Create a New Inntopia RMS Supplier Account

You can create new Inntopia RMS supplier accounts in different ways.

• Create an entirely new Inntopia RMS supplier account using a URL obtained from Inntopia Partner Services.
• Create a new Inntopia RMS supplier account from within an existing Inntopia RMS account using a link in the Supplier list.

1a. Create from URL

The first step in creating a new RMS supplier account is to create a new RMS user account.

1. To obtain the URL to create a new RMS account, contact Inntopia Partner Services.
2. Paste the obtained URL into your browser to open the Create a New RMS User Account screen.

   

3. Enter information in the following in the following fields (fields marked with an * are required):
   • Username/ID* – Enter the user name of the person you want to add. Must be unique and cannot already exist within the Inntopia User Account database.
   • Password* – Enter a password for the new user. The password must be at least seven characters long and contain a combination of numbers and letters. The password is a temporary password that the user must change during the initial log in of the account.
   • Confirm Password* – Re-enter the temporary password for the new user.
   • First Name/Last Name*– Enter the first and last names of the new user.
   • Email* – Enter the email address for the new user.

     Note: Logging into Inntopia CRS or RMS requires users to enter an authentication code received via voice/text or email as part of the log-in process. If using email to receive the code, each user must have a dedicated email address to receive the authentication code.

   • Phone Number (Display) – Enter the phone number for the new user. This is the number that will be displayed on confirmation communications.

     Note: If your browser has the remember name and password feature enabled, your own user name and password may appear in the first two fields on the Create a new user for <Sales Channel> window. If this happens, you must clear your own name and password prior to entering the new user information.

   • Verification Phone Number –

     In the Verification Phone Number field, enter the mobile (text or voice message) or land-line (voice message only) phone number at which you want to receive the verification log-in code. The code is required for logging into your Inntopia CRS or RMS account.

     The Verification Phone Number field supports phone extensions, international numbers, and internet/VOIP phone numbers.

     1. To enter an international phone number:
        1. From the Country Code drop-down list, select the country.

           

        2. Enter the phone number digits.
     2. To enter an office phone number extension:
        1. Enter the phone number digits.
        2. Type ext. or x and the extension digits (111-111-1111 ext. 123 or 111-111-1111 x123).

     Note: If no number is entered in the Verification Phone Number field, the verification code will be delivered to the email address for the account; however, Inntopia recommends filling out this field as text/voice message is a more secure means of receiving verification codes and will eventually be the sole means of receiving the code from Inntopia.

4. Click Add User. A message appears asking you to confirm you want to add the user to the Inntopia RMS account.



5. Click Confirm. The new user is created and the Commerce Portal login screen appears.

6. Log into your new RMS account using the credentials you just created.
7. A confirmation message with an Add Company button appears.

   

   An email confirmation is also sent to the email address you entered.

8. Click Add Company. The Select Your Country screen appears.

1b. Create from Existing Account

You can create a new RMS account from within your existing account.

1. Log in to your existing Inntopia RMS account.
2. From the Supplier drop-down list, click Create.

   

   The Select Your Country screen appears.

The next step after creating your username and password is to select the country in which your property or company resides. The country you select here determines the default currency of your company within the Inntopia system. To change the default currency at a later time, contact Inntopia Partner Services.

1. From the Country drop-down list on the Select Your Country screen, select the country in which your company resides.

   

2. Click Next. The Add Company Information screen appears.

After you select your company's country, you must enter General, Address, Notification, and Point of Contact information about your company into the Inntopia system. All fields with an asterisk are required fields.

Note: You can edit the information you enter here using the Company tab on the RMS home page.

1. General Information – Enter the following General Information for your company:

   

   • Display Name * – Enter the name you want customers to see when your company comes up in a search for products.
   • Legal Name – If your company's legal name is different from the name you want displayed to customers, enter it in this field. Legal name is usually used for accounting purposes.
   • Long Description * – Enter a brief description of your property or company. This description is visible to customers in search results.
   • Email * –You can enter multiple email addresses separated by a semicolon.
   • Website * – Enter the URL of your website in this field.
   • Currency * – The default currency of the country you chose for where your company resides appears in this field. To change the default currency, choose a new currency from the Currency drop-down list.
   • Time Zone * – Set the time zone to the location of your company so that:
     • reservations are time stamped in your native time zone, and
     • you receive accurate reporting data as many Inntopia reports are based on the time zone of the account running the report.
   • Office Phone * – Enter the main telephone number of your property or company. The phone number appears on email notifications sent to the customer. In the format: 8022532905.
   • Toll Free Number – If your property or company has a toll-free phone number, enter it in this field. The toll free number appears on email notifications sent to the customer.
   • Office Fax – If your property or company has a fax number, enter it in this field. The fax number appears on email notifications sent to the customer.
2. Address Information – Enter the Address information for your company.

   

   Mailing Address – Enter the Street Address or PO Box, City, State, Country, and Postal Code to which you want any correspondence mailed via US Postal service.

   Physical Address – The Same as Mailing Address default is set to Yes. If the physical address differs from your company’s mailing address, click No. In the address fields that appear, enter the Street Address, State, Country, and Postal Code of the physical location of your property or company.

   Note: Physical address cannot be a PO Box address.

   Account Statement Address – The Same as Mailing Address default is set to Yes. If the address to which you want account statements sent differs from the mailing address, click No. In the address fields that appear, enter the Street Address, State, Country, and Postal Code of the location to which you want the account statements sent.

3. Notification Information – Enter the following Notification Information.

   

   Reservation Notification Email – Enter the email address to which notifications of reservations and cancellations when applicable are sent. You can add multiple addresses, separated by semicolons.

   Email Format – Choose whether you want to receive your emails in HTML or text format. Default is HTML.

   Reservation Notification Fax – To receive notifications of reservation and cancellations when applicable via fax (in addition to email notifications), enter that fax number in this field. If you do not want to receive any fax notifications, leave this field blank.

   Account Statement Email * – The email address to which you want your account statements sent. You can add multiple addresses, separated by semicolons.

   Account Statement Fax – To receive your account statements via fax (in addition to email statements), enter that fax number in this field. If you do not want to receive statements via fax, leave this field blank.

4. Point of Contact – Enter the Point of Contact Information for the person at your property or company as the main contact for Inntopia staff.

   

   First and Last Name * – Enter the first and last name of the main contact person at your property or company.

   Position * – Select the position that most closely matches that of the main contact at your company or property.

   Location * – Select the location that most closely matches the location of the main contact at your company or property.

5. Click Next. The Select Supplier Category screen appears.

The next step in creating your new account is to select a category into which your property or company falls. Category describes either what will be sold with the account or how the account will be used. For example, selecting Lodging Property indicates the company sells lodging products such as hotel rooms but selecting the Central Reservations category creates a central reservations account used to generate multiple reservations.

1. In the Supplier Category section, click the radio button corresponding to the Category that describes the account you are creating. The System default is Lodging Property, but you can choose whichever category fits your supplier's products.

   

2. Click Finish. A confirmation message appears.

   

3. If you do not want to create another supplier account, click Close. The Supplier Agreement appears.

The final step in creating the account is to agree to the Supplier Agreement.

1. Scroll through and read the Supplier Agreement thoroughly.

   

2. The system defaults to sending an agreement to the email address associated with the supplier account. If you want copies of the agreement sent to any other email addresses, enter those addresses in the CC field, separated by semi-colons.
3. If you do not want the agreement sent via email, in the Email Copy field, click No. If you choose not to have it emailed, you can still agree to the terms.
4. If you agree to the terms outlined in the agreement, click I Agree. The Inntopia RMS home page appears for you to add products, load inventory, rates, and availability, and add and manage users.