Payment Schedule initial triggers set how much a guest pays first, how long RMS waits before taking that payment, and which payment methods RMS attempts.

What is a Payment Schedule initial trigger? An initial trigger is the first payment rule inside a Payment Schedule Template. An initial trigger controls three things: the amount of the first payment, the delay before RMS processes it, and the order of payment methods RMS attempts. Every Payment Schedule Template requires one initial trigger before any timed triggers can be added.

What are the Payment Schedule initial trigger options?

An initial trigger is built from five settings. Use this when you want a deposit collected at or shortly after the time of booking, rather than on arrival.

Upfront Payment calculation methods

Upfront Payment determines the value of the first payment. Six calculation methods are available. This rule applies unless a Late-Booking Rule is set instead. The Triggers grid shows the result as the Override Amount column when a Late-Booking Rule overrides the standard Upfront Payment amount.

Wait Before Trigger

Wait Before Trigger sets a delay between the reservation being made and RMS processing the first payment. The shortest delay available is 1 hour, which gives staff and guests time to finish creating the booking.

Payments already received reduce what RMS takes at the trigger time. If a guest pays the full charge before the trigger time, RMS processes no further payment. If a guest pays part of the charge, RMS processes only the remaining balance.

Late-Booking Rule

Late-Booking Rule is optional. Late-Booking Rule lets you charge a different amount when a reservation is made within a set number of days of arrival. The same six calculation methods listed above are available for the late-booking amount, and each one takes its own Days before Arrival value alongside the amount or percentage - this is the window (counted from arrival) within which the late-booking amount applies instead of the standard Upfront Payment amount.

Payment Actions

Payment Actions decide how RMS attempts to collect the money, using up to three action slots. RMS works down the list in order and uses the first action it can execute.

The options available narrow at each slot: 1st action: None, Manual (No Automation), Charge Token, Send Pay Link by SMS, Send Pay Link by Email 2nd action: None, Send Pay Link by SMS, Send Pay Link by Email 3rd action: None, Send Pay Link by SMS

• Manual (No Automation) requires a staff member to process the payment on the reservation.
• Charge Token charges the most recently added credit card token on the guest profile. A staff member can change the token used on an individual reservation.
• Send Pay Link by SMS sends the guest an SMS containing a link to a secure payment form. Requires RMS Pay.
• Send Pay Link by Email sends the guest an email containing a link to a secure payment form. Requires RMS Pay.

If no credit card token exists for Charge Token, RMS moves to the next configured action. Where a Pay Link action is used, set Pay By Link Expiry to the number of days before that link expires.

Ignore Next Timed Trigger

Ignore Next Timed Trigger is optional and prevents two payments landing close together. Set a number of days: if a timed trigger would otherwise run within that many days after the initial trigger applies, RMS skips (ignores) that timed trigger instead of processing it.

For example, if Ignore Next Timed Trigger is set to 1 day, and a timed trigger is due to run within 1 day of the initial trigger firing, RMS does not process that timed trigger.

How do I configure an initial trigger?

Before you begin, you will need a saved Payment Schedule Template and a Security Profile that grants access to Payment Schedule setup.

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 an initial trigger.

   

    

4. Choose an Upfront Payment calculation method and enter the amount or percentage it requires.
5. Set Wait Before Trigger to the delay you want before RMS processes the payment.
6. Set a Late-Booking Rule if you charge a different amount for reservations made close to arrival.
7. Select up to three Payment Actions in the order you want RMS to attempt them.
8. Set Ignore Next Timed Trigger if you want RMS to skip a timed trigger due within a chosen number of days of the initial trigger.

9. Select Save/Exit.

   

    

Please Note! Virtual credit cards (CVV) cannot be used in Payment Schedules at this time.

Tip! Order your Payment Actions from most automated to least automated, so RMS only uses a manual payment when every automated action is unavailable.

Frequently asked questions about Payment Schedule initial triggers

Does an initial trigger charge a guest twice if they have already paid?

No. RMS checks the balance at the trigger time. A guest who has paid in full is not charged again, and a guest who has paid part of the amount is charged only the outstanding balance.

Can a corporate customer use a different first payment amount?

Yes. Assign a Payment Schedule Template with a different initial trigger to the rate that corporate customer books on. For details, see Payment Schedule for Rate Types and Derived Rate Types.

What is the shortest delay I can set before the first payment?

One hour. RMS applies that minimum so a reservation can be completed before any payment is attempted.

Related Payment Schedule articles

• Add Timed Triggers to a Payment Schedule
• Security Profile Access for Payment Schedules
• Payment Schedule template examples
• Payment Schedule Hierarchy

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