Timed triggers collect staged payments a set number of days before arrival or after departure, and can warn the guest by email or SMS before each payment is taken.

What is a timed trigger? A timed trigger is an additional payment rule that runs a set number of days before arrival or after departure, once the initial trigger has been saved. Timed triggers are how a Payment Schedule collects a balance in stages rather than in one payment, and each timed trigger can send the guest advance notice of the amount due.

What are timed triggers in a Payment Schedule?

Timed triggers are optional, and a Payment Schedule Template can hold more than one. Use this when you want a deposit at the time of booking followed by one or more later payments, such as a "Pay in 4" arrangement or a balance due before a Christmas stay.

Each timed trigger is made up of the following settings.

Notices when a reservation changes

Reservation amendments can change what a guest owes. Whenever a change to a reservation causes a rate recalculation, saving that change automatically notifies the guest of the updated payment details. Choose the delivery method and the correspondence template that RMS uses for those notices on the Reservation Amendments settings of the template.

How do I add a timed trigger?

Before you begin, you will need a Payment Schedule Template with a saved initial trigger. To send advance notices you will also need a correspondence template named Notification of Pending Payment.

In the side menu of RMS, go to Setup > Accounting > Payment Schedule Template.

1. Open the template you want to change by selecting Edit.
2. Go to Triggers.

3. Select Add to create a timed trigger.

   

    

4. Enter a Trigger Name that describes the payment, for example, Balance Due.
5. Choose an Amount Rule and enter the percentage or monetary value it requires.
6. Set When to Run to the number of days before arrival or after departure.
7. Select up to three Payment Actions in the order you want RMS to attempt them.
8. Choose Send Correspondence Via, set a Correspondence Offset and select a Correspondence Template.

9. Select Save/Exit.

   

    

Tip! Sending an advance notice a few days ahead of each payment gives the guest time to update a failed card, which reduces the number of payments you chase manually.

Frequently asked questions about Payment Schedule timed triggers

How many timed triggers can one template hold?

A Payment Schedule Template can hold multiple timed triggers, so you can stage a balance across several payments. Worked examples are available in Payment Schedule template examples.

Can a timed trigger run after the guest has departed?

Yes. When to Run accepts a number of days after departure as well as before arrival, which suits a customer who settles an account after the stay.

Do guests see the Trigger Name?

No. Trigger Name is an internal label for RMS users only. What the guest receives is the correspondence template you select.

A timed trigger did not send its notice. What should I check?

If a guest does not receive advance notice of a payment, check that Send Correspondence Via, Correspondence Offset, and Correspondence Template are all set on that trigger. All three are optional, so a trigger can be saved with them incomplete. For example, a trigger with a Correspondence Offset of 3 days but no Correspondence Template selected has no template to send.

Related Payment Schedule articles

• Payment Schedule Initial Trigger Options
• Payment Schedule Audit Trail
• Payment Schedule Correspondence Templates
• How to Manage Payment Schedules on a Reservation

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