This article highlights the key features RMS provides for motels and drive-up properties, helping property managers understand and use the tools available to run their property effectively.

Overview

RMS supports motel operations with a focused set of tools suited to drive-up, highway, and short-stay properties. From quick reservations and walk-in check-ins to housekeeping and online bookings, RMS covers the core workflows of a motel while giving owners the flexibility to grow and add features as their business needs change. This article provides an overview of the features most relevant to motel operations.

Room and Category Management

Rooms in RMS are organised into Categories, which group units by type (for example, Standard Room, Queen Room, Family Room). Each Category carries its own pricing, maximum occupancy, tax configuration, and housekeeping settings. Individual rooms within a Category are called Areas. Each Area can be assigned attributes such as floor level or bed type, which can assist with room selection and filtering on the Booking Chart.

Reservations and the Booking Chart

The Booking Chart gives a real-time visual overview of all reservations across every room for a selected date range. Motel-specific capabilities include:

• Walk-in reservations - New reservations can be created directly from the Booking Chart by clicking and dragging across an available room and date range.
• Drag-and-drop room moves - Reservations can be moved between rooms by dragging them on the chart, with RMS prompting to confirm the move.
• Out of Order - Rooms can be taken offline for cleaning or maintenance without impacting other reservations.
• Quick visual status - The chart can be colour-coded by reservation status, booking source, or rate type, giving front desk staff an immediate read on occupancy and arrivals.

Check-In and Check-Out

RMS supports rapid check-in and check-out workflows suited to motel operations. The In/Out Movements screen provides a consolidated list of all expected arrivals and departures for any given day, allowing front desk staff to work through the list efficiently. Key features include:

• Bulk check-in and check-out from the movements screen
• Balance visibility before checkout so outstanding charges can be settled
• Automatic generation of tax invoices and receipts on checkout
• Credit card processing at check-in or checkout via connected payment gateways

Housekeeping

The optional Housekeeping feature can be enabled on any room Category, generating cleaning tasks automatically based on arrivals, departures, and stay-overs. For motels with a smaller team, the Housekeepers screen provides a straightforward task list that staff can update as rooms are cleaned, with status changes reflected immediately on the Booking Chart for front desk staff.

Rates and Pricing

RMS provides flexible rate configuration for motels:

• Rate Types and Rate Periods - Pricing can vary by season, day of week, or occupancy level using Rate Periods configured in the Rate Manager.
• Derived Rate Types - Rate plans for different guest types (for example, corporate, senior, or member rates) can be set as a percentage or fixed amount above or below a base rate, avoiding the need to maintain each rate plan independently.
• Quick Quote - Front desk staff can use Quick Quote to find available rates and room types for any date range without leaving their current screen.

Online Bookings

The RMS Booking Engine provides a direct online booking channel for the motel's website, allowing guests to check availability and confirm bookings without calling the front desk. Bookings made through the engine flow directly into RMS as reservations. Properties can also distribute availability and rates to Online Travel Agents (OTAs) and booking platforms via the RMS Channel Connection feature, with all inventory managed centrally in RMS.

Guest Communications

RMS automates routine guest correspondence through Triggered Correspondence, which sends emails or SMS messages based on reservation events such as a new booking, upcoming arrival, or after departure. Standard templates can be set up for booking confirmations, pre-arrival instructions, and post-stay follow-ups, reducing the manual workload for front desk staff.

Payment Processing

RMS integrates with payment gateways through RMS Pay and other supported providers. Card details can be securely stored on the reservation for automated charging at checkout or at pre-configured points in the guest journey. For motels that take deposits at the time of booking, Payment Schedules can automate when deposit and balance payments are charged.

Related Articles

• Daily Procedures Guide: Motel
• Booking Chart - Overview
• Check in a reservation from In/Out Movements
• Housekeeping Tasks
• Rate Manager Chart
• RMS Booking Engine
• RMS Pay