This guide explains how to use Report Writer to find every guest who is staying with you or has an upcoming booking, and email them a Form Letter.

Overview

Use this process when every current and future guest needs the same letter, such as notice of scheduled maintenance, a change to your facilities, or new contact details. Report Writer finds the guests with a search you build from statements, then emails a Form Letter to all of them at once.

The search in this guide finds every reservation that departs today or later, apart from cancelled and no-show bookings. That covers guests who are staying with you now and guests who are due to arrive, and it leaves out guests who have already checked out.

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.

Prerequisites

• A Form Letter that contains your message. See Set up Form Letters.
• Access to send Form Letters on your Security Profile. See User Access to Form Letters.

Search for Current and Future Guests

The Report Writer search for current and future guests uses two statements: one that includes every reservation departing today or later, and one that excludes reservations that have already departed.

1. In the side menu of RMS, go to Utilities > Report Writer.
2. Under Options, check that Remove Duplicate Guests and Ignore Cancelled Reservations are ticked.
3. In From, select Reservation.
4. In Field, select Depart_Date_Medium.
5. In Criteria, select Greater Than or Equal To, then Today.
6. Select Add This Statement.

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8. In Range Boundary, select Exclude.
9. In From, select Reservation.
10. In Field, select Status.
11. In Criteria, select Equal To, then select Departed from the list.
12. Select Add This Statement.
13. Select Show Matches.

Tip! Exclude this step if you want to include today's departures. 

The Statement List then reads "Include Depart_Date_Medium from Reservation where Depart_Date_Medium is greater than or equal to Today" and "Exclude Status from Reservation where Status is equal to Departed".

Important! Report Writer leaves out guests whose Marketing Opt Out, Email Opt Out or SMS Opt Out is set to Yes, unless you tick Ignore Privacy Settings under Options. Tick it only for essential, non-marketing messages that every guest must receive, and make sure the message complies with the marketing and privacy rules that apply to your property.

Tip! To reuse this search later, enter a Template Name and select Save Template. See Create a Report Writer search template.

Email the Form Letter to the Matched Guests

The Matches tab lists every guest the Report Writer search found, and the Form Letter option on that tab emails a Form Letter to the guests you select. Every guest in the list is selected to begin with.

1. Select Form Letter.

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3. (Optional) Select Emergency Letter to also send the letter to guests who have opted out of receiving correspondence.
4. In Search, enter the name of the Form Letter.
5. Select the checkbox for the Form Letter.
6. Select the Open icon to open a copy of the letter for each guest.
7. Select the Email icon.

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9. (Optional) Edit the Subject.
10. Select Email/Exit.

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Tip! To leave a guest out, untick their checkbox on the Matches tab before you select Form Letter.

Please Note! The Email icon emails the letter to every guest selected on the Matches tab, not only the guest whose letter is on screen. When more than 100 guests are selected, RMS shows the first guest's letter only, but still emails every selected guest.

Related Articles

• Understanding the Report Writer Template Screen
• In/Out Movements: Send Letter
• Communication Preferences