Learn how to manage and create alerts
In this video and the steps below you will be able to create and manage alerts to monitor competitor pricing and hotel performance by setting up automated email alerts in the RMS. The system sends notifications when competitor rates change, occupancy reaches specific levels, or pickup thresholds are met. You control when alerts are sent and can customize your notification preferences.
Prerequisites
The below bullet points will outline what you require before you can manage and create alerts:
Active RMS login access.
Appropriate user permissions for alert configuration.
Email address for receiving notifications.
Alert management screens
Below you will learn what screen in the RMS system controls what aspect of alerts.
RMS alerts includes two main areas:
Alerts screen which allows you to view and review active notifications.
Configuration screen this screen allows you to create and customize alert settings.
View or edit active alerts
In the steps below you will learn how to view and edit current active alerts:
On the left panel under the header data center you will see alerts listed.
Click Alerts and this will open a dropdown menu.
Click Alerts in the dropdown menu.
The current alerts that have been created will populate in this screen.
Click the pencil
icon to make updates.To update the fields click on the field and enter your new data.
Click Submit to save the changes.
Receive alerts via email
If you or others would like to receive alerts via email follow the steps below to learn how to implement this:
Click the user
icon on the top right of your screen. Scroll down to the alerts and settings section.
Depending on the alert you have created drag the bar to activate the alert.
From the drop down click the time you would like the email to be sent to your inbox.
From the drop down click the user account that should receive the alert via email.
Click Submit to save changes.
📌Note: To include a user in the email, they must have an active RMS login.
Alert emails will be sent from the email address [email protected]. If you or your colleagues are experiencing issues receiving your alert emails, please check your spam folder or request that your IT team ensure the above email address is whitelisted.
Create alert
In this section you will learn about the different alert types and how to create each alert:
Types of alerts
Below will outline what alerts types are available for you to create:
Competitors rate alert: This alert is designed to inform when their current rate is above or below a specified threshold versus the comp set average.
Occupancy alert: This alert is designed to inform when the on the books occupancy is above or below a specified threshold as compared to the same time last year and a trailing average.
Segment occupancy alert: This alert is designed to inform when their occupancy for room types and or segments are above or below a specified threshold.
Pickup alert: This alert is designed to inform when their pickup is above or below a specified threshold over a specified timeframe as compared to the same time last year and a trailing average.
Configure competitor rate alerts
In the steps below you will be able to configure a competitor rate alert which will allow you to monitor when competitor hotel rates increase or decrease rates compared to your property:
On the left panel under the header data center you will see alerts listed.
Click Alerts and this will open a dropdown menu.
Click Configuration in the dropdown menu
Click New.
Click Competitor rate alert from the dropdown menu.
In the section Comp set* click the field called Select Some Options and click on the relevant properties you would like to monitor.
In the section Rooms* click the field called Select Some Options and click on the relevant rooms you would like to compare against the competitive set average. This will usually be the hotel's base room.
To receive data regarding competitor rate increases enter information in the More than section:
From the dropdown list named choose one option, click Percentage or Rate.
Enter the number in the field named enter integer...
To receive data regarding competitor rate decreases enter information in the less than section:
From the dropdown list named choose one option, click Percentage or Rate.
Enter the number in the field named enter integer...
In the Dates section click From. On the calendar select the required date.
In the Dates section click To. On the calendar select the required date.
Click Submit.
Configure occupancy alerts
In the steps below you will be able to configure a occupancy alert which will allow you to track occupancy levels for your property compared to historical performance.
On the left panel under the header data center you will see alerts listed.
Click Alerts and this will open a dropdown menu.
Click Configuration in the dropdown menu
Click New.
Click Occupancy alert from the dropdown menu.
Configure the total hotel* setting:
Turn on by dragging the bar to track all rooms sold for the property on that date.
Turn off to track only specific room types sold for the property on that date. Do not drag the bar to leave this turned off.
In the rooms* section this will be faded out if you have selected total hotel*.
If total hotel* is not selected click Selections in the rooms* section.
Click Select all.
To remove rooms from the list, click the X in the specific room type to remove it from the list.
In the section change vs. last year (%) enter a positive or negative percentage.
In the section change vs. Trailing 3 Week Average (%) enter a positive or negative percentage.
In the dates section click From. On the calendar select the required date.
In the dates section click To. On the calendar select the required date.
Click Submit.
📌Note: Setting both positive and negative percentage values for a single input requires separate alerts.
Configure segment occupancy alerts
In the steps below you will be able to configure a segment occupancy alert which will allow you to monitor occupancy levels for specific room types and market segments:
On the left panel under the header data center you will see alerts listed.
Click Alerts and this will open a dropdown menu.
Click Configuration in the dropdown menu
Click New.
Click Segments occupancy alert from the dropdown menu.
Configure the total hotel* setting:
Turn on by dragging the bar to track all rooms and segments sold for the property on that date.
Turn off to track only specific room types or segments sold for the property on that date. Do not drag the bar to leave this turned off.
If total hotel* is turned on all rooms* and segments* will automatically populate.
If total hotel* is not selected click Selection in the rooms* section.
Click Select all from the dropdown menu.
To remove rooms from the list, click the X in the specific room type to remove it from the list.
Click Selection in the segments* section.
Click Select all from the dropdown menu.
To remove segments from the list, click the X in the specific segment type to remove it from the list.
In the activation dates section click From and select a date from the calendar.
Click To and select a date from the calendar.
In the stay dates section click From and select a date from the calendar. Click To and select a date from the calendar.
Click Choose one option in the Comparison section.
Click Less than or equal.
Click Greater than or equal.
In the occupancy section enter a positive or negative percentage to compare to the current occupancy for the stay dates.
Click Submit.
Configure pick up alerts
In the steps below you will be able to configure a pickup alert which allows you to track booking pickup trends compared to historical performance over specific timeframes:
On the left panel under the header data center you will see Alerts listed.
Click Alerts and this will open a dropdown menu.
Click Configuration in the dropdown menu
Click New.
Click pick up alert from the dropdown menu.
Configure the total hotel* setting:
Turn on by dragging the bar to track all rooms sold for the property on that date.
Turn off to track only specific room types sold for the property on that date. Do not drag the bar to leave this turned off.
If total hotel* is turned on all rooms* will automatically populate.
If total hotel* is not selected click Selection in the Rooms* section.
Click Select all from the dropdown menu.
To remove rooms from the list, click the X in the specific room type to remove it from the list.
Click the dropdown menu in the section called Pick-up timeframe.
Click 1 day/s, 3 day/s, 7 day/s, 14 day/s or 30 day/s.
In the section change vs. last year (%) enter a positive or negative percentage number.
In the section change vs. Trailing 4 Week Average (%) enter a positive or negative percentage number.
In the dates section click From and select a date from the calendar. Click To and select a date from the calendar.
Click Submit.
Frequently asked questions relating to alerts
Below will outline questions and answers to the most frequently asked questions:
What comparisons can I set up for occupancy and pickup alerts?
You can configure two types of comparisons for both occupancy and pickup alerts:
Prior year comparison compares this year's data to the same day from last year.
⚠️Important: The comparison is the same day not date. An example of this is: Thursday, February 11, 2021 vs. Thursday, February 13, 2020.
Trailing average comparison compares current data to the average of the same period over the last three to four weeks.
How does the occupancy trailing average comparison work?
To use an example to explain this, you want to monitor Saturday, February 13 occupancy as of Thursday, February 11 to see what percentage of occupancy is on the books.
The system compares this to the average of occupancy on previous dates. In this example the dates would be:
Saturday, February 6 as of Thursday, February 4.
Saturday, January 30 as of Thursday, January 28.
Saturday, January 23 as of Thursday, January 21.
How does the pickup trailing average comparison work?
To use an example to explain this, Saturday, February 13 has 45 room nights picked up in the last 14 days as of Thursday, February 11.
The system compares this to the average 14-day pickup on the days listed below:
Saturday, February 6 as of Thursday, February 4.
Saturday, January 30 as of Thursday, January 28.
Saturday, January 23 as of Thursday, January 21.
What settings can I configure?
You can configure the following items listed below:
Change percentage by entering positive or negative percentage values for your alert thresholds.
Update dates by selecting the date range to trigger or activate the alert.
Update stay dates by selecting the booking date range you want to monitor.
Update rooms, choose specific rooms or all rooms for alerts.
Update pickup timeframe by selecting one, three, seven, fourteen or thirty days for pickup monitoring.
Troubleshooting questions for alerts
Below will outline questions and answers to assist you with troubleshooting alerts:
Alert emails aren't arriving?
Check your spam folder and ensure [email protected] is whitelisted by your IT team.
Can't create positive and negative alerts for the same metric?
You need to create separate alerts for positive and negative percentage values.
No alert notifications appearing?
Verify that your email address is correctly entered and that you have an active RMS login.