RMS Cloud’s Triggered Correspondence automates guest communication based on dates and conditions — exactly what you need to deliver your registration link. Best Guest connects in two ways:

  • Automated messages — RMS Cloud Triggered Correspondence delivers your registration link.
  • iCal sync — Best Guest imports your RMS Cloud reservations.

Estimated setup time: 5–10 minutes.

Before you start

  • An active RMS Cloud account
  • A Best Guest account
  • Your Best Guest registration link, e.g.
https://bestguest.app/l/your-listing?channel=rms

(Use your real link. ?channel=rms records the reservation origin.)

Using the right link: every listing — each apartment, room, tent, RV, or whatever counts as your smallest bookable unit — has its own unique registration link. If you manage more than one listing, double-check you’re copying the correct one. Find all your links in Best Guest under Properties → [property] → Listings → Copy listing link, or grab them during the Listings step of onboarding.

Path 1 — Triggered Correspondence

  1. In RMS, first create your message as a Form Letter — go to Setup → Correspondence → Form Letters, add your registration content, and insert RMS’s guest-name field from the editor.
  2. Go to Guest Portal → Triggered Correspondence and create a new rule named “Best Guest Registration”.
  3. Set the trigger to Before → Reservation Arrive Date (e.g. 2–3 days before arrival) and the action to Send Correspondence, pointing it at the Form Letter from step 1.
  4. To target or exclude specific OTAs, use the Booking Source filter under the rule’s Exclusions.
Dear (guest name),

Before arrival, please complete your online guest registration:
https://bestguest.app/l/your-listing

It takes under 2 minutes. We look forward to welcoming you.

Apply filters/exclusions to control exactly when and to whom it sends.

Best Guest automatically reminds the main guest if they started registration but haven’t finished it. If a guest never opens the form at all, though, that reminder can’t reach them — so it’s worth scheduling a second Triggered Correspondence rule, timed 1 day after arrival instead of before it, using only the link:

Hello (guest name),

Everything alright? Did you fill out all your forms and is the data correct?
Please follow this link if you still need to add/change some information:
https://bestguest.app/l/your-listing

Path 2 — iCal sync

RMS Cloud’s public help center doesn’t document a dedicated iCal/ICS export for pulling reservations into a third-party tool like Best Guest. To import RMS Cloud reservations into Best Guest’s Reservation Verification, check your account’s channel or distribution settings for a calendar-export option, or ask your RMS Cloud representative to confirm whether one is available for your property.

  • Reservation confirmed → confirmation only
  • 2–3 days before arrival → registration link
  • 24h before arrival → access instructions
  • 1 day after arrival → reminder for guests who haven’t completed registration
  • Departure → thank-you

Troubleshooting

Message didn’t send — confirm the trigger is active, the timing, and the recipient/filter conditions.

Reservation missing in Best Guest — verify the URL and ?channel=rms.

Next steps

Frequently asked questions

Can I control exactly who receives the Triggered Correspondence message?

Yes — apply filters and exclusions in the rule to control exactly when and to whom it sends, rather than sending to every reservation unconditionally.

Informational only

This page is provided for general information and is not legal or tax advice. Rates, deadlines and exemptions are set by law and municipal ordinances and can change — always verify current requirements with your municipality or a qualified advisor.