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Preferences Tab

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The following article reviews the options found in the Preferences tab of the Property module.

Preferences Tab

System Configuration > Property > Preferences

Preferences Tab


  • Days Profile Purge Allowed After Checkout we recommend allowing users to purge guest profile information 30 days after check-out
  • Default Number of Guests for Block When making Group reservations via the Rooming List in the Groups module, set the default number of people per reservation.
  • Overbooking cut-off limit (days) this setting will automatically release overbooking limits. A zero (0) limit means that overbooking limits will not be released.
  • Max Gift Card Value Limit this setting is required when using the Gift Cards module; it allows you to limit the value that can be added to a gift card in a single transaction.
  • Default check-in time The property's standard, guaranteed check-in time
  • Default check-out time The property's standard check-out time
  • Default First Month Of Year The property's start of the fiscal year (this feature aids with year over year reporting in the PMS)
  • Default Number of Persons When making a new reservation, the default number of people to appear on the reservation.
  • Default avail. credit % When authorizing a guest credit card upon check-in, an additional % amount can be set to automatically authorize for incidental charges - enter the desired percentage amount here.
  • Show reservations for 30 days (recommended) the number entered into this area indicates the number of days of reservations you will be able to see when clicking on one of the View Screens (ie: In House, Arrivals, Departures, Reservations, etc…). If moving from one View Screen to another is slow, it could be due to the number of reservations being loaded. Lowering this number to 7 days can sometimes help the PMS move faster
  • Opt into Marketing Campaigns enable this checkbox to automatically opt-in all new guest profiles into marketing campaigns
  • Accept General Email enable this checkbox to automatically opt-in all new guest profiles into accepting guest documents via email (incl. Mobile notifications, confirmation letters, guest folios)
  • Show Marketing OptIn Box on eRes Online Booking enable this checkbox to show an opt-in optional to guests when they book an eRes reservation
  • Aged Balance Report - Include Credits Default enable this checkbox to automatically include credits on the City Ledger Aged Balance report
  • Auto Logout (20 min) if checked, the PMS will automatically log off after 20 minutes of inactivity. An important security feature necessary to remain PCI compliant, and it is recommended that this box be checked.
  • Auto Print Reg Card if checked, the Reg Card will automatically open as a preview in the PMS upon guest check-in, as a reminder to print for the guest to sign
  • Copy Confirmation To Hotel enable this box to be copied on any email confirmations that are sent via the PMS.
  • Disable Authorization at check-in For properties that take full payment (vs. an authorization) upon Check-In. If using a Credit Card interface, this feature will prevent the interface from automatically obtaining an authorization at check-in.
  • Display "AdvInvoice" (Extended Stay) For properties that take payment upfront or for long term rental properties, there is the option to set the Guest Folio to print for Future charges. This allows the printing of folios by a specified date range
  • Display Contracted Block in Grp/WS Modules For properties using Contracted & Washed blocks. Allows the "Contracted" block figures to be entered into the Groups & Wholesaler Modules.  These figures cannot be reported via any existing reports, therefore the use of this feature is optional.
  • Display Rates in Inventory Calendar enable this box to have the inventory calendar show Client Types and Rates.
  • Display Washed Block in Grp/WS Modules For properties using Contracted & Washed blocks. Allows the "Washed" block figures to be entered into the Groups & Wholesaler Modules.  These figures cannot be reported via any existing reports, therefore the use of this feature is optional.
  • Email GS Vendors If checked, this options allows emailing a copy of a guest confirmation to Guest Services Vendor if the Vendor has an email address added in the Guest Services module.
  • Print hotel's copy of Guest Folio on Check Out checking this box tells the PMS to print two copies of a Guest Folio upon check out.
  • Print Master Folio if checked, this allows you to merge separate Guest Folios (ie: Folio 1 + Folio 2) so they can be printed as one.
  • Property Sum of Room Type Limits enable this setting if you want to overbook your property without specifying which rooms types can be overbooked (i.e. ROH overbooking)
  • Respect Overbooking limits on eRes enable this setting if you want to accept overbooking reservations via the eRes Booking Engine
  • Show Guest ETA enable this setting to see the guest estimated arrival time (ETA) column in your Arrivals and Reservations view screens
  • Rotate Rooms? Designed for properties with individually owned units and Owner's Accounting.  This feature allows rotation of rooms based on the revenue they have incurred and is mainly used by Property Management Companies that must rotate rooms to ensure all Owners receive an equal distribution of stays in their Units.
    • Initialize Rotation button
  • Delete old Tasks/Messages messages in the Message Center can remain for 30, 45 or 60 days before being deleted.
    • 30 days
    • 45 days
    • 60 days
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RoomKeyPMS Settings

Getting Started Guides 8
Overview of RoomKeyPMS 7
Clerk IDs: Creating and Managing Access to RoomKeyPMS 18
Property Module 10
Customize Guest Reports 3
Emailing from the PMS 3
Policy: Managing Booking, Deposit, and Cancellation Policies in RoomKeyPMS 2
Client Types 9
Transaction Codes 11
Setup Required Fields 3
Setup Custom Fields 1
Managing Rooms 8
Overbooking Limits 1
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