This guide explains which screenshots to capture, how to host them at a public link, and what else to supply when submitting your toll-free number verification.

Overview

Before your property can send SMS to guests with United States mobile numbers, the toll-free number used to send those messages must be verified with the mobile carriers. As part of that verification, carriers require evidence of how your property collects a guest's consent to receive SMS.

The evidence takes the form of two screenshots, taken from your own RMS setup, hosted at a link that anyone can open. You supply the link when you submit your toll-free number verification, along with your Privacy Policy and Terms & Conditions web addresses.

Please Note! Carriers need to open the evidence themselves without signing in to anything. This is why the images must be hosted at a public link rather than emailed as attachments.

Please Note! This applies to properties in the United States, Canada and Mexico. The verification is not required for properties in other regions.

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.

Before you start

Two things must be in place before you can capture the evidence.

• The SMS consent option must be showing on your Booking Engine. The guest details page only displays the SMS opt-in field when it has been enabled for your property. If it is not showing, see Configure guest details on the RMS Booking Engine and enable it before capturing Screenshot 1.
• Your Privacy Policy and Terms & Conditions must be published on your own website. You supply both web addresses as part of the verification, and they must sit on your property's own domain.

You will also need somewhere to host two image files at a public link. Free options are covered under Host the screenshots at a public link below.

What you need to capture for toll-free verification

Two screenshots are required.

Screenshot 1: Online booking consent

A screenshot of the page in your Booking Engine where a guest enters their details, showing:

• The guest details fields.
• The policy agreement checkbox.
• The SMS consent checkbox.

All three must be visible in the one image. The checkboxes do not need to be ticked. Carriers are checking that the guest can see what they are being asked to agree to at the point they agree to it, not that any particular box was selected.

Screenshot 2: In-person consent

A screenshot of the Guest Profile Add/Edit screen with the SMS consent script open. Select the SMS Opt Out field label to open it.

The script sets out the wording your reception or concierge staff read to a guest when adding or editing their profile. It covers the types of message the guest will receive, that message frequency varies, that message and data rates may apply, how to reply STOP to opt out or HELP for assistance, and that consent is not a condition of their stay. The script must be readable in the image. This is the evidence that consent taken in person is taken the same way every time.

Screenshot requirements

• Capture the full screen or the full browser window. Do not crop so tightly that the context is lost.
• Make sure the text is legible at normal size. Do not shrink or compress the image heavily.
• Do not edit, annotate, blur, or redact anything other than genuine guest personal information.
• Use a test booking or a dummy profile so no real guest name, contact details, or reservation data appears.
• Save as PNG or JPG. A PDF containing both images is also acceptable.
• Do not paste the images into a Word document or a slide deck. Carriers want the images themselves.

Important! Take the screenshots from your own property's setup, not from an example. Carriers check that the branding and the wording match the business named on the verification.

Host the screenshots at a public link

You need somewhere to put the files where anyone with the link can open them, with no password and no sign-in.

If your property already has a website, the simplest option is to ask whoever maintains it to upload the images and give you the direct web addresses. If not, use a free cloud storage account. Both options below are free and take a few minutes.

Option A: Google Drive

If you do not already have a Google account:

1. Go to accounts.google.com and select Create account.
2. Choose For work or my business.
3. Follow the prompts and complete the sign-up. Use a property email address rather than a personal one, so the account is not tied to one staff member.

To upload and share:

1. Go to drive.google.com and sign in.
2. Select New, then Folder. Name it something clear, for example SMS Opt-In Evidence.
3. Open the folder, select New, then File upload, and upload both screenshots.
4. Right-click the folder and select Share.
5. Under General access, change Restricted to Anyone with the link.
6. Set the role to Viewer. Do not choose Editor or Commenter.
7. Select Copy link, then Done.

Important! Set the role to Viewer. Anyone with the link plus Editor means anyone who receives the link can change or delete your files.

Option B: Microsoft OneDrive

If you do not already have a Microsoft account:

1. Go to signup.live.com and create a free Microsoft account. Use a property email address rather than a personal one.
2. A free Microsoft account includes OneDrive storage.

To upload and share:

1. Go to onedrive.com and sign in.
2. Select My files, then Add new, then Folder. Name it something clear, for example SMS Opt-In Evidence.
3. Open the folder and upload both screenshots.
4. Select the folder, then select Share.
5. Open Link settings using the gear or the current permission label.
6. Choose Anyone with the link.
7. Turn Allow editing off, and do not set a password or an expiry date.
8. Select Apply, then Copy link.

Important! OneDrive can apply an expiry date to Anyone with the link sharing. Check the link settings and remove any expiry before you copy the link. If the link expires, your evidence stops working and your verification can be affected.

Please Note! If your property uses a work or school Microsoft 365 account, or a Google Workspace account, your IT administrator may have blocked the Anyone with the link option. If it is missing or greyed out, ask your administrator to allow external sharing, or create a free personal account instead using the steps above.

Test the link before you send it

This step catches most problems.

1. Copy the link.
2. Open a private or incognito browser window.
3. Paste the link and open it.
4. Confirm both screenshots open and are readable without any sign-in prompt, password, or access request.

If you see a sign-in screen or a Request access button, the sharing setting has not applied. Go back and set it again.

Submit the link with your toll-free verification

Once the link works in a private browser window, supply it with your toll-free number verification request in the Module Market. Paste the link in full, including the https:// at the start.

You also supply two web addresses as part of the same verification:

• Your Privacy Policy web address.
• Your Terms & Conditions web address.

Important! Both addresses must point to pages on your property's own web domain. A link to a third-party page, a document in cloud storage, or a page belonging to another business will cause the submission to be rejected.

Important! These two addresses are mandatory on all toll-free verification submissions from 15 September 2026. Submissions made without them after that date will be rejected by the carrier.

Please Note! RMS cannot upload your screenshots for you or host them on your behalf. Only the link is submitted.

Keep the link live

Leave the files in place and the sharing setting unchanged for as long as your property sends SMS. Carriers can re-check the evidence after verification is granted. If you move the files, delete them, change the folder permissions, or let the account lapse, the link stops working.

Tell RMS if the link ever changes.

Common reasons evidence is rejected

Related Articles

• 2-Way SMS module
• Module Market
• Configure guest details on the RMS Booking Engine
• Communication Preferences