Adding a Client Record

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Select the drop down arrow to the right of clients on the Upper Tool Bar and choose 'Add Client'.

Clients may be added here before a reservation is made and recalled when a reservation is being made. Clients records form an important resource and may be accessed at any time. The Client Account provides an ability to place charges and record receipts during periods there is no reservation for the client – it is then a simple process to transfer the client account to the reservation account.

It is important that care be taken to avoid duplication of client records as duplication leads to fragmentation and loss of a consolidated record. When entering a client it is good practice to always select the down arrow in the Surname field to display all existing records of a similar name, as well as saving work!

Client fields are mainly self explanatory. Company Unknown permits entry of another Company "as you go".

The Frequent flyer field is provided to record the frequent flyer number of the client. This is the basis for the Frequent Flyer report in Management Reports.

Remember - You may hide any fields in client details which you are not using - see Field Maintenance . The order fields appear in may also be changed to suit your preferences. This is an important feature which makes RMS much easier to use - please take some time to create screens which work for you.

Clients may also be added or data updated when making a reservation, (again checking of existing records is strongly recommended)

CORRESPONDENCE TAB:

Records the form letters sent, correspondence received and also has a capability for notes.

CONTACTS TAB:

Details of people associated with the client may be added here – eg name and details of a PA to a client.

Contacts may be attached to a client, reservation, company or travel agent. This is a list facility which cannot be used for mail merge, searches etc. Its only function is provide additional information about a client.

BANKING TAB:

This tab is used if you Direct Debit clients account for the rental, or, that the client is actually an owner for trust accounting purposes and you Direct Credit their account each month.

ASSOCIATIONS TAB:

If you have entered relationships in the ancillary setup menu, this tab may be utilized to enter the details of clients who are associated to your guest. You are also able to enter multiple address for the client, transferring them to the client record as required, an example of this may be holding a semester address for a student and a holiday address.

ADRESSES TAB:

This feature allows you to store multiple addresses for a single client. These addresses can be transfered from the Addresses Tab to the main client details and vice versa as required.

HISTORY TAB:

Shows a history of all reservations which have been attached to the client. If Long Term is selected in the client details you may also elect free nights for the client. See Common Procedures, Free Nights for further information on this feature.

REQUIREMENTS TAB:

Add a requirement at this screen and it will automatically be applied to future reservations for this client as they are made. eg Newspaper required.

see Requirements for information on setting up a new requirement. Requirements on Clients

Clients may also be added at the main screen but be careful not to duplicate Client entries. Duplication can lead to disjointed information, incomplete records and multiple accounts, all of which are best avoided.

Longterm Option:

see also Free Nights option

If the longterm option in the client details screen is set to YES, you will see the Annual/Semi Permanent area at the bottom of the history tab.

This area allows you to entitle a client to x amount of free nights every x months, starting from a specific date.

In order to tell RMS that a clients stay is NOT to be used as a free night you will need to come into this screen and tick the box that corresponds to the reservation which is to be included from the free nights count.

RMS will then record stays and deduct them from the total free nights that the client has to show a balance of nights remaining.

HINT: When adding a new client at the reservation screen, always check the drop down box for similar entries. Or use the Enter key after entering part of a surname – a selection of names will appear.

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