The RMS Vault securely stores your guests' credit card details in RMS, and this article explains how to turn it on, when RMS uses it automatically, and how to check whether your property uses 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.

What Is the RMS Vault?

The RMS Vault is encrypted storage for guest credit card details in RMS. It holds card details received with online reservations and card details that you enter manually on a reservation.

The RMS Vault stores card details only. It does not process payments. To charge a card held in the Vault, an authorised user at your property retrieves the card details and processes the payment manually, using an on-site terminal or your Payment Gateway when creating a Receipt. To store cards and process payments within RMS, use a Payment Gateway such as RMS Pay.

How Is the RMS Vault Turned On?

You turn on the RMS Vault in RMS setup by selecting it as the place where card details are stored. You can select the RMS Vault in any of the following places:

• Setup > Property Options > Property Information: on the Payment Gateway tab, with the Ecommerce Online Payment Gateway toggle on, select RMS Vault. See Set up the RMS Vault.
• Setup > Online Bookings > Online Options: on the Payment Options/Fees tab, select RMS Vault as the Gateway Provider for the RMS Booking Engine. See Use the RMS Vault with the RMS Booking Engine.
• Setup > Online Bookings > Online Options: on the Payment Options/Fees tab, set Online Channel Credit Card Storage to Store in RMS Vault. This setting controls how RMS stores card details received from online booking channels. If your property uses a Payment Gateway, do not select Store in RMS Vault, because RMS then stops tokenising channel card details through your gateway. See Online Options - Payment Options/Fees Tab.

You do not need to contact RMS to turn on the RMS Vault. The RMS Vault option is available to every property in these setup screens.

When Does RMS Use the RMS Vault Automatically?

RMS stores card details in the RMS Vault automatically in some situations, even if you have not selected the RMS Vault in setup. No setup is required for this to happen.

• Your Payment Gateway is not supported on the RMS Booking Engine. The RMS Booking Engine asks the guest for card details at checkout and stores them in the Vault. RMS does not take a payment or deposit online. See Use the RMS Vault with the RMS Booking Engine.
• A booking channel sends card details that cannot be tokenised. When an Online Travel Agent (OTA) or other booking channel does not supply enough detail for your Payment Gateway to create a Credit Card Token, RMS stores the card details in the Vault instead so they are not lost. This fallback does not apply where RMS Pay is the Gateway Provider for online bookings. See Credit Card Information Received from Online Travel Agents (OTA's).
• Your property does not use a Payment Gateway. When a booking channel sends card details and your property has no Payment Gateway in RMS, RMS stores the card details in the Vault.

If your property has no Payment Gateway and no deposit configured for the RMS Booking Engine, the guest is not asked for card details at checkout, and nothing is stored in the Vault.

How Do I Check Whether My Property Uses the RMS Vault?

To check whether your property uses the RMS Vault, look at your setup and at your reservations:

• Property Information: in Setup > Property Options > Property Information, edit your property and check whether RMS Vault is selected on the Payment Gateway tab.
• Online Options: in Setup > Online Bookings > Online Options, check the Gateway Provider and Online Channel Credit Card Storage settings on the Payment Options/Fees tab.
• Reservations: open a reservation and select the CC Token icon. The Credit Card Token Details window shows whether the card is held as a Credit Card Token or in the Vault.

Even if you have not selected the RMS Vault in setup, some of your reservations can still have card details in the Vault from the automatic situations above. A single channel booking stored in the Vault does not necessarily mean your setup is wrong. If channel card details are stored in the Vault consistently, see Windcave: Online Card Details Stored in Vault Instead of a Token if your property uses Windcave.

Who Can See Card Details Stored in the RMS Vault?

At your property, card details stored in the RMS Vault can only be viewed by users whose Security Profile allows access to the RMS Vault. Each user also sets up their own Vault password the first time they open stored card details. See RMS Vault Login.

The RMS Vault does not display a card's security code (CVV). RMS sends the CVV to your property's email address in a password-protected PDF, and the default password for that PDF is your property's RMS Client ID.

Related Articles

• Set up the RMS Vault
• Add Credit Card details to the Vault
• Retrieve Credit Card details from the Vault
• User Access to RMS Vault
• RMS Vault Locked