RezStream Support Tip: Tracking System Activity and Managing User Accountability

There are many shortcuts built into RezStream Professional property management software that may not be readily apparent to even the most experienced user.  In this installment of RezStream Support Tips, we will demonstrate the ability the software user has to view the history and changes made to a specific invoice as well as changes and activity in the system as a whole.

A commonly used term in the information systems industry is “GIGO,” or Garbage In Garbage Out.  In other words, inaccurate information entered into a system equals inaccurate reporting.  The first step in being able to keep an accurate log of activity in RezStream PMS is properly managing its list of users and to make sure that all users are always logged in as themselves.  Users can be added via the Tools menu, choosing the Configure option and selecting the Users tab. 

RezStream Pro keeps a detailed log of activity for each and every invoice entered into the system and stamps all of these actions with the name of the user logged in when the actions were executed.  Historical data can be viewed in several different forms and places within the application.  The first location, and possibly the most unobvious, exists in the Contact Data screen.  This screen can be accessed by either double-clicking on an invoice from the Reserve Day screen, or by searching for a guest via the Select Names screen and double clicking on the contact.  By clicking on the Last Change date near the right-hand side of the screen, the user is presented the “Log of Activity” report. This report details all changes that have been made to the selected invoice and can be useful in determining how an invoice has been manipulated since its creation.  Fields included in this report are Date, Time, User and Type of action for all changes that were executed on the reservation.  Definitions of the various action types can be found by searching for Activity Log via the Help files.  From the top toolbar, access the Help menu and choose the Help option. 

For a broader look at the log of activity, there are several reports viewable from the Reports (F7) screen to accomplish this.  In the Other Reports section, expand the Miscellaneous folder to reveal three different activity reports.  Log of Activity can be sequentially reported on for any range of dates in the past, and details all activity that occurred within the entire RezStream system.  Activity by Employee details the same information, but is grouped by employee (login).  Finally, Activity by Invoice details the same information as the previous two reports but is now grouped by specific invoice. 

By properly maintaining the user list and utilizing these historical resources, a system administrator can effectively manage the accountability of the RezStream Professional users.  For additional questions on system activity and user accountability, please contact the RezStream support team at 303-872-0220 option 2 or by email at support@rezstream.com.