How to export a list of sent Correspondence and a Tribunal Bundle for a reservation in RMS.

Overview

RMS provides two options for exporting correspondence records. These features are designed to help property managers maintain accurate records and prepare documentation when required for legal proceedings, tribunal hearings, or internal audits. The exports are available from both the Guest Profile and the reservation screen.

The two export options available from the Correspondence tab are:

• Export as a List — Downloads a Comma-Separated Values (CSV) file containing all correspondence records currently displayed in the Correspondence tab.
• Tribunal Bundle Download — Generates a comprehensive, password-protected ZIP file containing a formal Tribunal Evidence Bundle, individual correspondence records as PDFs, a CSV list, and (optionally) attachments. This bundle is designed to meet Australian legal and tribunal requirements.

Exporting Correspondence as a List (CSV)

The Export as a List option exports all correspondence records currently visible in the Correspondence tab into a CSV file. The export reflects the current filter or type selection applied to the tab.

Guide

Open the Reservation or the Guest Profile in RMS.

1. Navigate to the Correspondence tab.
2. Select the three-dot menu (⋮).
3. Select Export as a List.
   The CSV file will download automatically to your browser's default download location.
   

Downloading a Tribunal Bundle

The Tribunal Bundle Download generates a formal, password-protected ZIP file containing all evidence required for a tribunal or legal proceeding relating to a specific reservation.

The bundle is structured to meet formal documentation standards and is suitable for presentation to Australian state government bodies and other legal entities.

Guide

Open the Reservation or the Guest Profile in RMS.

1. Navigate to the Correspondence tab.
2. Select the three-dot menu (⋮).
3. Select Tribunal Bundle Download.
   
    
4. Select Include All, or the specific Correspondence Types.
5. Select All Times or the specific From/To Date Range.
   Select Include Attachments (Optional).
   (Attachments be included as a separate folder within the ZIP file).
   Enter the Email to receive the ZIP file password (Optional).
   If you don’t enter an email address, the password will be sent to the email address associated with your logged-in User Profile.

6. Select Generate Bundle.
   
   
   Once generated, the ZIP file will download automatically to your browser's default download location.

   Check your email for the password required to open the ZIP file.

What's Included in the Bundle

The ZIP file contains the following files:

Bundle Example

For a reservation with 5 correspondence records and 3 attachments (with Include Attachments ticked), the ZIP file would contain:

• 1 × Tribunal Evidence Bundle PDF (property, reservation and financial details)
• 5 × individual correspondence PDFs
• 1 × CSV correspondence list
• 1 × attachments folder containing 3 files

The Tribunal Evidence PDF can be edited to include the Tribunal name, application number etc.

Password Email

After the bundle has been generated, the User who triggered the download will receive an email containing the password.

If an email address is not entered prior to generating the Bundle, the password will be sent to the email address associated with your logged-in User Profile.

The password is unique to each bundle generated. Keep the password email secure and do not share it with unauthorised individuals.

Audit Trail

Both the Tribunal Bundle Download and the Export as a List actions are logged in the Guest or reservation audit trail, depending on where the action took place.

The audit log records the name of the user who completed the export, along with the date and time it was done.

Frequently Asked Questions

• Where do I find the export options?
  Both export options are located in the Correspondence tab of a reservation. Click the three-dot menu (⋮) at the top of the tab to reveal the Export as a List and Tribunal Bundle Download options.
   
• What is the difference between "Export as a List" and "Tribunal Bundle Download"?

• How do I open the Tribunal Bundle ZIP file?
  After the bundle has downloaded, check your email for the password.
  Use this password when prompted by your ZIP extraction software (e.g. Windows Explorer, WinZip, 7-Zip, or macOS Archive Utility) to open the file.
   
• I haven't received the password email. What should I do?
  Check your spam or junk mail folder first.
  If the email is not there, confirm that your RMS user account has a valid email address assigned.
  If you continue to experience issues, Submit a Ticket with the RMS Support team.
   
• What happens if I close my browser while the bundle is being generated?
  Closing or navigating away from the browser window while the bundle is being processed may interrupt the download. RMS displays a warning message to keep the window open until the download begins. It is recommended to wait until the file has downloaded before navigating away.
• Is the Tribunal Bundle suitable for Australian tribunal hearings?
  The bundle has been designed to meet the documentation standards required by Australian state government bodies and legal entities. The Tribunal Evidence Bundle PDF follows a formal court-ready structure, identifying all parties, property details, reservation information, and financial records.
  However, always confirm the specific requirements of the relevant tribunal or legal body before submitting documentation.