Explore the features available in the Retreat Guru RMS. Discover even more benefits!
In addition to the many basic features of our Retreat Management System (RMS), centers on Standard, Premium, and Enterprise pricing plans have access to additional advanced features:
- Advanced registrations
- Room management
- Group management
- Program customization
- Program pricing
- Discounts
- Finance
- Meal customization
- Advanced modules
These features may not be currently available in your site's Retreat Guru software. Curious about enabling more features? Contact your friendly support guru.
Advanced registrations
Abandoned registration lead capture - capture leads when the online registration form is abandoned. Requires the expand/collapse version of the online registration form to be enabled.
Participant roster - provide a link to teachers or others to view the latest listing of participants for a specific program. No login is required. Configure globally to choose which questions appear on the Participant Roster. The view is printer-friendly.
Custom registration statuses - create custom statuses for registrations at Reg Settings > General > Custom Registration Statuses. You may choose whether or not your custom registration status blocks the room.
Custom question permissions - control which admin user roles can access guest responses to certain registration questions.
Exclude guest type from program capacity - exclude certain types of registrations (like teacher or renter) from the max capacity on a program.
Person flags to highlight registrations - color code registrations if the person has a balance due, is blocklisted, or has a custom person flag set.
Registration reporting options - decide whether to include or exclude individual registrations in different reports - the kitchen report, per program meal reporting, arrival reporting, arrival/departure quick links in the reg list.
Room management
Change room during a stay - manage registrations for guests who move during their stay from one room to another.
Room bookings view icons and information - display icons within a room booking to indicate gender, member of a group booking, and to indicate whether they have another stay on the current room bookings view. It also shows group members in a pop-up tooltip.
All rooms (housekeeping) report - adds columns for departures, arrivals, priorities (room with one guest departing and another arriving in the same room, same day), booked lodgings (lodging type in effect), last occupied, and next occupied.
Room availability summary - displays a summary of the available spaces for a given date range at the top of the Room Bookings view.
Expand/Collapse room bookings view - on the Room Bookings view, show/hide rows of rooms to display only a summary by Lodging Type.
Exclude certain rooms from reporting - exclude individual rooms from the occupancy report and the room booking page availability numbers.
Group management
Designate group leader - allow one person to pay on behalf of a group with a single guest statement/invoice.
Remote registration for a group leader - allow a group or event leader to manage registrations (add, assign rooms, remove, and edit) for their program or event without needing an admin login to Retreat Guru. Also, it prevents group leaders from overfilling rooms on the remote registration form. Provides the option to auto-email guests that an event organizer has added to collect follow-up information.
Venue management - configure multiple venues (meeting rooms) and assign venues to your programs - manage the use of your meeting spaces. This feature includes a venue bookings calendar that can also be used for program planning.
Banquet Event Order (BEO) - design a printable PDF-like listing of event details to distribute to your event planning team using template codes from your programs and rentals.
Email people booked via the remote registration form - configure automatic emails to guests added by an event organizer (leader, teacher, renter) to collect follow-up information. For example, the group leader may enter the first name, last name, and email of their participants and assign those participants to rooms. As soon as a new participant is added, an email can be sent automatically so the participant can complete their registration details (for example, meal preference, emergency contact, agree to the cancellation policy, and other custom questions).
Prevent overbooking on remote registration - prevent group leaders from overfilling rooms on the remote registration form.
Create standard venue blocks - block a venue (meeting room) for non-program use, or when otherwise unavailable. Standard venue blocks are not connected to a program.
Organizations and contacts - maintain a simple database and connect these contacts and organizations to your programs and rentals.
Edit person fields - provides an interface that allows you to edit person fields.
Program customization
Password protect program registration - require a password for guests to register for certain programs.
Program notes - add custom note fields to help with program planning and execution.
Program statuses - create custom program statuses to track stages within program planning.
Custom registration thank you page - direct guests to an external thank you page, for example, a page on your website, after completing their registration.
Custom registration form fields - customize online registration forms with headers and notes.
Program pricing
Weekend and weekday pricing - set custom pricing for various days of the week.
Seasonal pricing - configure custom pricing for different times of the year or future years. Includes the ability to modify seasonal pricing per program.
Modify seasonal pricing by program - ability to override seasonal pricing on a program-by-program basis.
Sliding scale pricing - offer price ranges for guests when booking.
Package price builder - configure multiple components of a program price and optionally show the breakdown to guests. Each of the line items can be assigned to a transaction category.
Customize extra night pricing per room type - offer different prices for extra nights for each room type.
Discounts
Early bird pricing - offer participants multiple time-based offers to encourage booking in advance.
Max quantity for discount codes - control how many times a discount code can be used across all programs.
Start and expiration dates for discount codes - specify when a discount code is available.
Enable discount codes per program - specify available discount codes on a program-by-program basis.
Discount exclusions - exclude certain transaction categories from being discounted.
Finance
Speed keys to add items to a registration - create speed keys that allow your admin users (registrars) to quickly add items to a guest statement.
Custom fund methods - track the other payments transaction category in more detail, like fund methods of check, cash, debit, or e-transfer.
Apply a credit card fee - charge an extra fee (percentage) for guests that pay by credit card.
Collect gratuities - provide an easy way for your guests to add an optional gratuity on their guest statement during the payment process.
Installment payments - auto-configure a monthly/quarterly installment payment plan for a program and provide that option for guests to choose from during registration. Payments will be auto charged to the card on file.
Meal customization
Configure meals per program - offer different meal packages for different programs.
Configure meals per registration - specify the days and meals included with a guest's registration.
Bulk meals - add special sections on the meal report for meals that aren’t associated with program registrations. For example, you could add a bulk meal section to forecast walk-in diners, staff, and special (non-program) groups.
Advanced modules
Advanced modules are available for centers on Standard and Premium Plans.
Contract management for groups/rentals - accept inquiries, create quotes, manage room inventory, register participants, generate BEOs - for group rentals and other events.
Application Programming Interface (API) - access the Retreat Guru API to create integrations with other systems. Includes Webhooks.
Accounting mode and accounting report - activate accounting mode to help maintain the integrity of your reports by preventing users from editing transactions after the realized date. The accounting report provides the values needed to make journal entries in your accounting system. Retreat Guru supports accrual accounting - revenue is realized, or reported, when the stay occurs, or the item or service is delivered, regardless of when the payment is made.
Basic features
These Retreat Management System (RMS) features are included with Core, Standard, Premium, and Enterprise plans.
Suggested donation pricing - use a by-donation pricing method when creating programs.
Multi-person registration - allow guests to register and pay for themselves and others in a single registration.
Advanced reg form - display expandable sections on your registration form to keep the form looking compact and organized. Sections expand as your guest completes the form.
Secondary form questions - configure a two-part registration process, with an initial (short) form to collect basic information needed to make a booking and a secondary form for additional questions.
Conditional custom questions - keep your registration forms compact by displaying follow-up questions only when triggered by specific responses to previous questions.
Donate during registration - offer guests the opportunity to make donations while completing a program registration.
Program planning venue calendar - manage a venue booking calendar-like view that can also be used for program planning.
Minimum length of stay - configure a program that requires guests to book a minimum number of nights.
Program restricted room blocks - allocate specific rooms for specific programs.
Exclude start days - restrict the start date of guest stays to certain days of the week.
Personal credit - as an alternative to refunds, create personal credit that can be applied to future registrations.
Transaction category GL codes - assign General Ledger codes to your custom transaction categories.
Taxes - automatically apply taxes on specific transaction categories.
Staff lodging - configure room types available only to your admin users - these special room types are not bookable by the public on the registration form. Use for staff, volunteers, teachers, and more.
Limit programs to date range - set a bookable date range for flexible date programs.
Minimum room occupancy - set a minimum number of guests per room.
Google Tag Manager - create a container for measurement codes (tags) for use by Google Analytics, Google Ads, and third-party apps.
Meal report - provide your kitchen with a concise report with breakdowns by program, day, and diet type. Show kitchen notes by program.
Scheduled payment transactions - allow your admin users to manually schedule future payments to be automatically charged to the guest's card on file.
Charts and graphs - chart of common metrics like ADR, RevPAR, and Occupancy for Room Types.
Printed registration view - create a PDF-like printable view of a registration. Includes program description, registration form questions and responses, and the guest statement.
Select reg mail reply-to - enable Select reply-to email address. Select between the program contact and registrar email as the reply-to for registration send message emails.
Change log - increase accountability by tracking changes made by your admin users to programs, registrations, and transactions.
Would you like to learn more about these features?
Contact your friendly support guru.