The Guest Portal Correspondence report lists every Form Letter sent to, or received from, a guest's Guest Portal, together with its current status.
Overview
The Guest Portal Correspondence report shows every piece of correspondence sent to a reservation's Guest Portal, and everything received back from the guest through it. This covers Interactive Form Letters sent for signature (for example a rental agreement) as well as guest-submitted items such as registration cards, declarations, and special requirements. Each row shows the reservation (booking), who sent or actioned it, and its current status.
See Sending Correspondence to the Guest Portal for how correspondence is sent and how a guest completes it.
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.
Use Cases
- Chasing outstanding sign-offs - front desk filters Sent Type to Sent (Pending Sign Off) to see which rental or lease agreements are still awaiting a guest's signature before arrival.
- Reviewing one guest's correspondence history - staff filter or group by Res No to see everything sent to, or received from, a specific reservation's Guest Portal and its current status.
- Confirming guest-submitted forms were actioned - reception filters Sent Type to Received (Awaiting Approval) at the start of shift to catch guest-submitted registration cards or declarations that still need review.
How to Access
In the side menu of RMS, go to Reports > Management > Reservations > Guest Portal Correspondence.
Report Options
The report options below control the date range, filtering, and grouping shown on the report.
| Report Option | Type | Default | Description |
|---|---|---|---|
| Sent Between | Date range | Month To Date | The date range used to select correspondence, based on when it was sent or received. |
| Property | Selector | All Selected | Limits the report to selected properties. Only shown on multi-property (Enterprise) accounts. |
| Time Zone Select | Dropdown | (UTC) Coordinated Universal Time | Sets the timezone used to display the Date Sent/Received column. |
| Sent Type | Dropdown | All |
Filters by direction and status. Options:
|
| Group By | Dropdown | No Grouping |
Sets how rows are grouped on the report. Options:
|
| Sort By | Dropdown | Date Sent |
Sets the row order. Options:
|
Column Headers
The columns below appear on the report output.
| Column | Description | Source / Calculation |
|---|---|---|
| Date Sent/Received | When the correspondence was sent to, or received back from, the Guest Portal. | Displayed in the timezone set by Time Zone Select. |
| Description | The name of the Form Letter sent or received. When the same correspondence was also emailed, the sender and recipient addresses are appended, for example "Travel Documentation; From: enquiries@yourdomain.com; To: email@example.com". | Setup > Correspondence > Form Letters. |
| Res No | The reservation the correspondence belongs to. | Reservation number. |
| Sent By | The User who sent or actioned the correspondence, or 'Client Portal' when the guest carried out the action themselves through their own Guest Portal login. | RMS User, or 'Client Portal' for guest-initiated actions. |
| Action | The current status of the correspondence. | See Sent Type above for the full list of status values. |
Related Reports
- Reservation Audit Trail Report - tracks changes made to a reservation itself, rather than correspondence sent to or from its Guest Portal.
Related Articles
- Sending Correspondence to the Guest Portal - how to send an Interactive Form Letter to the Guest Portal and how signatories complete it.
- Form Letters - setting up the correspondence templates this report lists.
- Guest Portal - overview of the Guest Portal feature.
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