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History

Setup > Configuration > History

Guest History

Lookup by history detail rather than guest profiles This option is for installations where it is more likely that a guest does not return. If you want to track history on a higher level than just each folio, this should not be checked. A guest profile will create a special record for each guest as they checkin. This higher level account allows you to connect each individual folio for the same guest under one record.

Require guest profile record when creating reservations This option will make sure a guest profile is created each time a reservation is made. If a reservation is created and there is no guest profile number attached to it, the system will find the closest match. At that point, you'll be able to select an existing profile or create a new one for the guest.

Require guest profile record when checking in guests This option will make sure a guest profile is created each time a guest is checked in. If the folio properties screen has no guest profile number attached to it, the system will find the closest match. At that point, you'll be able to select an existing profile or create a new one for the guest.

Auto-lookup guest profile when entering name on reservation and checkin form This option will automatically find and suggest a guest profile after you have entered the first and last name fields on the reservation form. At this point, you can select the guest profile if it already exists or create one later. If the guest profile already exists, the available information will automatically be copied in to the reservation form for you.

Auto-create guest profile when saving a record with no suggestions This option will automatically create a new guest profile record when no matches to existing guest profiles are presented or selected.

Do not save Reference Field Information to Guest Profile This option will not send the reference field information over to the guest profile. If you are using your reference field for CRS (Central Reservation System) or GDS (Global Distribution System) information through WorldLink, this option should be checked. This prevents a reference number from a previous reservation being applied to a new reservation

Do not save Credit Card Information to Guest Profile This option will not send the credit card token over to the guest profile.

Do not copy rate information when choosing Guest Profile This option will prevent the rate from a Guest Profile from being used when the guest profile is selected while making a reservation or during check in. Unchecked a prompt will appear allowing the user to select or ignore the rate on the guest profile.

Do not save more than address and name to Guest Profile This option will create a guest profile that only contains the guest name and address when a new guest profile is created from a reservation. All other fields on the profile must be updated manually. Use this option if you get reservations for the same guest from different sources, such as a WorldLink (Global Distribution System) or the guest calling to make a reservation. See Profile Cleaning Tool for more information.

Skip "Guest Profile Confirm Rate Update" screen when selecting Guest Profile When selecting a guest profile for a reservation and the rate entered on the reservation is different than the rate in the profile, a screen will appear asking if you want to use the profile rate. If this box is checked, it will change the rate to the profile rate without prompting you.

Note: If the Do not copy rate information when choosing Guest Profile option is selected, it will override the Skip "Guest Profile Confirm Rate Update" screen... option and the default rate code from Setup > Configuration > Reservations > Rate Code will be applied to the new reservation.

File History

To change the file history settings, please contact support. They have been locked to display only.

Days to save reservation records Once a guest checks out who has a reservation, the reservation is moved from Inhouse to History. Enter the number of days a reservation should stay in the reservation list as history before it is deleted. The longer you keep reservation history, the more disk space is used. It is common to save reservations for from 45 - 60 days. The maximum number of days to save is 365. History is calculated from the check-out date, even on cancelled reservations.

Days to save journal transaction records Each night when the audit is run, the journal file is cleared and started fresh for the next day. Before it is cleared, it is backed up to retain a log in the computer of what happened. The journal report should be printed and filed each night, but it will be saved in the system for this amount of days before it is purged. roomMaster defaults to the maximum number of days, the default setting is "0=Unlimited", meaning all journal transactions will be retained from that time forward.