RoomKeyPMS Secure Credit Card Capture Form allows you to securely collect credit card information from guests—eliminating the need for them to share sensitive details over the phone or via email. Instead, guests receive an email with a link to Fullsteam’s Hosted Form, where their Credit Card is immediately verified and tokenized before being added to their RoomKeyPMS Reservation. This ensures maximum data protection and full PCI Compliance.
After the Credit Card has been captured, the property may use the credit card in accordance with the terms discussed at the time of booking (e.g., to guarantee the reservation or to process payment).
Availability Requirements:
- This feature is available to properties using RoomKeyPMS Payments 2.0 – Powered by Fullsteam.
- Requires RoomKeyPMS Version 11.0.0.55 or higher.
- To activate this feature, please contact our Sales Team at [email protected].
Security & PCI Compliance:
- The feature does not authorize a guest's credit card.
- It validates the card and tokenizes the credit card information.
- The full card number is never exposed within RoomKeyPMS, enhancing PCI Compliance.
Multiple Card Support:
- The form can be submitted multiple times for the same reservation.
- Useful for capturing more than one credit card on a single reservation.
Reservation Flexibility:
- Available for all reservation statuses, including:
- InHouse
- Reservation
- Checked Out
- No Show
- Cancelled
- Waitlist
- Also available for House Account Reservations, beneficial for Group Billing scenarios.
Limitations:
- This feature is not currently available within the City Ledger Module.
Assign the new RoomKeyPMS Payments/Stripe Clerk Permission "5051 - CC Capture Form (RKPay ONLY)" to the person(s) who will be responsible for configuring & activating this feature in RoomKeyPMS.
In the Clerks module (System Configuration -> Clerks)
- Select the user's Clerk ID and click the Permissions tab
- In the RoomKeyPMS Payments/Stripe section of the available permissions, select the CC Capture Form (RKPay ONLY) permission
- Select the Give button to move it to the list of enabled permissions on the left-hand side
- Select the Post button to save these Clerk Permission changes
NOTE: Clerks do not need this permission to send CC Capture Form emails. This permission is solely for activating and configuring the form. Once the CC Capture Form is activated, all Clerks automatically have access to send CC Capture Form emails without requiring additional permissions.
A Task will be set in the Message Center in RoomKeyPMS when a guest completes the Credit Card Capture Form. In order to ensure the proper Clerks receive this notification, they must be assigned to the Mobile Notifications Department.
In the Clerks module (System Configuration -> Clerks)
- Navigate to the Departments tab.
- From the drop-down menu, select Mobile Notifications.
- Clerks currently set to receive Mobile Notifications will appear in the left-hand column.
- Use the right arrow to assign Clerks to this department.
- Use the left arrow to unassign Clerks from this department.
- Once the desired Clerks have been assigned, click Post to save your changes.
The purpose of this step is to enable and customize your Email Settings & Email Theme for the Credit Card Capture Form.
NOTE: If you are using Mobile Check-In/Out, the Theme information (Property Name, Border Color Logo) will automatically import from the Mobile Module. These areas are tied to Mobile so if updated in Mobile it will update in the CC Capture Email area and vice versa. Click Here for more information regarding Theme Configuration Settings.
The Email Configuration Settings are stand alone and modifications to this area will apply to CC Capture Emails only.
Go to System Configuration -> CC Capture Form
1. Select the first "Modify" button located at the top of the screen.
- Update Email Settings if necessary
- Select Save
2. Select the second "Modify" button located at the bottom of the screen.
- Update Property Name, Border Color Logo if necessary
- Select Save
The purpose of this step is to activate the CC Capture Email Function within RoomKeyPMS.
Go to System Configuration -> CC Capture Form
1. Select the first "Modify" button located at the top of the screen.
- Check the box next to "CC Capture Form Email" to activate
- Select Save
NOTE: If you plan to use a 3rd Party to send the Credit Card Capture Form then you would only check the "CC Capture Form Email" checkbox if you plan to send CC Capture Form emails from RoomKeyPMS as well. If you do not, this box can remain unchecked as it simply activates the ability to email the Credit Card Capture Form directly from RoomKeyPMS.
When providing the URL to the 3rd Party Vendor, use the URL located in RoomKeyPMS under System Configuration - CC Capture Form. This link alone would require the Guest to enter their Last Name and ResID in order to access the form. Alternatively, if the 3rd Party Vendor has access to RoomKeyPMS' API, they could embed the Guest Last Name and ResID into the URL so it opens directly to the form. Should they wish to use this 2nd method, the following should be added to the end of the URL prior to being sent to the guest: Welcome?lastname=lastnameconfirmation=ResID
When Creating a Guest Reservation (either via New Reservation or New Res Add-On), once in the Guest Info Tab, check the "CC Capture Form" checkbox in order to send a Credit Card Capture Form upon completion of the Reservation.
NOTE: It is recommended that you explain to the guest that they will be receiving an email in which they will securely enter their Credit Card Information in order to Guarantee their Reservation. Entering their Credit Card information into this form does NOT process any form of Deposit and does NOT hold an Capture on their Credit Card, it is simply capturing the Guest Credit Card information in a secure manner. If a Deposit is being taken for their reservation, this will need to be posted separately after the Guest has submitted their Credit Card Information using the form.
Once selected, the Payment Method options will disappear. If the Reservation Policy was set to require a Guarantee, the "Guarantee" checkbox will automatically uncheck.
IMPORTANT NOTE: If a Clerk does not have the Reservation Permission 343 – Guarantee Override, and they select "CC Capture Form", they will not be prompted to enter a Manager’s login and password to proceed with the reservation.
However, if the "Guarantee" box is unchecked manually, the system will require Manager credentials to continue, as it does now.
This means that using the "CC Capture Form" feature bypasses the Manager credential requirement for Clerks without Permission 343 - Guarantee Override.
Select "OK" to create the reservation and the following message will appear. Select "Yes" to send the CC Capture Email.
If "No" is selected for the message below the reservation will still be created, as it is created as soon as the "OK" button pressed. But no Credit Card Capture Form will be sent. A form can still be sent by right-clicking on the reservation and selecting the CC Capture Form menu option.
Delivery of the CC Capture Form can be confirmed by going to Reports -> Messaging Logs
Once a Reservation is completed, the option to check "CC Capture Form" is no longer available under the Guest Info Tab. There are two methods to send a CC Capture Form after a reservation is created:
Method 1: Right Click on the Reservation and select the "CC Capture Form" menu option. From here you can choose:
- Create CC Capture Form Link - this option allows you to copy a link to the guests Credit Card Capture Form, which you can provide them to directly
- Email CC Capture Form - this option will email the CC Capture Form to the email located on the Reservation.
This option is available on ALL Reservations statuses - In House, Reservations, Checked Out, No-Shows, Cancelled, Wait List.
Available on both the RoomKeyPMS View Screens
and the RoomKeyPMS Tape Chart
Method 2: If a Credit Card Capture Form was already sent, you can go into Reports - Messaging Logs, search for the ResID of the Reservation and select the envelope icon in the "Re-send" column to resend the Credit Card Capture Email.
If there was an issue sending to the original email address or if the email was entered incorrectly, simply update the email on the Guest Reservation and when you re-send, it will resend to the updated email address.
Once the Credit Card Capture Form has been sent successfully, the guest will receive the following email. The guest would select the "Secure Credit Card Capture Form" button to open the form.
Below are the steps a Guest will take to securely enter their Credit Card Information.
- Select the Secure Credit Card Capture Form button to begin
- Select Add Credit Card button to open Fullsteam's Hosted Form
- Enter Credit Card Details into Fullsteam's Hosted Form, select Submit to securely capture & tokenize the Credit Card information
- Select Submit to send the tokenized Credit Card information to RoomKeyPMS
- Sucessfully Completed message to let the guest know their Credit Card Information was successfully submitted.
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.
NOTE: Clerks must be assigned to the Mobile Notifications Department under System Configuration - Clerks in order to receive the message below. See Step #2: Assign Clerks to Mobile Notifications Department for detailed instructions on how to assign Clerks to the Mobile Notifications Department.
In order for a Clerk to receive Message Center Messages for the Secure Credit Card Capture Form, they must be assigned to receive Mobile Notifications under System Configuration -> Clerks -> Departments.
Some reports that may be of use with this new feature:
Located under Reports -> Reservations -> the Reservations without CC Guarantee report produces a list of upcoming Reservations who do not have Credit Card Guarantee on their reservation. This report can be used to help to identify any guests who were sent a Credit Card Capture Form email, but have not yet completed the form. It can also be used to identify Reservations who should have perhaps been sent a form but were not. This report can be run one of two ways:
- by Res Date - this is the date the Reservation was Created
- by Arrival Date - this is the date the Reservation is scheduled to Arrive
The "Sent Emails" field will display the 2 most recent attempts of emailing the Guest the Credit Card Capture Form. If this field is blank, it means that no CC Capture Form was sent. The "Wait List" column will identify if the reservation is a Wait List Reservation or not.
Located under Reports -> Deposit Management -> the Deposit Policy Exceptions report produces a list of upcoming Reservations that were created but no Deposit was processed based on the Reservation Policy. This report will be useful for those properties who require a Deposit at time of Reservation. Since the deposit cannot be processed until the guest has submitted their Credit Card Capture Form, this report will show a list of the Reservations, based on Arrival Date, where a Deposit was not posted and if the new "CCType" column displays are Credit Card Type, then it indicates the guest has completed their Credit Card Capture Form and the Deposit may now be processed.
NOTE: Once a deposit is posted to the Reservation, it will no longer appear on this report.
