To send a Secure Credit Card Capture Form during the Reservation process:
- ensure there is an E-mail on file
- check "CC Capture Form" checkbox
- select "OK" to create reservation
Once OK is selected, select "Yes" on the following screen to email the Credit Card Capture Form to the guest.
Delivery of the email can be confirmed by going to Reports -> Messaging Logs
When the guest opens the email, they will select the "Secure Credit Card Capture Form" button to open the form and enter their Credit Card Information. Below is what the guest will see while completing the form:
Once completed, 4 things will happen in RoomKeyPMS:
- the tokenized Credit Card Information will be updated on the Reservation in RoomKey
- the Reservation will now be flagged as "Guaranteed to Credit Card"
- a Reservation Note will appear on the Reservation stating the date/time the Credit Card token was added to the Guest Reservation (ie: Guest added Credit Card using CC Capture Email at 10/2/2025 8:05:45 AM)
NOTE: When the Credit Card Capture Form is completed and its related note is created, that note will appear on the main Guest Info page only if no other Reservation Notes exist on the reservation. If another Reservation Note is already present (e.g., “Guest would like a high floor”), that note will take priority and be displayed on the main Guest Info page instead. The Credit Card Capture Form note will display on the Guest Info page only when it is the sole Reservation Note on the reservation.
4. a Task will appear under Operations -> Message Center to flag that the Guest has entered their Credit Card Information. This task will be especially useful for properties who take Advance Deposits. Once the message is received, the Clerk would post the Deposit to the Guest Reservation and then check the "Set Task as Complete" checkbox to let other Team Members know the deposit has been posted.
The Credit Card Capture Form can also be sent by right clicking on the reservation and selecting "CC Capture Form -> Email CC Capture Form".
Credit Card Capture Emails can be sent for all Reservation Statues (ie: In House, Reservation, Checked Out, Cancelled, No-Show, Wait List), can be sent from the Tape Chart and can also be sent for House Account Reservations.
