RMS Notes
RMS keeps your reservation information organized with a powerful database software that allows integration of your owners, units, guests, reservations and accounting....just to scratch the surface.  What about all those "minor" details that are of major importance to your guests and could make or break vacation? Do you need to attach a message or a note to a reservation that is critical to your guest and the possibility of their return next season?  RMS can assist you in tracking those unique details that may be required to keep a guest happy.  RMS Notes can also be used for in-house information you want to share only with staff such as a Do Not Rent note or a Waiting List Note.

You can create, print, change or delete notes in RMS for Reservations, Units, Mail list entries, Owners and Work Orders in RMS.   To add a note to a reservation, add it straight from the Reservation view screen, or go to the Notes File and select Reservation Notes, then enter the reservation number you want to add the note to.  The category you choose can assist you in where the note will display or print. 

The critical status determines if the note will appear every time you retrieve the record.  For example, you create a critical note for reservation 10101.  Every time you view that reservation the subject line of the note will display.  Reconcile or change the status of the note and it will no longer display when 10101 is retrieved.  It can be helpful,for example, to attach a Critical status note to the Mail entry of a guest you've had issues with in the past - when picking that guest for a future booking, the note will pop up for you to view.

Notes can also be set to expire, so that they can be self-maintained.  You can search for notes by category, such as all reservations with a security deposit note.  To do a search from the View Reservation screen choose notes and  then choose the note category.

Reporting Notes

All notes can be printed individually and also some reports can include notes.  Notes can be printed on the Arrival List report, the Departure Listing and in your User Designed Letters.  Confirmations to guests can also print notes of certain categories.

The Arrival List can include the special description note, the one line of text that may be entered in the reservation view screen.  It can also include reservation notes, including all notes, certain categories or just critical notes.  History notes, created by your RMS automatically documenting date booked, operator information and any changes made can also be printed on the arrival listing.  Check-in information including transportation mode can also be included.

The Departure Listing can also include similar note information including reservation notes by specific categories, history notes and check-in/check out information entered via Reservation Maintenance.

Notes can be quite lengthy and printed if needed.  But notes don't have to be printed.  Most notes and reports can be printed to screen and viewed. Viewing critical notes that pop on their respective screens can be a very useful tool without having to print it to paper.  Consider it an effort to "Go Green" and try critical notes to alert you staff of special needs.  However you choose to use notes, whether printing or viewing them, begin utilizing the power of Notes in RMS today!