main screens.
Allow Access to Housekeepers Roster View and manage the housekeeping staff roster, assignments, schedules, and productivity tracking.
Set Area To Clean/Dirty Permission to manually update accommodation status between clean and dirty states for housekeeping workflow.

Back to Function Group List

Dashboard Screens

Function Description
Allow User to Modify Dashboard Permission to customize, arrange, add, or remove widgets and displays on the RMS dashboard.
Dashboard (Access) Basic access to view the dashboard and its configured widgets and reports.

Back to Function Group List

EDM (Email Direct Marketing)

Function Description
Create Campaign Permission to create new email marketing campaigns, define recipients, and set campaign parameters.
Reports Access to view EDM campaign reports, delivery status, open rates, click rates, and performance metrics.
Send Campaign Permission to send created EDM campaigns to guest distribution lists.

Back to Function Group List

Events Management

Function Description
Allow Access to Close Budget Button Permission to finalize and close event budgets after the event concludes.
Event Tasks Create, view, and manage tasks and action items associated with events and event planning.
Event Type Permission to view and manage event type definitions and classifications.
Layout Access to design and modify event layout, space allocation, and room setup configurations.
Menu View and manage event menu items, meal selections, dietary requirements, and catering options.
Modify Data on Event Screen Permission to edit event details including dates, budgets, attendees, and other event parameters.
Order Footer Permission to view and manage event order footer details and billing information.
Transfer Sundries To Account Ability to transfer event-related sundry charges to guest accounts for billing.

Back to Function Group List

General

Function Description
Allow Access to In Out Screen Permission to view and use the In/Out board for tracking guest arrivals and departures in real time.
Allow Access to RMS Online Access to web-based RMS portal or online interface for remote system access.
Allow Access to Sending Correspondence Permission to send correspondence (emails, letters, messages) to guests from within RMS.
Allow Access to Training Database Access to a separate training/sandbox environment for learning and testing without affecting live data.
Hide Accomm Values (Show as XXXX) When enabled, masks accommodation and rate values from view, replacing with 'XXXX' for security/privacy.

Back to Function Group List

Guest Rewards

Function Description
Allow Access to Blackout Permission to set blackout dates where Guest Rewards points cannot be redeemed.
Allow Access to Depreciation Ability to manage Guest Rewards point depreciation schedules and expiration rules.
Allow Access to Guest Rewards Level Permission to view and manage Guest Rewards membership levels and tier definitions.
Allow Access to Promotion Create and manage promotions that award or modify Guest Rewards points for guests.
Allow User to Adjust Guest Rewards Permission to manually adjust guest Guest Rewards points balances for corrections or special circumstances.

Back to Function Group List

Guest Screens

Function Description
Allow Access to Client Screen Basic permission to view and access guest/client records and profiles.
Allow Access to RMS Vault Access to secure guest information storage including sensitive documents and payment details.
Allow Add Trace Permission to add notes and traces to guest records for documentation and auditing.
Allow Edit Trace Permission to edit previously added notes and traces on guest records.
Allow User to Access Accounts Receivable View guest accounts receivable balances, invoices, and outstanding payments.
Allow User to Allow Accounts Receivable Permission to enable Accounts Receivable on a Guest Profile and configure Credit Terms. See Guest Accounts Receivable.
Allow User to Delete Correspondence Permission to delete correspondence records associated with guest profiles.
Allow User to Merge Clients Ability to merge duplicate guest records into a single consolidated profile.
Allow User to Modify Address Tab Permission to edit guest address information and contact details.
Allow User to Modify and See Credit Card Details View and edit guest credit card information stored in guest profiles.
Allow User to Modify Banking Tab Edit guest banking information including bank accounts for direct deposits or withdrawals.
Allow User to Modify Contacts Tab Edit guest contact person information, relationships, and communication preferences.
Allow User to Modify Details Tab Edit general guest details including name, identification, and personal information.
Allow User to Modify Direct Debit Mandate Set up and modify direct debit authorization records for recurring guest payments.
Allow User to Modify Owner Contract Tab Edit information on guest contracts related to owner/operator agreements.
Allow User to Modify Photos Tab Add, upload, and manage guest photos and images in their profiles.
Allow User to Modify Subject Tab Edit subject/interest information and preference tags associated with guest records.
Allow User to Modify VIP Codes Assign and modify VIP status codes and special guest classifications.
Bulk Export Permission to export large sets of guest records and data to external formats.
Bulk Import Permission to import and load guest records in bulk from external data sources.
Bulk Update Ability to make mass updates to guest records and information simultaneously.

Back to Function Group List

Help

Function Description
Access Remote Assistance Permission to initiate remote support sessions with RMS technical support staff.
Access Suggestion Box Ability to submit feature suggestions and improvement ideas for the RMS system.
Access Support Tickets Permission to view, create, and manage support tickets with the RMS help desk.
Access Training Notes View training documentation and learning materials for RMS functions and workflows.
Allow RMS Staff Access Permits RMS support staff to access the account for troubleshooting and support purposes.
View Release Notes Access release notes and system update information for RMS version changes and improvements.

Back to Function Group List

Messaging

Function Description
Corporate Portal Permission to manage and send messages through the corporate guest portal.
Email Ability to send emails to guests and contacts directly from within RMS.
Guest Portal Permission to manage communications through the guest self-service portal.
Housekeeper Portal Permission to send messages and task assignments to housekeeping staff through the portal.
Out of Order Portal Access to messaging related to out-of-order accommodation status and maintenance communications.
Owner Portal Permission to communicate with property owners through the owner self-service portal.
Scheduler Access to scheduling and appointment coordination messaging within RMS.
SMS Ability to send SMS/text messages to guests and staff directly from RMS.
User Permission to send internal messages to other RMS users within the system.

Back to Function Group List

Module Market

Function Description
Module Market Property Level Permission to purchase and manage additional modules and add-ons from the RMS Module Marketplace.

Back to Function Group List

Portal Access

Function Description
Corporate Portal Access to corporate user portal for document sharing and corporate guest communications.
Portal Access Client Permission to enable guest portal access for client reservations and communications.
Portal Access Gift Card Permission to enable gift card portal access for balance viewing and redemption.
Portal Access Owner Permission to enable owner portal access for financial statements and property management.
Portal Access Passes Permission to enable passes/membership portal access for card holders.

Back to Function Group List

Report Screens:

Accounting Reports

Accounting reports provide detailed financial analysis, transaction tracking, and compliance documentation. Each permission grants access to the specific report.

Report Function Description
Access Accounting Reports Master permission to access the accounting reports module; other individual report permissions also required.
Advance Deposit Reports on advance deposits received from guests and their application to reservations.
Anti Money Laundering Compliance reporting for anti-money laundering (AML) monitoring and suspicious transaction flagging.
AR Postings Details of all Accounts Receivable postings, adjustments, and transaction history.
AR Statements Customer account statements showing balances, transactions, and aging of receivables.
Audit General audit trail reporting for financial transactions and system changes.
Bali GST Export Export of Balinese Goods and Services Tax data for regulatory compliance reporting.
Bonds Held Reports on security bonds and deposits held from guests for key cards or damages.
Cash Allocation Details of how received cash has been allocated to guest accounts, invoices, and charges.
Cash Charge Budget Vs Actual Comparison of budgeted versus actual cash and charge revenue by period.
Cash Expense Reports on cash disbursements, expense payments, and operational spending.
Cash Transactions Detailed listing of all cash receipt and disbursement transactions.
Cash Transactions Can Modify Dates Permission to adjust transaction dates on cash transaction reports for reconciliation purposes.
Charge Audit Trail Complete audit history of all charges posted to accounts including who posted and when.
Credit Card Reconciliation Reconciliation of credit card charges against payment gateway and banking records.
Daily Cash Summary of daily cash transactions, receipts, disbursements, and balances.
Daily Charge Summary of daily charges posted to guest accounts by category and type.
Debtors Export Export of outstanding accounts receivable in formats suitable for external analysis.
Debtors Ledger Aging report of outstanding receivables showing who owes money and for how long.
Deposits Slip Bank deposit documentation and slip tracking for reconciliation purposes.
Discounts Reports on all discounts applied to reservations and charges by type and amount.
DSFinV-K Export Export for German tax compliance (Datensätze zu Einzelaufzeichnungen von Finanzamtsvorgängen).
End Of Day Daily closing reports showing all transactions, balances, and reconciliation for the day.
Exceptions Report Reporting of unusual transactions, overrides, and system exceptions for audit purposes.
Exclusive Tax Audit Tax audit reports specific to exclusive/luxury properties with special tax treatment.
Fees In Advance Reports on fees and charges collected in advance of guest arrival.
Georgia GST Exemption GST exemption reporting specific to Georgia tax jurisdiction requirements.
Gift Cards Reports on gift card sales, redemptions, balances, and activity.
GST Audit Report Goods and Services Tax audit trail showing all taxable transactions and GST collected.
High Bills Exception report identifying unusually high guest account balances or charges.
In House Guest Balance Current account balances for guests currently in-house or staying.
India C Form Indian tax compliance reporting for goods and services transactions.
India GST Indian Goods and Services Tax reporting and compliance documentation.
Invoice Audit Report / Credit Note Audit trail of all invoices and credit notes issued with modification history.
Invoice List Comprehensive list of all invoices issued by date, customer, and amount.
Journal Report General ledger journal entries showing all debits and credits by account.
Long Term Debtors Report on accounts receivable outstanding for extended periods (typically 90+ days).
Luxury Tax Tax reporting for luxury property surcharges and special luxury accommodations tax.
Manual Pre Authorisation Reports on manual credit card pre-authorization transactions and holds.
Night Audit Daily night audit report showing all transactions from the previous day's operations. (Separate from Night Audit Reports section)
Operations Recap High-level summary of daily operations including occupancy, revenue, and key metrics.
Overdue Invoice List Report of invoices past due date showing customers and outstanding amounts.
Payment Gateway Settlement Reports on credit card payment gateway settlement amounts and timing.
Period Charge Usage Analysis of charge activity across accounting periods for trend analysis.
Philippines Sales Journal Philippine tax compliance reporting for sales and service transactions.
Philippines Statement of Account Account statement format compliant with Philippine tax requirements.
Rate Variance Reports on differences between standard rates and negotiated or override rates.
Revenue Forecast Projected revenue forecasts based on current bookings and rate assumptions.
Service Tax Service tax reporting and compliance for jurisdictions requiring service taxes.
Spain Invoice Export Export of invoice data in Spanish tax-compliant format.
Spain VAT Invoice Invoice format with Spanish VAT (Valor Añadido) tax documentation.
Statements Customer account statements for billing and reconciliation purposes.
Sundry Rental Change Reports on changes to sundry rental charges over time.
Sundry Usage Detailed reporting of sundry charges applied to accounts by type and amount.
Suspense Receipt Reports on unallocated cash receipts held in suspense awaiting application.
Tax Assignment Reporting of tax classifications and assignments to different charges and items.
Tax Exemption Reports on tax-exempt transactions and guests with exemption status.
Tax Report Comprehensive tax reporting summarizing all taxable transactions by tax type.
Thailand VAT Report Thai Value Added Tax reporting and compliance documentation.
Token Pre Authorisation Reports on tokenized payment pre-authorizations for secure payment processing.
Tourism Dirham Tourism tax reporting for dirham-based jurisdictions.
UAE Reservations Detailed Detailed reservation reporting specific to UAE tax and regulatory requirements.
Unpaid Charges Report of all outstanding charges by guest and account.
Verify Accounts Account verification and reconciliation reports identifying discrepancies.
Vietnam VAT Export Export of Vietnamese VAT data for tax compliance reporting.
Void Reasons Report of all voided transactions with reasons and authorization details.
Voucher Transactions Report Reporting on voucher redemptions, balances, and activity.
Invoice Audit Report Detailed audit trail of invoice creation, modifications, and reversals.

Back to Function Group List

Daily Reports

Daily reports provide operational snapshots of daily activities, occupancy, movements, and guest lists.

Report Function Description
Access Daily Report Master permission to access daily operations reports; individual report permissions also required.
Add On Reservation Reports on add-on items and services sold with reservations.
Area Availability Daily snapshot of accommodation availability and occupancy by area or category.
Area Change Reports on accommodations changed or moved between areas or categories daily.
Area Moves Detailed record of guest moves between accommodations or areas.
Area Reservation List List of all reservations sorted by accommodation area or category.
Area Status Verification Verification report of accommodation status (clean, dirty, out-of-order) versus system records.
Arrival List List of guests expected to arrive today or on a specified date.
Arrival/StayOver/Departure Forecast Forecast showing expected arrivals, current guests, and departures for planning purposes.
Attribute List Report of accommodation attributes and features assigned to each room.
Boomgate History Access history and audit trail for electronic gate and access system.
Cancellation/No Show List Report of cancelled and no-show reservations with reasons and timing.
Company Contract Wise Occupancy Occupancy analysis broken down by company contracts and negotiated terms.
Current Guest List Complete list of guests currently in-house with contact and account information.
Daily Facilities Activity Report on facility usage and activity (pools, gyms, event spaces, etc.) during the day.
Daily Movements Cleaning Cleaning and housekeeping movements related to arrivals, departures, and area changes.
Daily Reservation Activity Summary of reservation activity including new bookings, modifications, and cancellations.
Departure List List of guests expected to depart today or on a specified date.
Guest List Comprehensive list of all registered guests and their reservation details.
Guest Meal List Report of guests by meal plan type and dietary requirements.
Guest Summary Summary statistics on guest demographics, origins, and characteristics.
Housekeeper Forecast Housekeeping workload and staffing forecast for the day based on arrivals/departures.
Housekeepers Housekeeping staff roster and assignment details for the day.
Housekeepers Productivity Report on housekeeping staff productivity including rooms cleaned and time spent.
In House Dock List Docking/parking information for in-house guests with vehicles or boats.
In House List List of all guests currently in-house with their accommodations and details.
Job Maintenance Reports on maintenance and repair jobs scheduled or completed for the day.
Linen Numbers Tracking of linen inventory and distribution by accommodation.
Master Name Listing Master list of all names associated with active reservations.
Members Reservation Report on reservations from members or membership program guests.
Out of Order Report List of accommodations marked out-of-order and unavailable for reservations.
Overdue Arrivals Report of reservations where the guest has not yet arrived on or after arrival date.
Overdue Departures Report of guests who have not yet departed on or after their departure date.
Overdue Deposit Report of advance deposits not yet received by their due date.
Parked Reservations Report of reservations in parked or hold status awaiting confirmation or further action.
Passes Report on passes/membership cards and their holders staying in-house.
Phone Activity Log of incoming and outgoing phone calls associated with guests and reservations.
Pre-Check In Report of guests pre-checked in for fast arrival processing.
Print Booking Chart Ability to print the booking/availability chart for physical distribution.
Print Invoices Ability to print guest invoices and statements for distribution or filing.
Registration List Report of all guest registrations and check-ins for the day.
Repeat Charge Report of recurring/repeat charges applied to accounts.
Requirements List Report of special requirements and requests from guests.
Reservation List Comprehensive list of all reservations with full details.
Running Sheet Real-time operational summary sheet showing current status and activities.
RV Configuration Configuration and status report for RV (recreational vehicle) sites and facilities.
Special Event Report of special events occurring today or in the near future.
Statistical Data Statistical summaries of daily operations including occupancy, ADR, RevPAR.
Stock Control Inventory levels and stock status for controlled items and materials.
Tour Bookings Report of tours and excursions booked by guests.
Traces Report of notes, traces, and reminders set for guests or reservations.
Transfers Report of guest transfers and transportation arrangements.
Wardens Staff assignment and warden roster for the day.

Back to Function Group List

Dwelling

Report Function Description
Dwelling Sales reports for dwelling/property units and their financial performance.

Back to Function Group List

Event Management

Report Function Description
Event Orders Reports on event orders, catering, and function-related charges.
Events List List of all events with dates, attendees, and status.

Back to Function Group List

Forex Reports

Report Function Description
Daily Summary Daily foreign exchange transaction summary and currency conversion activity.
Register of Purchase Log of all foreign currency purchases and exchange transactions.
Statement Foreign exchange account statement and balance history.

Back to Function Group List

Guest Rewards / Loyalty

Report Function Description
Activity Report Report of Guest Rewards point activity including awards, redemptions, and adjustments.
Balance Report Report of guest Guest Rewards point balances and expiration status.
Bulk Statements Generate bulk Guest Rewards statements for distribution to members.

Back to Function Group List

Management Reports

Report Function Description
ABS Report Australian Bureau of Statistics accommodation survey export. Provides occupancy and revenue data in the ABS-required format for statistical reporting. Australia-specific.
Access Management Reports Master permission to access Management Reports; individual report permissions are also required.
Allotment Report Reports on group allotments, showing pickup rates, remaining availability, and booking details for each allotment block.
Area Income Summary Summarises income generated by accommodation category or area, showing revenue contribution per room or site type.
Area List Lists all configured areas (rooms, sites, or apartments) in the property with their details and current settings.
Automated Payments Report Shows the status and results of automated payment processing, including successful charges, failures, and retries.
Birthday/Anniversary Report Lists guests whose birthday or anniversary falls within a selected date range, based on data recorded on their guest profile.
Black Listed Guests Lists all guests who have been flagged as blacklisted in the system, used to identify and manage guests who are not permitted to make reservations.
Booking Register A chronological register of all reservations made within a specified date range, showing booking details, rates, and source.
Booking Source Groups Analyses reservations grouped by booking source, showing volume and revenue contribution from each source group.
Budget Vs Actual Compares budgeted financial targets against actual results for a selected period, highlighting variances.
Budget Vs Projected Compares budgeted financial targets against projected results based on current and forward reservations.
Cash Lists cash payment transactions posted within a selected date range.
Cash/Charge Combined report showing both cash receipts and charge transactions within a selected period.
Category Upgrade Reports on reservations where the guest was moved to a higher accommodation category than originally booked.
Charge Lists charge transactions posted to reservation accounts within a selected date range.
Charges By Category Breaks down charge revenue by accommodation category or room type, showing income contribution from each category.
Charges By Sundry Breaks down charge revenue by sundry charge type, showing how much revenue each sundry item generated.
Company / Travel Agent Stays Lists completed and current stays attributed to company or travel agent accounts, including revenue and night totals.
Company Activity Reports on booking activity generated by company accounts, including reservation counts, nights, and revenue within a period.
Company Revenue Summarises revenue generated by each company account, used to measure corporate account performance.
Current Area Status Shows the live occupancy status of each area (room or site) at the property, including which are occupied, vacant, or under maintenance.
Daily Financials A summary of all financial transactions posted on a given day, including charges, receipts, and adjustments.
Demographic Analyses guest demographics such as country of origin, state, postcode, or nationality to identify where guests are travelling from.
Department Of Tourism And Commerce Marketing (DTCM) Guest data export formatted for submission to the Dubai Department of Economy and Tourism. UAE-specific statutory reporting requirement.
DTCM Guest Arrival/Revenue Report Guest arrival and accommodation revenue data formatted to meet DTCM reporting requirements. UAE-specific.
Dynamic Pricing Profit Loss Analyses the financial impact of Dynamic Pricing rules by comparing the rate charged versus the base rate, showing the gain or loss per reservation.
Electricity Usage Reports on electricity meter readings recorded for areas, used to calculate usage and generate charges. Requires the Meters module.
Facility Usage and Revenue Reports on the usage and revenue generated by property facilities such as function rooms, spa, or recreational areas.
Financial Summary High-level summary of the property's financial position across revenue categories for a selected period.
Forward Reservation Lists all confirmed future reservations with arrival dates within a specified range, used for forward planning.
Frequent Flyer Reports on frequent flyer data recorded in guest profiles, used for airline loyalty program reconciliation.
Group Allotment Pick Up Tracks the pickup rate of group allotments, comparing the number of rooms booked against the total allotted for each group.
Guest Account Balance Lists guests with outstanding account balances, showing the total amount owed on each account.
Guest Audit Trail Tracks all changes made to guest profile records, showing what was changed, when, and by which user.
Guest Credits Expiry Lists guest account credits that are approaching or have reached their expiry date, used to manage and action expiring credits.
Guest List A list of guest profiles matching selected criteria, such as date range, status, or other filter options.
Guest Loyalty Credits Shows loyalty reward credits earned and redeemed by guests within the property's loyalty or guest rewards program.
Guest Portal Correspondence Records all correspondence sent to guests via the Guest Portal, including pre-arrival and post-stay communications.
Guest Special Event Lists in-house or arriving guests who have a special event (such as a birthday or anniversary) occurring during their stay.
Guests By Region Breaks down guest counts and nights by geographic region, state, or country of origin.
HESTA Export Exports employee superannuation contribution data formatted for submission to the HESTA super fund. Australia-specific.
History & Forecast Report Combines historical occupancy and revenue data with a forward-looking forecast based on current reservations, used for trend analysis and planning.
In House Visa Expiry Lists currently in-house guests whose visa expiry date falls within a specified period, used to flag potential overstay risks.
Income Distribution Analyses how total income is distributed across revenue categories such as accommodation, food and beverage, and sundries.
Insurance Expiry Lists reservations or guests where recorded insurance details are approaching their expiry date.
Length Of Stay Analyses resevation length of stay patterns to show the distribution of short, medium, and long stays.
Liabilities Reports on financial liabilities held by the property, including guest deposits and unearned advance payments.
List Of Events Lists all events scheduled at the property within a selected date range, including event type, dates, and status.
Marketing A multi-tiered report with extensive Date Selection and Grouping options for the who, when, where, why and how for reservations. the |    
Marketing Cash/Charge By Reservation Arrival Breaks down marketing-related income into cash and charge transactions, grouped by reservation arrival date.
Membership Report Reports on membership program activity, including member details, status, and usage within a selected period.
Monthly Income Summary Monthly summary of income across all revenue categories, used for period-end financial review.
New Company Lists new company accounts created in the system within a selected date range.
New Travel Agent Lists new travel agent accounts created in the system within a selected date range.
NPS Results Displays Net Promoter Score survey results from guest feedback, used to measure guest satisfaction and loyalty.
Occupancy Analyses property occupancy rates by category and date range, including key metrics such as occupancy percentage, available rooms, and rooms sold.
Occupancy and Revenue Comparison Report Compares occupancy and revenue metrics across two selected periods to identify performance trends year-on-year or period-on-period.
On Hold Lists reservations that are currently in an On Hold status, showing the hold expiry date and reservation details.
Operational Revenue Reports on revenue using an operational accounting view, allocating accommodation charges to the actual nights of the stay rather than the date posted.
Outstanding Statement Lists guests or accounts with outstanding balances, used for debt follow-up and accounts receivable management.
Pace Compares the current booking pace against a prior period to show whether reservations are tracking ahead or behind the comparison period.
Performance Analyses key property performance metrics including occupancy percentage, Average Daily Rate (ADR), and RevPAR for a selected period.
Performance II An extended version of the Performance report with additional metrics or a different view of occupancy and revenue data.
Performance III A further extended Performance report providing additional analysis dimensions or breakdowns beyond Performance and Performance II.
Production Report Analyses new reservations (production) made within a selected period, regardless of the arrival date, used to measure sales activity.
Projected Forecast Forward-looking forecast of occupancy and revenue based on confirmed reservations, showing expected performance for future dates.
Quote And Enquiries Lists reservation quotes and enquiries with their current status, used to track conversion rates from enquiry to confirmed booking.
Quoted Rate Variance Shows the difference between the rate quoted to a guest and the rate actually charged on the reservation.
Rate Export Exports rate data in a structured format for use in external systems or bulk analysis.
Rate Table List Lists all configured rate tables with their associated rates, periods, and settings.
Reasons Reports on the reason codes assigned to reservations, such as booking purpose or cancellation reason, showing distribution across the selected period.
Rent Roll Lists all long-term rental reservations with rental amounts, occupant details, and lease period information. Used in residential and workforce accommodation properties.
Rental Accruals Reports on accrued rental charges for long-term reservations, used for revenue recognition and accounting period reporting.
Report Run Audit Audit trail of reports that have been run, showing which user ran each report and when, used for compliance and monitoring.
Reservation Audit Trail Tracks all changes made to reservation records, showing the field changed, the old and new values, the date, and the user who made the change.
Reservation By Lead Time Analyses how far in advance reservations are being made, grouping bookings by the number of days between the booking date and the arrival date.
Reservation Daily Rate Breakdown Export Exports a day-by-day rate breakdown for reservations within a selected period, showing the rate charged for each night of each stay.
Reservation Made Modified Lists reservations that were created or modified within a selected date range, regardless of the arrival date.
Reservation Position Forecast Forward-looking view of reservation position by category and date, showing how availability is expected to look for upcoming dates.
Reservation Production Analyses new reservations (production) by arrival date, showing how much business has been booked for each future period.
Reservation Receipts Lists all receipts posted to reservation accounts within a selected date range.
RMS Pay Settlement Reports on RMS Pay payment settlements, reconciling processed payments against bank payouts.
RMS Pay Transaction & Payout Overview Provides an overview of all RMS Pay transactions and associated payouts within a selected period.
Security Profile Audit Trail Tracks all changes made to Security Profile settings, showing what was changed, when, and by which user.
SMS History Log of all SMS messages sent through the RMS system, including the recipient, message content, sent date, and delivery status.
Staff Productivity Analyses staff performance by reporting on reservations and transactions handled by each user within a selected period.
Stock Control Margin Reports on the margin achieved on stock control items, comparing cost price against sale price. Requires the Point of Sale or Stock Control module.
Switzerland Police Export Guest data export formatted to meet Swiss police guest registration requirements. Switzerland-specific statutory reporting.
System Access Reports on user login activity, showing when each user accessed the system, from which device, and for how long.
Tariff Type Detail Detailed breakdown of tariff (rate) type usage, showing how many reservations used each rate type and the revenue generated.
Tick Sheet A day-by-day grid view of reservation occupancy
Top X By Sundry Ranks sundry charge items by revenue generated, showing the top-performing items within the selected period.
Top X Guests Ranks guests by a selected metric such as total revenue, nights stayed, or number of stays, showing the property's most valuable guests.
Tourism Activity Analyses tourism-related activity, typically used for government or tourism authority statistical reporting on visitor activity.
Transit Occupancy Reports on transit or short-stay occupancy, typically used for properties that accommodate one-night travellers or short layover stays.
Travel Agent Allotment Pick Up Tracks the pickup of room allotments assigned to travel agent accounts, comparing rooms booked against the total allotted.
Travel Agent Commission Reports on commissions earned by travel agents on reservations made within a selected period, showing amounts payable per agent.
Travel Agent Performance Analyses travel agent performance by bookings, nights, and revenue generated, used to identify and manage high-value agency relationships.
Turkey Government Guest List Guest data export formatted to meet Turkish government guest registration requirements. Turkey-specific statutory reporting.
UAE Govt Export Guest data export formatted to meet UAE government reporting requirements for accommodation providers. UAE-specific statutory reporting.
Unsold Accommodation Revenue Reports on revenue foregone from unoccupied accommodation, calculated as the potential revenue from available but unsold rooms or sites.
User Audit Trail Tracks all significant actions performed by each user in the system, providing a comprehensive audit record for compliance and security review.
User Information Lists all user accounts configured in the system with their profile details, Security Profile assignment, and access settings.
Vietnam Immigration Export Guest data export formatted to meet Vietnamese immigration reporting requirements for accommodation providers. Vietnam-specific statutory reporting.
Wholesaler Reports on bookings and revenue from wholesaler accounts, showing volume and contribution from each wholesale partner.
Yield Occupancy Analyses yield (revenue per available room or site) alongside occupancy rates, used to assess the effectiveness of pricing strategy.
YTD Cash Year-to-date totals for cash payment transactions, used for financial period comparisons.
YTD Cash/Charge Year-to-date totals combining both cash receipts and charge transactions, used for cumulative financial reporting.
YTD Charge Year-to-date totals for charge transactions, used for cumulative financial period reporting.

Back to Function Group List

Night Audit Reports

Report Function Description
Access Night Audit Reports Master permission to access specialized night audit reports.
Bill Revenue Night audit report on guest billing and revenue transactions for the night.
Bill Settlement Report on billing settlement and account balancing during night audit process.
EOD Report End-of-day summary report from the night audit closing process.
Flash Report Quick flash/summary report during night audit for management review.
Trial Balance General ledger trial balance as of night audit closing.

Back to Function Group List

Online

Report Function Description
Agent Performance Performance metrics for online travel agents and booking channels.
Channel Category Comparison Comparison of accommodation categories across online booking channels.
Online Booking Transactions Reports on transactions generated through online booking channels and IBE.
Performance Overall performance metrics for online booking and channel management.
Promo Code Reports on promotional code usage and performance in online bookings.
Reservation By Lead Time Analysis of online reservations by booking lead time (days in advance).
RMS IBE Reservation Reports on reservations generated through RMS Booking Engine.

Back to Function Group List

Owner Accounting Reports

Report Function Description
Access Owner Accounting Reports Master permission to access owner-specific financial and accounting reports.
3rd Party Holding Statement Statement of funds held in trust by third parties or managing agents.
Area Allocation Distribution Distribution of revenue and expenses allocated to individual owner areas.
Bank Reconciliation Transactions Bank reconciliation transactions for trust and operating accounts.
Cash Book Owner cash book showing all receipts and disbursements.
Cash Transactions Detail of owner-related cash transactions.
Cash Transfers Reports on transfer of cash between owner accounts and trust accounts.
Close EOM End-of-month closing procedures and reports for owner accounting.
Equalization Equalisation of payments and distributions among multiple owners.
Equitable Distribution Summary Summary of equitable revenue and expense distribution to owners.
Expenses Summary By Area Summary of expenses allocated by owner area or property section.
FF&E Statement Furniture, fixtures, and equipment (FF&E) statement for capital assets.
Forecast Management Income Forecasted management and operational income for owner areas.
General Transfers General transfers of funds between owner accounts and categories.
Lease Renewal Reports on lease renewals and lease-related transactions with owners.
Ledger Summary Summary ledger balances for owner accounts.
Management Deduction Management fees and deductions applied to owner revenue.
Managers Cash Cash held and managed on behalf of property owners.
Monies Held In Trust Trust account statement showing monies held on behalf of owners.
Monthly Revenue Accrual Accrual-basis revenue recognition for owner statements.
Owner Breakdown Export Export of owner-specific financial data for external analysis.
Owner Expense Expense allocations and charges applicable to owner areas.
Owner Income Revenue and income earned by each owner area.
Owner Income - UK Specific Owner income reporting formatted for UK tax and accounting standards.
Owner Income Summary Summary of total income by owner for reporting periods.
Owner Ledger Detailed ledger of all transactions affecting each owner account.
Owner List List of all registered owners with contact and account information.
Owner Reservation Income Income generated by reservations in each owner's areas.
Owner Statement Monthly or period statement showing owner income, expenses, and payments due.
Owner YTD Income Year-to-date income summary for each owner.
Payments Issued Record of all payments issued to owners and payees.
Performance Undertaking Performance guarantees and undertakings related to owner agreements.
Print Cheques Ability to print checks for owner payments.
Print Owner Cheques Ability to print checks specifically for owner distributions and payments.
Reservation Expense Expenses allocable to specific reservations in owner areas.
Sundry Breakdown Breakdown of sundry charges by type and area.
Three Way Balance Reconciliation of three-way balance (cash, accrual, revenue) for accuracy.
Trust Banking Summary Summary of funds held in trust banking accounts for owners.
Trust Debug Debugging and reconciliation tools for trust account discrepancies.
Trust Expenses Expenses charged against trust accounts for owners.
Trust Payments Payments made from trust accounts to owners and third parties.
Trust Pooling Pooled trust accounts combining funds from multiple owners.
Trust Receipts Receipts of funds into trust accounts.
Trust Reconciliation Reconciliation of trust accounts to bank and general ledger.
Trust Summary Summary statement of all trust accounts and balances.

Back to Function Group List

Report Scheduling

Report Function Description
Add Property and Room Type to Schedules Permission to add properties and room types to scheduled report generation.
Create Scheduled Reports Create automatic report generation schedules to run on recurring basis.
Report Scheduling Master permission for report scheduling functionality.
See all Scheduled Reports Permission to view all scheduled reports and their execution history.

Back to Function Group List

Workforce Reports

Report Function Description
Bed Occupancy Summary Occupancy summary for workforce/staff accommodations.
Check In Out By Company Occupancy Workforce check-in/out tracking by company and occupancy.
Company Bed Nights Bed night usage tracking for company and workforce accommodations.
Daily Occupancy Daily occupancy reports for workforce housing and facilities.
Invoice Preview Preview of invoices for workforce accommodation charges.
Meal Cards Reports on meal cards issued to workforce staff.
Meals By Personnel Meal consumption tracking by individual staff member.
Meals Card Usage Usage report of meal cards and dining expenditures.
Nationality By Religion Demographic reporting of workforce by nationality and religion.
Occupancy By Company Report Occupancy analysis for workforce by employing company.
Occupancy Summary By Religion or Nationality Summary of workforce occupancy sorted by demographic categories.
Overdue Report Report of overdue workforce payments or accounts.
Service Record Card Service records and history for workforce staff.
Weekly Meals Consumed Weekly meal consumption tracking for workforce catering.
Workforce Forecast Forecasting of workforce accommodation and staffing needs.
Zones Corp Report Reports on workforce zones and corporate accommodation allocations.

Back to Function Group List

Reservation Screens

Function Description
Allow Access to Reservation Screen Basic permission to view and access reservation records and create new bookings.
Allow Access to Confirm Button Permission to confirm/commit reservations that are in inquiry or tentative status.
Allow Access to Cancel Button Permission to cancel active reservations and apply cancellation policies.
Allow Access to Copy Button Permission to copy reservation details to create similar bookings quickly.
Allow Access to No Show Button Permission to mark a reserved guest as a no-show after arrival date passes.
Allow Access to Quote Button Permission to send quote/proposal to prospective guests without confirming the reservation.
Allow Access to Quote Screen Access to dedicated quote/proposal creation screen for generating estimates.
Allow Access to Repeat Button Permission to create repeat/recurring reservations for regular guests.
Allow Access to Pre-Auth Permission to place credit card pre-authorization holds for guest reservations.
Allow Access to Revert Check In Permission to reverse/undo a guest check-in to earlier status.
Allow Access to Revert Departure Permission to reverse/undo a guest departure and bring reservation back to in-house.
Allow Add Trace Permission to add notes and traces to reservations for tracking and communication.
Allow Alt Bill Category to be Modified Category Permission to modify the alternate billing category on a reservation.
Allow Arr/Dep/Cat/Area To Be Modified On Departed Res Modify arrival/departure/category/area on reservations after guest has departed.
Allow Arr/Dep/Cat/Area To Be Modified On Existing Res Modify arrival/departure/category/area on active and current reservations.
Allow Arr/Dep/Cat/Charge Type To Be Modified After Invoiced Modify reservation parameters even after the reservation has been invoiced.
Allow Arrival To Be modified On Arrived Res Modify arrival date on a reservation after the guest has already arrived.
Allow Cancelling Of Confirmed Reservation Permission to cancel reservations that are in confirmed status.
Allow Client Modification On Res Screen Modify guest/client information directly from the reservation screen.
Allow Creation Of Semester Bookings Create long-term semester or academic year reservations for educational institutions.
Allow Edit Trace Permission to edit previously added notes and traces on reservations.
Allow Exceed Of House Allotment Override house/property allotment limits to accept bookings beyond capacity.
Allow Manual Override of Package Override package requirements and bundle inclusions on reservations.
Allow Override Base Rate Override the standard/base rate to charge custom pricing.
Allow Override Of Agent Commission Override travel agent or booking agent commission amounts.
Allow Override of Charge to Area Override which cost centre or area a charge is allocated to.
Allow Override Of Discount Override or apply custom discounts to reservations and charges.
Allow Override of Dwelling Options Override dwelling/property type restrictions and options on a reservation.
Allow override of Guest overlapping reservations restrictions Permit same guest to have overlapping/concurrent reservations when normally restricted.
Allow override of Max Property Oversell restrictions Override property overselling limits to accept bookings beyond physical capacity.
Allow Override of Payment Schedules Override scheduled payment requirements and modify payment timing.
Allow Override of Pre-Auth Amount Override pre-authorization hold amounts from the standard calculation.
Allow Override of Rate Element Override components of rate calculations such as taxes, fees, or base rate.
Allow Override Of Restricted Rate Types Use rate types that are normally restricted or not available in certain situations.
Allow Past Date Check In Out Check in or check out guests using past or historical dates.
Allow Property Overbooking (When Property Level Overbook Is Disabled) Allow property-level overbooking when not enabled at property setup level.
Allow Rate Tax Option Apply or modify tax options and tax treatment on rates.
Allow Reinstating a Reservation Restore/reinstate a cancelled or voided reservation back to active status.
Allow Tour Price to be Overridden Override standard pricing for tours and excursions included in reservations.
Allow Tours to be Modified Modify, add, or remove tour and excursion bookings on a reservation.
Allow Unconfirm Status on a Departed Res Change a departed reservation back to unconfirmed status for adjustment purposes.
Allow UnConfirming Of Confirmed Reservation Change confirmed reservations back to tentative/unconfirmed status.
Allow User to Cut Keys Permission to process key card cutting and room access provisioning.
Allow User to Delete Correspondence Delete correspondence and communications linked to a reservation.
Allow access to override Dwelling Type Property restrictions Override property-level restrictions on which dwelling types can be booked.
Bulk Contract Update Update contract terms in bulk for multiple reservations simultaneously.
Contract Details Tab View and edit contract terms and details associated with reservations.
Category Upgrade Offer guest upgrades to higher room categories with options for charging or complimentary.
Hide Reservation Confirmation Messages Hide confirmation dialogs and messages for specific reservation actions to reduce interruptions.
Master Reservation Create and manage master/group reservations containing multiple sub-reservations.
Monitored Triggers Permission to set and monitor automated triggers and workflows on reservations.
Only Show Event Name When Announced Display event names on the booking chart only after the event is publicly announced.
Primary Allotments Access to manage primary allotment blocks and inventory controls.
Show Reservation Details As Read Only On Departed Reservation Display departed reservation details in read-only format to prevent accidental changes.
Show Tour Desk Tab Display the tour desk/excursions tab on the reservation screen.

Back to Function Group List

Sales Lead Management

Function Description
Opportunities / Activities Access to sales lead management, opportunity tracking, and sales activities.

Back to Function Group List

Tools

Function Description
Bulk Anonymizer Tool to anonymize/mask guest personal information in bulk for privacy compliance.
Change of Rate Creation Method Tool to convert between rate creation methodologies and update existing rates accordingly.
Change VendorTX Code Tool to update or change payment processor vendor transaction codes in the system.
Copy Rate Setups Tool to copy rate table configurations and settings from one period or property to another.
Data Import Tool to import data in bulk from external sources into RMS.
Delete Unlinked Rate Tables Tool to identify and remove unused rate tables that are no longer in use.
IDeaS Integration and tool access for IDeaS yield management system connections and data exchange.
Recalculate Future Rate Tool to recalculate and update future rates after configuration or data changes.
Reset Boomgate Access Tool to reset electronic access system (boomgate/gate) configurations and permissions.
Reset External Module Area Status Tool to reset area status in external integrated systems and modules.
Reset Housekeeping Schedules Tool to reset and recalculate housekeeping schedules and assignments.

Back to Function Group List

Utilities

Function Description
Job Management (Out of Order) Master permission to access maintenance job management including add, edit, delete, and view jobs.
Accomm Revenue Updater Tool to update and recalculate accommodation revenue figures after adjustments or corrections.
Auto Area Allocation Utility Tool to automatically allocate areas and accommodations to reservations based on rules.
Batch Invoice Run Tool to generate and send invoices in batch for multiple reservations and accounts.
Bulk Charges Tool to apply charges to multiple accounts or reservations in a single operation.
Bulk Payments Tool to process payments for multiple accounts or invoices simultaneously.
Bulk Refundable Charges Tool to apply refundable charges to multiple reservations or accounts in bulk.
Bulk Rego Card Tool to process registration cards in bulk for group arrivals.
Charge Credit Card (Pymt Gateway) Tool to charge credit cards directly through the payment gateway for processing.
Client Direct Debits Tool to set up and process direct debit transactions from guest bank accounts.
Copy To Training Tool to copy live data into the training/sandbox database for learning purposes.
Digital Reg Preferred Device Tool to set preferred devices for digital registration and check-in.
Direct Debit (Bank Automation) Tool to automate direct debit processing and bank payment submissions.
Export Budget Grid Tool to export revenue budget and forecast data for external analysis.
Financial Extract Tool to extract financial data in specified formats for accounting system integration.
Forex Entry Tool to enter foreign exchange rates and manage currency conversions.
General Transfer Payments Tool to process general transfers of funds between accounts and cost centres.
Generic Financial Export Tool to export financial data in generic/standard formats for external systems.
Gov Invoice Audit Export Tool to export invoice data for government audit and compliance reporting.
Gov Invoice Audit Verification Tool to verify and validate government invoice audit requirements.
Guest Merge Tool to merge duplicate guest records into a single consolidated profile.
Import Budget Grid Tool to import revenue budget and forecast data from external sources.
Meter Processing Tool to process and record meter readings (utilities, parking, etc.) from guest units.
New Day Night Audit Tool to execute the night audit process and roll over to a new business day.
Out of Order Tool to mark accommodations as out-of-order and manage maintenance status.
Out Of Service Tool to mark accommodations as out-of-service for cleaning or maintenance.
Pay Owner/Manager Tool to process and record payments to property owners or managers.
Price Match Tool to check and match competitor pricing for rate optimization.
Print Passes Tool to print membership passes and cards for guests and members.
Process Late Fees Tool to calculate and apply late payment fees to overdue accounts.
Queued Correspondence Tool to manage queued correspondence (emails, letters) awaiting sending or review.
Rate Insurance Input Tool to input insurance rates and manage rate insurance transactions.
Rate Insurance Input Process Tool to process and apply rate insurance settings to reservations.
Report Writer Tool to create custom reports and modify existing report definitions.
RMS Pay (Direct Payments) Tool to manage direct payment processing through the integrated RMS Pay system.
Second Deposit Processing Tool to process second or final deposits due from guests before arrival.
Survey Results Screen Tool to view and analyse guest survey and feedback results.
Transfer To Enterprise Account Tool to transfer reservations or data between property and enterprise-level accounts.
Update Monthly Figures Tool to update and recalculate monthly financial figures and accruals.
Update Nightly Rates Tool to batch-update nightly rates across multiple areas or rate tables.

Back to Function Group List

Setup Screens

Setup Screens contain configuration and master data maintenance functions organized by category.

Accounting Setup

Function Description
Sundry (general access) Permission to view and manage sundry charges, items, and groupings. Includes sub-permissions for POS Lite, Stock Control, and sundry administration.
Accounting Options Configure general accounting system options and defaults for the property.
Credit Cards Setup and manage accepted credit card types, merchant codes, and payment processing rules.
Discounts Create and manage discount codes, discount policies, and discount conditions.
Financial Interface Configure connections between RMS and external accounting/financial software systems.
Foreign Exchange Rates Maintain foreign exchange rates and currency conversion settings.
Packages Create and manage package offerings that combine accommodations with add-on services.
Payment Schedules Setup payment terms and deposit/instalment schedules for reservations.
Receipt Types Configure receipt format options and receipt type definitions.
Requirement Define guest requirements and special requests available for selection.
Requirement Templates Create template sets of requirements for specific reservation types or guest categories.
RMS Pay Configure integrated payment gateway and RMS Pay settings and merchant accounts.
T-Codes Configure transaction codes used for tracking specific types of transactions.
Tax Setup tax codes, tax rates, tax calculation rules, and tax compliance settings.
Tax Exemption Define tax exemption categories and configure exemption rules by guest type.

Back to Function Group List

Asset Management

Function Description
Asset Types Define categories and types of property assets (furniture, equipment, vehicles, etc.).
Assets Create and manage individual asset records with acquisition cost, depreciation, and location.

Back to Function Group List

Categories/Areas Setup

Function Description
Allow Add Trace Permission to add traces/notes to category and area records.
Allow Edit Trace Permission to edit previously added traces on category and area records.
Categories/Areas Create and manage accommodation categories and property areas/zones.

Back to Function Group List

Company Management

Function Description
Access Company Setup Permission to access the company setup and master data maintenance screens.
Add Company Permission to create new company records for corporate/bill-to accounts.
Allow Add Trace Permission to add traces/notes to company records.
Allow Edit Trace Permission to edit traces on company records.
Delete Company Permission to delete company records from the system.
Edit Company Permission to modify existing company details and information.

Back to Function Group List

Correspondence Setup

Function Description
Automation Setup automated correspondence triggers and rules for sending messages automatically.
Form Letters Create and manage letter templates for correspondence to guests.
SMS Messages Create and manage SMS message templates for guest communications.

Back to Function Group List

Dwelling Management

Function Description
Dwelling Management Manage dwelling/property unit master data and configurations.
Insurance Band Rates Configure insurance premium banding and rate tables for dwelling units.
Insurance Pro-Rata Date Bands Setup insurance pro-rata date calculations for partial period billing.

Back to Function Group List

Housekeeping Setup

Function Description
Bed Configurations Define bed type and bed count configurations for accommodations.
Housekeepers Create and manage housekeeping staff records and assignments.
Housekeeping Holidays Schedule holidays and leave periods for housekeeping staff.
Housekeeping Task Costs Define labour costs for different housekeeping task types.
Housekeeping Tasks Create and manage housekeeping task definitions and standards.
Linens Setup and manage linen inventory and tracking.

Back to Function Group List

Lookup Tables

Function Description
Cancellation Policies Create and manage cancellation policies with fee structures and conditions.
Acc Type Define account types for guest and company accounts.
Activity Define activity/interest codes for guest profiling and marketing.
Area Potential Define occupancy potential and revenue expectations by area.
Attributes Create accommodation attributes (waterfront, balcony, etc.) for filtering and search.
Booking Source Define booking source codes (direct, OTA, travel agent, etc.).
Boat Draft, Boat Length, Boat Type, Boat Width Define boat specification codes and categories for marine properties.
Booking Template Create booking templates with default settings for recurring reservation types.
Business Lost Define reasons for lost booking opportunities for sales analysis.
Business Segment Define business segments and market classifications for reporting.
City Master Maintain list of cities for guest address and location information.
Classifications Define guest and account classifications for segmentation.
Competitor Master Maintain competitor properties for competitive rate analysis.
Contacts Define contact type codes for guest and company contacts.
Contract Type Define contract types and terms for corporate/wholesale agreements.
Country Groupings Define country groupings and regions for guest origin analysis.
Department Define internal departments for cost allocation and reporting.
Destination Codes Define travel destination codes for guest interest and marketing purposes.
Dietary Define dietary preference codes for guest requirements and catering.
Discount Type Define discount type codes and discount method classifications.
Electricity Tariff Define electricity rate tariffs for utility billing.
Expiry Terms Define expiration terms for credits and special offers.
Ext Res System Define external reservation system connections and interfaces.
Facilities Define property facilities and amenities for guest information and search.
Guest Status Define guest status codes (VIP, blacklist, etc.).
ID Type Define identification document types for guest registration.
Industry Master Define industry classifications for company categorization.
Interests/Hobbies Define interest and hobby codes for guest profiling.
Inventory Item Define inventory items for stock control and procurement.
Inventory Pooling Define inventory pooling arrangements for shared inventory management.
Job Types Define maintenance and repair job types and classifications.
Landing Port Define landing ports for marine properties and yacht facilities.
Language Spoken Define languages spoken for staff capabilities and guest communication.
Language Translation Define translation settings and language pairings for multilingual support.
Market Segment Define market segments for guest categorization and targeting.
Market Types Define market types for booking source and channel categorization.
Meal Plan Define meal plan options (EP, BB, HB, FB, AI, etc.).
Membership Type Define membership program types and tier levels.
Occupant Define occupant type codes for guest classification.
Origin Define guest origin codes for source analysis.
Passport Scanners Configure passport scanner integrations and settings.
Pickup Location Define pickup/transportation locations for transfers and shuttles.
Position Define staff position codes for organizational structure.
Privacy Policy Configure privacy policy text and guest data handling policies.
Rate Element Define components of rates for flexible rate building.
Reasons Define reason codes for cancellations, no-shows, and other transactions.
Regions Define geographic regions and regional groupings for reporting.
Relationships Define relationship types between guests and contacts.
Res Type Define reservation types (group, corporate, leisure, etc.).
Roles Define staff roles and responsibilities for organizational purposes.
Sales Priorities Define sales priorities for yield and revenue optimization.
Sales Source Define sales source/booking source codes.
Service Providers Define third-party service providers (laundry, concierge, etc.).
Special Events Define special event codes and event type classifications.
Stock Category Define categories for stock control and inventory management.
Stock Location Define storage locations for stock and inventory.
Titles Define guest title/prefix codes (Mr., Mrs., Dr., etc.).
Towing Define towing service options for automotive-related properties.
Traces Define trace/note type codes for categorizing guest notes.
Transport Type Define transportation types for transfer and shuttle services.
Turn Away Define turn-away reason codes for lost bookings.
VIP Codes Define VIP status levels and special guest classifications.
Visit Purpose Define visit purpose codes for guest motivation tracking.
Waitlist Codes Define waitlist status codes and management options.

Back to Function Group List

Meters Setup

Function Description
Meter Activation Activate and configure utility meters for tracking and billing.
Use Meters Use and read meters for utility cost allocation and billing.

Back to Function Group List

Online Bookings Setup

Function Description
Channel Management Setup and manage online distribution channels and OTA connections.
Default Allotments Set default inventory allotments for online booking channels.
Online Booking Colours Define colour schemes for online booking channel displays.
Options Configure online booking options and settings.
Photos Upload and manage property photos for online marketing channels.

Back to Function Group List

Other Setup Functions

Function Description
Band Rates Setup rate banding and tiered pricing models.
Boomgates Configure electronic gate and access control systems.
Door Locks Setup and manage electronic door lock systems and key card configuration.
Event Management Configure event management settings and event billing parameters.
Income Budget Grid Manage revenue budgeting and forecasting grid configurations.
PABX Configure telephone switchboard (PABX) integration and settings.
Quote of the Day Setup daily marketing quotes and messages.
Setup Screens General permission to access setup screens module.
Ticket Types Define support ticket types and categories.
Tours Create and manage tour/excursion offerings and pricing.

Back to Function Group List

Passes Management

Function Description
Passes Create and manage membership pass/card programs and pricing.

Back to Function Group List

Properties Setup

Function Description
General Information Maintain general property information including name, address, and contact details.
Out of Order Reasons Define reasons for marking accommodations as out-of-order.
Portal Options Configure portal settings for guest and owner portals.
Properties List Manage list of properties/locations in multi-property setups.
Property Options Configure general property-specific options and settings.

Back to Function Group List

Rates Setup

Function Description
Rate Lookups Access rate lookup tables for reference and analysis.
Rate Periods Define rate periods and seasonal rate changes.
Rate Tables Create and manage rate table structures and pricing matrices.
Rate Type GST Tab Configure GST treatment for different rate types.
Rate Type Property Level Configure property-level rate type settings and availability.
Rate Types Define rate type codes and rate classification hierarchies.

Back to Function Group List

Sales Lead Management Setup

Function Description
Opportunity Stage Define sales opportunity stages in the sales pipeline.
Opportunity Type Define types of sales opportunities for categorization.

Back to Function Group List

Security Setup

Function Description
Security Configure security settings including password policies and encryption.
Two-Factor Administrator Configure two-factor authentication (2FA) settings and administration.

Back to Function Group List

Travel Agents Setup

Function Description
Access Travel Agent Setup Permission to access the travel agent setup module.
Add Travel Agent Create new travel agent records and accounts.
Allow Add Trace Add traces/notes to travel agent records.
Allow Edit Trace Edit previously added traces on travel agent records.
Delete Travel Agent Remove travel agent records from the system.
Edit Travel Agent Modify travel agent details and information.

Back to Function Group List

Users and Security Profile Setup

Function Description
Active Sessions View and manage active user sessions and force logoff if needed.
Allow User to Create/Modify other Users Permission to create new user accounts and modify existing user settings.
Field Maintenance Configure custom fields and field definitions for user records.
Security Profile Permission to create, modify, and delete Security Profiles. This is the master permission for profile management.
User Environments Configure separate user environments for training, testing, and production.
Users Create and manage user accounts and basic user information.

Back to Function Group List

 

 

 

Was this article helpful?

We're sorry to hear this article was not helpful, please let us know why here, so we can make it better.

Thanks for the positive feedback! We'd love to hear more, let us know here.

Return to top

Related articles

Comments

0 comments

Please sign in to leave a comment.

Contact us