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User Fields

Setup > Configuration > User Fields

Customizing the Reservations screen and Guest Folio Properties​

Up to two custom lookup fields and six free-form fields can be added on the reservations screen and guest folio properties.

The two User Fields allow for drop-down pick lists. These can be used to track items such as the source of a reservation (magazine advertisement, yellow pages, toll-free number), sales person, promotional offers, etc. The Extra Field allows for free-form entry of up to 15 characters. This may be useful for tracking information about hotel guests, such as estimated arrival times, loyalty numbers, etc.

User Fields​

Enter the label for the custom user field in field description. This description will appear on the reservation screen. This can be any text that you want.

A default value for the custom user field can be set from the list of values created under Valid Values. The default value will automatically appear in the custom user field on the reservation screen each time you start a new reservation. This is usually the most common value that is used.

Example: If you create a field called "Pets" and your values are "Yes" and "No", the default value would be "No" since most people will not bring their pets.

If you want users to be forced into choosing a value, leave the default value blank, but make sure "blank" is not a valid value. Since roomMaster requires an entry if a label is entered for the respective User Field, the user will be forced to select a valid value form the list.

Valid Values​

A list of user codes can be defined for use with a custom user field. These codes will appear in a drop-down menu on the reservations screen. In our previous example, these values can be "Yes" and "No".

tip

Import/Export Valid Values For companies or owners with multiple properties using roomMaster, valid values can be exported from one property and imported into roomMaster at another property. The user must have Manager level access for the Import and Export options to appear. Select Export to save the valid value configuration information to a file. The file type is RMXML, a file type unique to InnQuest Software and roomMaster. Only this file type can be used to import information into roomMaster. The file saves to the roomMaster directory automatically, but you can save to an external device to transport to the other property. To import the valid values to the "new" property, select Import then navigate to and select the RMXML file created at the original property. The valid values will appear in roomMaster.

Notes:

  • Only valid values different from what already exist in roomMaster at the new property will be added. For example, if valid value PHON is included in the import file and a valid value PHON already has been entered at the new property, PHON will not be added.
  • No changes to existing valid values will be made. From the previous example, if the description entered for PHON from the old property is different from PHON at the new property, no changes will be made to the existing information for PHON at the new property.

Custom Free Form Fields​

Type the name of up to six extra fields as it will appear on the reservations screen. The name of the field cannot exceed 20 characters.

important

If your property participates in the QANTAS Frequent Flyer program, Extra Field 2 MUST be used for the guests QANTAS frequent flyer number for it to export correctly. Click here for information on configuring the export.

You have the option to mark these fields are "required" which means the user must enter some type of value in the field before they can continue.

Valid Values​

Enter a list of pre-configured values to control the data entered into a Custom Field. Adding valid values restricts end users to select from the pre-configured values instead of typing free form entries on reservations and guest records.

Display on Guest Folio Header​

Select which field will be displayed on the Guest Folio header under the Adults/Child information. All of the fields will still be displayed on the folio properties but the selected field is displayed on the header for quick viewing.