The following article reviews how to customize Registration Cards, Guest Folios and Confirmation Letters within the PMS.
If you have created a new custom template or edited an existing template but you cannot see it when you use a different computer workstation, please review the Troubleshooting section below.
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.
Registration Card
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:
Any changes made will overwrite the previous copy of the report when saved:
If an error was made, or the report no longer works due to formatting mistakes, the report can be reverted back to the original default version. This step will erase all changes made, and the customization will need to be started from scratch again.
Creating a Customized Report (using Registration Card as an example)
To design a Custom Registration Card go to System Configuration > Property > Customized Guest Reports tab > click on Design Custom Reg Card under the Customize Reg. Card section.
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?
Scenario 1:
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).
- Selected fields will appear with round dots at the corners of each box (see below)
- While still holding down CTRL, use the down arrow on the keyboard to move the grouping. All fields should move down the page, incrementally
Next, as in the previous step, hold down CTRL and select the Room Number fields, then drag them up to the space above Res. ID. Use the keyboard arrows while holding down CTRL to reposition the fields as needed.
To save the charges click on the Save button:
After clicking Save, a box will appear notifying that previous copies of the Reg Card will be overwritten. To proceed, click Yes. Another box will appear confirming that the Registration Card has been saved. Click OK.
The Customized Registration Card is now saved and ready to use.
Scenario 2:
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.
Select the two fields immediately above the space. Hold down CTRL+C to copy, then CTRL+V to paste. The fields will be pasted at the top of the page. Select them and drag them down into the empty spot.
Repeat the previous step again. There should now be two sets of fields in the empty space.
Double click on the first text field to open the Text Editor box.
Edit the text to reflect the correct label for the field, and click the Check mark at the top. Repeat these steps for the next text box below.
Next, double click on the Information Field to open the Text Editor box.
Delete the text in the box.
- Click the Insert Data Field button
- Select the RegCard_Information list
- Select vhcl_make
- Click OK
Click the Check mark to save.
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.
After clicking Save, a box will appear notifying that previous copies of the Reg Card will be overwritten. To proceed, click Yes. Another box will appear confirming that the Registration Card has been saved. Click OK.
The Registration Card will now be updated to show the new fields.
Scenario 3:
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”.
Double click on the text box to open the Text Editor. Delete the current text and type in the note. Click Word Wrap to configure the text to fit inside the box constraints. When completed, click the Check mark to save.
Click Save to save the changes.
After clicking Save, a box will appear notifying that previous copies of the Reg Card will be overwritten. To proceed, click Yes. Another box will appear confirming that the Registration Card has been saved. Click OK.
The customized Registration Card will be updated to include the additional note.
Troubleshooting
If a newly created/updated template does not appear on other workstations, click below to determine how to fix this issue:
For best results, we recommend using the latest version of our software. Click Here to download the latest version of RoomKeyPMS.
If you do not update to the latest version of RoomKeyPMS, you will need to ensure all old templates are removed using the following steps:
1. Close out of RoomkeyPMS
2. Go to the following folder and delete the relevant template depending on which one you have created/updated:
C:\Program Files (x86)\RoomKeyPMS\Reports
- defConfirmation.fr3 (for Confirmation template)
- defGuestFolioTO.fr3 (Guest Folio template)
- If deleting the Registration Card Template, ensure you also go one further step into the RegCard folder & delete any files within it.
Complete the process again in the following folder:
C:\Users\**\AppData\Local\VirtualStore\Program Files (x86)\RoomKeyPMS\Reports
**Select the account currently logged into the PC (eg front desk). If 'AppData' folder it not visible, ensure 'Hidden Items' is checked
You need to manually copy the template file from the computer you used to create/edit it and add it into the same path on the local computer for all other users. You need to have Windows Administrator access to complete this or ask for assistance from your IT Administrator.