Creating Custom Registration Cards, Guest Folios and Confirmation Letters
The following article reviews how to customize Registration Cards, Guest Folios and Confirmation Letters within the PMS.
Creating & Deleting
The PMS offers the option to create customized Registration Cards, Guest Folios and Confirmation Letters. To access the customized guest reports, go to System Configuration > Property > Customized Guest Reports tab.
IMPORTANT NOTE: Before creating a Customized Guest Report it is important to be aware that Items can be moved, added or deleted on the Customized Guest Reports; however, deleting some fields may cause a Report to no longer work. When unsure whether deleting a field will affect a Report, please contact PMS Support.
Below is the Guest Registration Card prior to any alterations:
Existing items can be moved but they MUST stay within the dark gray area of the screen:
Creating a Customized Report (using Registration Card as an example)
What would you like to modify on your Registration Card?
- Would you like to change the current layout?
- Would you like to add a policy?
- Would you like to add a welcome letter from the General Manager?
- Or would you like to change the current layout and add information as well?
You would like the Room Number to appear in the upper right corner to make the Bucket Check process easier:
Objective: Changing the current layout – ie: Moving the Room Number to the top right corner.
Determine where you want the Room Number to appear and then make your modifications as shown below:
For example: To move the Room Number to the top right hand corner of the Registration Card, the Agent Field, Res. Date and Res. ID need to be moved down by one space.
- To do this, hold down CTRL, and use the left mouse button to select all the fields by drawing a rectangle over them (as shown below).
To save the charges click on the Save button:
You would like for the guest Vehicle Type and License Plate Number to appear on the guest Reg Card.
Objective: Adding information to the current layout.
First, decide where to input this information. In this example, it has been decided that the Vehicle Information will go just below the Credit Card Information. Currently there is only one space for Vehicle Information so 2 more spaces must be created, one for Vehicle Make and one for License Plate Information.
To create more space to insert the License Plate and Vehicle Type fields, click on the gray area. Round black dots will appear. Click the black dot shown below, and drag down to expand the gray field.
- Click the Insert Data Field button
- Select the RegCard_Information list
- Select vhcl_make
- Click OK
Repeat the previous steps, but this time, choose vhcl_license for the next Information Field.
The fields should now be updated to display as below:
When finished, click the Save button.
You would like to add a “note from the manager” to the bottom of the Registration Card.
Objective: Review adding text to our Customized Guest Reports.
To add text to the Guest Registration Card, simply copy & paste a “text box” field, and re-size it to accommodate the message. Following the same steps used to create the “Vehicle Make” title, create a text box for the “note from the manager”.
Click Save to save the changes.