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Monitor Pay by Link payments in RMS Pay

A guide for monitoring and managing Pay By Link status in RMS.

Overview

RMS provides two ways to monitor and manage Pay By Link payment requests:

  • Link History: View and manage Pay By Link status on individual reservations.
  • Pay By Link Status Dashboard: View a property-wide overview of all Pay By Link activity across all reservations.
★ Tip: RMS Pay needs to be set up as the Property Payment Gateway to use the Pay By Link feature.
✎ 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.

 

Link History allows you to review the status of all Pay By Links associated with an individual reservation. You can also cancel pending Pay By Links from this view if they are no longer required.

Open the Account in RMS.

  1. Select Receipt.
  2. Select Pay By Link.
  3. Select Link History.

The Link History screen displays all Pay By Links associated with the reservation, including their current status.

Annotated screenshot of the reservation account in RMS highlighting the Receipt menu, the Pay By Link option and the Link History submenu item
Screenshot of the Pay By Link history window in RMS showing a pending link with its status, amount, expiry and recipient details

Each Pay By Link will display one of the following statuses:

Status Description
Pending The link is still valid and waiting for the guest to settle the amount.
Cancelled The link is no longer valid. The property has manually cancelled the link. Cancelled links cannot be reinstated.
Processed The guest has settled the amount.
Expired The link is no longer valid and has passed its expiry date. Expired links cannot be reinstated.

Pay By Link Icon

When a reservation has an active (pending) Pay By Link, a chain icon will display on the Account screen. Selecting the chain icon will filter the Link History to show only links with a Pending status.

Annotated screenshot of the reservation account in RMS highlighting the Pay By Link active link icon in the toolbar

 

Pay By Link Status Dashboard

The Pay By Link Status Dashboard provides a property-wide overview of all Pay By Link activity across all reservations. This is useful for monitoring outstanding payments and tracking payment request activity.

✎ Please Note: The Pay By Link Status Dashboard does not allow you to cancel Pay By Links. To cancel a pending link, use the Link History on the individual reservation.

Accessing the Dashboard

In the side menu of RMS, go to Accounting > RMS Pay > Pay By Link Status.

Screenshot of the RMS Pay By Link Status screen in RMS showing the filter panel with status counts and the search results with link details

Date Filters

Use the date filter dropdown to refine the results:

  • Pay By Link Created Between Filter by the date the Pay By Link was created.
  • Pay By Link Expired Between Filter by the date the Pay By Link expired.

Select the date range using the calendar picker to view Pay By Links within the selected period.

Status Filters

Use the status filters on the left panel to view Pay By Links by their current status:

  • All Displays all Pay By Links regardless of status.
  • Pending Links that are still valid and waiting for the guest to settle the amount.
  • Cancelled Links that have been manually cancelled by the property and are no longer valid.
  • Processed Links where the guest has completed payment.
  • Expired Links that have passed their expiry date and are no longer valid.
★ Tip: Access to the Pay By Link Status Dashboard requires the appropriate Security Profile permissions. If you are unable to access the dashboard, contact your System Administrator to review your User Access & Permissions.

 

 

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