Introduction to RMS Clients

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RMS maintains Client records separate from Reservations records. When a reservation is made, either existing client details or new client details are joine dto the reservation detaisl to create the full reservation. Once a client record has been created it is kept for re-use in RMS, when more reservations are made for this person. It also saves time and effort to re-use a client record rather than create a new record each time that person returns,

Client records are used to store information about people Eg. Name, Phone Number, Address, Email etc. These details may be entered into RMS without attaching them to a Reservation, the purpose of this is to allow you to generate an enquiries listing, building your marketing database, including entering Owners, Third Parties.

Through use of the same client record every time that person makes a reservation data entry is reduced and features such as client history, the recording of each visit, become relevant.

By simply adding a client record into RMS from a phone enquiry, this person is then added to your RMS database. The next time you use your report writer to send out marketing letters this person will be included in that list.

Clients have individual notes field allowing you to store further information about that client that may be required knowledge for their next visit Eg. Disabled access required. Keeping this information can make your guests feel that their stay is more personal and remembering that this guest requires disabled access allows you to select a room appropriately.

Each Client is also supplied with an individual client account. This allows you to charge items to that particular guest instead of their reservation Eg. When a guest is staying for business and they wish to pay for their own minibar. The client acccount is also an appropriate palce to record any credit balance ( or deposit) made before you have created their reservation. The transfer account feature can be used to move balances to their reservation account later but a receipt and proper recording may be done until then.

Comprehensive client records assist in identifying clients an dbuild to a most valuable resource for a property.

Avoid duplication:

Type in the first few characters of a client surname and press Enter ( Or click on the down arrow in the Surname field) to display all clients with that name. Selct the one required and update any details, or click outside the client listing and continue to add details of your new client.

Note: If you simply click on the next field, RMS will not search for existing records and you may create duplicate records - adds confusion and extra work.

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