Lookup Tables hold the property-defined picklist values that drive dropdowns, reporting, charts, online channels and correspondence across RMS.
Overview
Lookup Tables is the cluster of small reference tables found under Setup > Lookup Tables. Each lookup is a list of records (typically a code, a description, a colour and optional flags) that then appears as dropdown options on other screens. The values configured here populate dropdowns on the Reservation, Booking Chart, Quick Quote, reports, correspondence rules, the RMS Booking Engine and portals.
The term "Lookup Table" is used in two ways across RMS: the parent submenu containing every individual lookup, and any one of the individual reference tables within it (for example, "the Booking Source lookup table" or "the Reasons lookup table").
✎ 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.
✎ Please Note: Some lookups only appear when a paired module is activated. For example, Stock Category and Stock Location require Stock Control activation, and a small number of lookups surface alongside Sales Lead Management, Event Management or industry-specific modules.
How to Use Lookup Tables
- Supply the picklist values used by dropdowns on the Reservation, Quick Quote, the RMS Booking Engine checkout, the Corporate Portal, the Guest Portal and Field Maintenance.
- Drive reporting categorisation. Many reports filter, group or sort by a Lookup Table value (Booking Source, Market Segment, Reservation Type, Special Event, Department, Cancellation Policy and others).
- Drive chart colouring on the Booking Chart and the Availability Chart, where reservations can be coloured by lookup value.
- Supply the inclusion and exclusion criteria for Triggered Correspondence (for example, send only when Booking Source = "Walk-In").
- Hold rule-bearing records as well as plain picklists. Cancellation Policies hold rules and fees, Reasons are associated to a function (Housekeeping, Voids, Receipts and others), and Special Events hold date ranges and pop-up notes.
Records added in a Lookup Table become immediately available in every dropdown that consumes the lookup. No extra activation step is required.
How to Add, Edit, or Delete
The Add form differs by lookup but follows a common shape. Open any individual lookup, then use the toolbar Add (+) icon to create a record, the pencil icon on each row to edit, or the delete icon.
| Field | Purpose |
|---|---|
| Description | The display name shown in dropdowns. Mandatory on most lookups. |
| Code | A short alpha or alphanumeric code, often used in reports and on the Booking Chart. |
| Colour | The colour swatch used by the Booking Chart and other charts when "colour by [this lookup]" is selected. Present on most reservation-facing lookups. |
| Grouping | Optional grouping header used to roll related records up for reporting. Groupings is itself a Lookup Table. |
| Active / Show Online flags | Vary by lookup. For example, Dwelling Type has "Show in RMS Online" and Inventory Pooling has "Available to RMSOnline". |
| Note / Short Description | Free-text notes shown on hover or used as a pop-up warning body (used by Special Events for example). |
★ Tip: Because Lookup Table values appear in dropdowns across RMS and many are surfaced to OTAs and the RMS Booking Engine, keep the list short, consistent and well-coded. Avoid duplicate entries that differ only by capitalisation or punctuation.
Lookup Table options
The following lookups are available under Setup > Lookup Tables, in alphabetical order as they appear in the menu. Names that are hyperlinked have a dedicated article. Industry-specific or module-gated lookups are noted where applicable.
| Lookup Table | Purpose |
|---|---|
| Acc Type | Account types attached to guests and companies. |
| Activity | Activity codes for guest activities and tours. |
| Area Potential | Classification of revenue potential for an Area. |
| Area Type | Classification picklist applied to Areas. |
| Attributes | Features assigned to Categories and Areas. Used as Booking Chart filters (for example, coffee maker, accessible, RV length). |
| Boat Draft | Marina-specific dimension lookup for vessel draft. |
| Boat Length | Marina-specific dimension lookup for vessel length. |
| Boat Type | Marina-specific lookup of vessel types. |
| Boat Width | Marina-specific dimension lookup for vessel width. |
| Booking Source | Where the reservation originated. Used widely across reports, charts, the RMS Booking Engine and Triggered Correspondence. |
| Booking Template | Reusable reservation templates that pre-fill reservation defaults. |
| Business Lost | Reasons recorded when potential business is lost. Used in Sales Lead Management. |
| Business Seg | Business segment picklist used in Sales Lead Management. |
| Cancellation Policies | Per-property cancellation rules and fees attached to Rate Types and reservations. |
| City Master | City reference list used on guest, company and Travel Agent records for reporting roll-ups. |
| Classification | Generic classification picklist applied to guests. |
| Competitor Master | List of competitor properties used by Sales Lead Management. |
| Contacts | Contact records that can be linked to Companies, Travel Agents and Booking Sources. |
| Country Grouping | Grouping of countries used for reporting roll-ups. |
| Department | Internal department list. Each record can hold an email address used by Triggered Correspondence and a default Booking Source. |
| Destination Codes | Travel destination codes used in tour and travel-agent workflows. |
| Dietary Requirement | Guest dietary preferences and requirements. |
| Drop Off Location | Drop-off points used in guest transfer workflows. |
| Dwelling Brand | Caravan and RV brand list. Attached to guest profiles and used in holiday park workflows. |
| Dwelling Length | Caravan and RV length values. Feeds Pitch-type and Dwelling-length validation rules. |
| Dwelling Type | Caravan and RV dwelling types. Attached to guests and to Category or Area Dwelling Options. |
| EFTPOS (Payment Gateway) | Registered EFTPOS terminals available for selection on payment screens. |
| Form Letter Categories | Groupings shown in the Form Letter list. |
| Furniture | Furniture items offered as Guest Portal preferences. |
| Groceries | Grocery items offered as Guest Portal preferences. |
| Grouping | Reusable groupings. The "Heading For" dropdown picks which lookup the grouping applies to, and rows can carry per-property maximums. |
| Guest Status | Guest record lifecycle picklist. |
| ID Type | Identification types recorded on guest profiles (for example, Passport, Driver Licence). |
| Industry Master | Industry classifications applied to Company records. |
| Interests | Guest interests offered in Guest Portal preferences. |
| Inventory Item | Inventory items used in Categories, Areas and Stock Control. |
| Inventory Pooling | Pools multiple Categories' inventory under one online-sellable Category for OTAs and the RMS Booking Engine. |
| Job Type | Job type classifications used by Job Management. |
| Landing Port | Marina landing port list used in vessel arrival workflows. |
| Language Spoken | Languages a guest speaks. Used on the guest profile. |
| Language Translation | Translation entries for the property's display language overrides. |
| Market Segment | Revenue-by-market reporting lookup attached to Rate Types and reservations. |
| Market Type | Higher-level market classification used for reporting. |
| Meal Plan | Meal plan options used on reservations and the RMS Booking Engine. |
| Membership Type | Membership programmes a guest belongs to (for example, loyalty programmes). |
| Occupant | Occupant types used in Occupancy Calculation Rules. |
| Origin | Origin codes used in travel and tour workflows. |
| Passport Scanners | Registered passport-scanner devices used at reception. |
| Pickup Location | Pickup points used in guest transfer workflows. |
| Position | Contact role positions used on Companies, Travel Agents and Guest contacts. |
| Privacy Policy | GDPR-style privacy policy text offered to guests. |
| Rate Element | Categorisation applied to Rate elements for reporting. |
| Reasons | Reason picklist used by Voids, Receipt Reversals, Refunds, Housekeeping "task not required", Housekeeping Pause and other corrections. |
| Regions | Regional groupings (for example, by postcode) used for reporting roll-ups. |
| Relationship | Relationship types between guests (for example, partner, child). |
| Reservation Type | Core reservation classification selected on every reservation. Can be coloured on the Booking Chart. |
| Roles | Role labels used on contact records. |
| Sales Priorities | Priority labels applied to sales leads. |
| Sales Source | Source picklist for sales leads. |
| Service Providers | Internal or external service providers used by Event Management and Job Management. |
| Special Events | Per-property events with date ranges and optional pop-up warnings when a reservation falls inside the range. |
| Stock Category | Stock category list used by Stock Control. Requires Stock Control activation. |
| Stock Location | Stock location list used by Stock Control. Requires Stock Control activation. |
| Titles | Guest titles (for example, Mr, Mrs, Dr). |
| Towing | Towing vehicle list used in caravan and RV workflows. |
| Traces | Configuration entry point for the Traces feature. |
| Transport Type | Transport types used in guest transfer workflows. |
| Turn Away | Reason codes captured when business is turned away (for example, no availability). |
| VIP Codes | VIP labels applied to guest profiles. |
| Visit Purpose | Reason for a guest's visit recorded on the reservation. |
| Waitlist Codes | Status codes used by the reservation Waitlist. |
Field Maintenance
A Lookup Table on its own only supplies the option list. Whether the dropdown is shown at all, whether it must be filled before save, and the label that appears next to it are controlled in Setup > Users > Field Maintenance.
The common pattern is to create the lookup records first (for example, Booking Source, Reasons or Reservation Type), then open Field Maintenance and tick "On Save" so users cannot save a reservation without picking a value.
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