This article describes how to connect Travelclick's Guest Management Solutions (GMS) to RMS, including the configuration required and the data exchanged between the two systems.

Overview

Travelclick's Guest Management Solutions (GMS) is a unified guest communication and engagement tool, built on the iHotelier® platform. Once connected, guest and reservation details flow straight through to Travelclick automatically, along with rates and availability. This unlocks features like guided room upgrade offers and package add-ons (Requirements in RMS) that guests can accept through GMS.

This article covers the configuration required in RMS before connecting, how the connection is activated, how to map your Categories and Rate Types, and which data is exchanged between the two systems.

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.

Key Points

• A unique code must be assigned to every accommodation Category, Rate Type, Booking Source, and Market Segment in RMS before the connection can be mapped.
• Requirement names and their charge configuration must match in both systems to ensure reservation modifications from GMS can be updated correctly in RMS.
• All RMS prerequisites must be completed before module activation, and the module should be activated 48 hours before the scheduled implementation date, to allow time for GMS to process the initial sync of reservations and guest data.

Property Onboarding

The Travelclick GMS implementations team schedules a session with RMS to complete basic testing for each property being onboarded.

Important! All prerequisites in RMS must be completed 48 hours before the scheduled test date. This allows time for the initial sync of existing reservations and guest data to finish.

Prerequisites

Travelclick GMS identifies RMS records by their code, so a code must be assigned to every Category, Rate Type, Booking Source, and Market Segment before mapping the connection. A matching Requirement must also be set up in RMS for every package add-on Travelclick GMS can send.

Important! Every code must be unique. The same code cannot be used on two different records, for example the same rate code on two different Rate Types. This applies to Categories, Rate Types, Booking Sources, and Market Segments.

Categories

In the side menu of RMS, go to Setup > Category/Area.

1. Click Edit or double-click an accommodation Category to open the setup screen.
2. Select the Extra Details tab.
3. Enter a code in the Code field.

4. Repeat for all accommodation Categories.

   

   
    

Rate Types

In the side menu of RMS, go to Charts > Rate Manager.

1. Select the Rates icon above the calendar.
2. Select Rate Type to open the setup screen.

3. Double-click on the  Rate Type to open.

   

   
    

4. Enter a code in the Code field.

5. Repeat for all Rate Types, including Derived Rate Types.

   

   
    

Booking Sources

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

1. Click Edit or double-click a Booking Source to open the setup screen.
2. Enter a code in the Code field on the Booking Source tab.
3. Click Save and Exit.

4. Repeat for all Booking Sources.

   

   
    

Market Segments

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

1. Click Edit or double-click a Market Segment to open the setup screen.
2. Enter a code in the Code field on the Market Segment tab.
3. Click Save and Exit.

4. Repeat for all Market Segments.

   

   
    

Requirements

Travelclick GMS never creates or cancels a reservation. It only sends upsells, such as a room upgrade or a package add-on, against an existing reservation. RMS receives these as Requirements, so a matching Requirement must exist in RMS before the connection goes live.

To ensure package add-ons sent from Travelclick GMS are created correctly as Requirements in RMS, the Requirement name and charge configuration must match between the two systems.

• Requirement name - the Requirement name in RMS must match the package add-on name sent from Travelclick GMS.
• Charge configuration - the charge basis, for example per person per night or per stay, must be configured the same way in both systems.

Please Note! Unlike Categories, Rate Types, Booking Sources, and Market Segments, Requirements do not need a code. Travelclick GMS sends the Requirement name directly, so no code assignment step is needed here.

Please Note! If no matching Requirement is found in RMS, the package add-on is added to the reservation under OTA Notes instead.

In the side menu of RMS, go to Setup > Accounting > Requirements.

1. Click Edit or double-click a Requirement to open the setup screen, or select the Add icon to create a new one.
2. Enter the Requirement name to match the package add-on name sent from Travelclick GMS in the Description field.
3. Set the charge basis to match Travelclick GMS. Use Per Period Fee for a per-stay charge (tick Daily Requirement to charge per night instead), or Per Person Fee for a per-person charge (tick Charges Required Daily to charge per person, per night).
4. Select the linked Sundry charge.

5. Select Save/Exit.

   

   
    

6. Repeat for every package add-on Travelclick GMS can send.

Activating Travelclick GMS

Once all required configuration is complete in both RMS and Travelclick GMS, contact the RMS sales team to activate the connection.

After activation, RMS begins the initial sync of existing reservations and guest profiles to Travelclick GMS, and the Travelclick GMS channel becomes available in the Channel Management screen.

Mapping Travelclick GMS in RMS

Connection Information

In the side menu of RMS, go to Setup > Online Bookings > Channel Management.

1. Select All from the drop-down menu at the top, then enter GMS in the search box.
2. Double click the Travelclick GMS channel to open the mapping screen.
3. Complete the Connection Information section using the values below.

Mapping Categories and Rate Types

Complete the Connection Information section, then map your Categories and Rate Types to their Travelclick GMS equivalents without saving yet. The Channel Mapping Wizard is the easiest way to do this, using Map by Property as the mapping method.

Choose the mapping action that matches your situation: Append Mapping adds new mapping without affecting anything already mapped, and Replace Mapping clears the existing mapping first, which is useful if you need to start again from scratch.

Enter the Category and Rate Type codes configured in the Prerequisites section above, then select Save/Exit in the top right corner to complete the mapping.

Availability, Rate & Reservation Data Exchange

The following table shows which availability, rate, inventory, guest, and reservation data is sent and received between Travelclick GMS and RMS.

Please Note! Package add-ons must be configured in Travelclick GMS before they can be returned to RMS on a reservation modification.

Tip! For definitions of the terms used in the data exchange table above, see the Availability, Rate & Reservation Glossary for Channel Connections article.

Related Articles

• Channel Connection
• Channel Mapping Wizard
• TravelClick HTNG: Channel Information