How to update contact details (email addresses, phone numbers and addresses) for Users, Guests, Properties, Owners and Departments in RMS.

Overview

RMS stores contact details in several different places, and each one serves a different purpose. Staff contact details are held against their User record, guest contact details live on the Guest Profile, the property's own contact details are held on Property Information, Owner contact details are held on the Owner Profile, and a Department can also have its own emails for internal notifications.

This article explains where each contact detail is stored and how to update it. Use the summary table below to jump to the correct section.

Update User Contact Details

User contact details are held against each staff member's User record. The Email field is used for login recovery and two-factor authentication, and must be unique for each User.

In the side menu of RMS, go to Setup > Users > User Information.

1. Select Edit on an existing User.
   
    
2. Update the Email, Mobile, Phone AH and Phone BH fields as required.
3. Select Save/Exit.
   

Update Guest Contact Details

Guest contact details on the Guest Profile are used for reservation correspondence, confirmations, receipts, SMS and any other communications sent to the guest. Updating the Guest Profile applies the change to every reservation linked to that profile.

In the side menu of RMS, go to Reservations > Guest Search.

1. Search for the Guest using any of the available criteria (for example, Email, Surname, or Guest No).
   
    
2. Select the Guest from the results and open the Guest Profile.
   
    
3. Update the required fields: Email, Email 2, Mobile, Phone, and the Address fields (Address Line 1, Address Line 2, Town, State, Post Code).
4. Select Save/Exit.
   
    

Update Property Contact Details

Property-level contact details are held on the Property Information record and are used where a property-level contact is referenced, such as on correspondence and RMS records. Property Contacts (System Administrator, Billing, IBE, Technical) are updated separately in Property Contacts.

In the side menu of RMS, go to Setup > Property Options > Property Information.

1. Select the Edit icon on an existing Property.
   
    
2. Update the Email, Phone BH and Address fields as required.
3. Select Save/Exit.
   

Update Owner Contact Details

An Owner Profile is a type of Guest Profile used by Owner Accounting properties to manage Owner information, Owner Portal access and Owner Statements.

In the side menu of RMS, go to Reservations > Guest Search.

1. Set the Guest Type filter to Owner.
2. Search for and select the Owner.
3. Select Edit to open the Owner Profile.
   
    
4. Update the Email, Mobile, Phone and Address fields as required.
5. Select Save/Exit.
   

Update Department Emails

A Department is a Lookup Table used to associate a group of staff with a User. A Department only stores emails (no phone or address) so that Department-level notifications reach the correct mailboxes.

In the side menu of RMS, go to Setup > Lookup Tables > Department.

1. Select Edit on an existing Department.
   
    
2. Click Edit
3. Update the Emails field.
4. Select Save/Exit.
   
    

Related Articles

• User(s) - How to create a User in RMS
• How to Change your Password in RMS
• Guest Profile
• Property Name
• Property Mobile Number
• Contacts (Property Contacts)
• Owner
• Configure Multiple Email Addresses for an Owner
• Department
• Secondary Email Field
• Email Validation