The Clients Module is your central hub for managing your client profiles, contacts, preferences, and accessing enquiry data among other things. 

TABLE OF CONTENTS

• ACCESSING CLIENT'S PROFILE
• GENERAL TAB
• ADDRESS TAB
• AGENT TAB
• BRANDING TAB
• CLIENT FIELDS TAB
• CONTACTS TAB
• ACCOUNTS TAB
• VENUE DETAILS TAB
• ENQUIRIES TAB
• AUDIT TAB
• FILTER FUNCTIONALITY AND FILTER TAB
•  FILE BANK TAB

ACCESSING CLIENT'S PROFILE

• Click on "Clients" on the left-hand menu to access this module.

• Start typing in your client’s name to quickly locate and select the desired profile.

GENERAL TAB

• Profile notes: Use this section to add any relevant information about your client.

• Alert text to display in enquiries: Create alerts to display on the General tab. Include specific details or requirements for your client.

• Select the PDF preferences for your client.

• View when the client’s profile was created in GRATIS.
• Deactivate Client Profile: Toggle the “Is this client active?” field to deactivate the client's profile.

• Update your client’s source by selecting one of the options from the dropdown list.

• Covert: The enquiries created for your client will not display any information about them on the venues’ documents.

• Hide: The venues will be able to see the name of your client on the documents but not their contact details.

• If selected, these options will be defaulted to all enquiries.

• You can allow only a single charge line in the accommodation bookings by selecting this option on the General tab.

Documents Settings 

• Click "View" to review document display settings for your client.

• Modify settings to display venue options differently.

• Choose to overwrite existing booking settings, which will apply to previous bookings involving this contact.

• Note: The Confirmation-Client document will be generated in GRATIS only if the Default Full option is selected as the default. If you change it to Summary Proposal, you won't be able to create the Confirmation-Client document when confirming a booking with this contact.

• You can copy some information from another existing client by selecting the client and the information that you would like to copy.

Consultant and Account Management

• Select the Event and Accommodation consultant and the Account Manager. 

• These roles don't have to be assigned to the same person and can be updated later.

• Charges and Currency: This section can be updated at any time.

ADDRESS TAB

• Mandatory fields: Client name, Address 1, Town and Postcode. Complete additional fields if the information is available.

• Copy client’s address: Use this functionality at the bottom right-hand side of the page to copy the client's address to all contacts if needed.

• This feature is useful if your client’s address changes. The contacts’ addresses won’t change automatically which could result in having the wrong address displayed on the documents.

AGENT TAB

• You can add client and venue notes as well as enquiry-specific notes, which will be displayed by default in all enquiries created for the client.

• Manage response deadlines for your client and venues. 

• Billing Notes: Add tailored billing notes to be displayed on the documents.

BRANDING TAB

Please refer to this document Branding tab - Clients module.

CLIENT FIELDS TAB

• Enter your required client fields into the client field table.

• Define the client field's name, booking type, usage and whether it's required/mandatory. If you select 'Required' the booking will not allow you to confirm until these fields have been filled out.

• Choose if the client fields should appear on invoices and select the field type.

• You can also specify dropdown options and set the field's sequence.

Email Templates

• Create and edit email templates within the Client Fields tab.
• Add client fields to capture extra data when booking events for this client. For more information about this feature please contact helpdesk@venuedirectory.com

CONTACTS TAB

• View the list of contacts linked to your client.

• Reset the client's login password for the Clients’ Portal.

• Use this tab to add new contacts.

• Note: Deactivated contacts or those disconnected from your client remain listed but cannot be selected when creating bookings.

ACCOUNTS TAB

• This tab allows you to set up Invoicing Details, Transaction Fees, Credit Card details and Billing addresses.

• Fixed Fee - Automatically calculated based on the booking total.

• Variable Fee - Calculated based on the category of the line item (A = Accommodation, R = Room and O = Other).

• Use the billing address area if it’s different from your client’s address.

• Utilise the Purchase Order Management feature if you need to add a percentage variance to your booking total for your client to raise a PO. Click here for more details
  

VENUE DETAILS TAB

• Set up the preferred venues and "Do Not Use" venues for your client in the Type field.

• Configure this by group in the top section or by venues individually in the bottom section.

• Ensure that the expiry date is accurate; otherwise the preferred/do not use venues will not display as such in GRATIS.

ENQUIRIES TAB

• View enquiries created for this client.  

• The system administrator defines how many months of history is automatically displayed.

• This is managed through the Setup > Office Preferences > Options Tab – Default enquiry history (months) field.

• Choose to display all enquiries for this contact for the last 6 months by clicking on the button 'Load Enquiries from past 6 month(s)'.

• The summary pages display key information about bookings.

• Click on the booking reference numbers to view the enquiries.

• You can reorder your enquiries by clicking on any of the column header hyperlinks such as arrival date, booking type etc.

Conversion

• Get a snapshot of the number of enquiries converted by date, broken down by consultant and enquiry type, with a total conversion rate.

• Select dates (the default is for one year’s history) and click on the "Filter" to display your results.

In this example, you can see that the total enquiries received for this period were 29, 5 of which were confirmed representing a 17.2% conversion rate.

AUDIT TAB

• View all updates and changes made to that contact’s profile, including user actions, timestamps, and changes' details.

FILTER FUNCTIONALITY AND FILTER TAB

• Use the Filter functionality when you are searching for a client but are unsure of their details.

• When you click on Filter, you will be directed to the Clients module general page, and you can use any piece of information to help you search for the client’s profile you need.

• Click Apply Filter and the results will appear on the Filters tab.

 FILE BANK TAB

• Upload and store documents for team members to access. 

• Browse your computer or drag and drop it into the indicated click-or-drop area.

• Enter a description for the document and click the Upload command button.

•  View Company Attachments, which are the documents uploaded to the File Bank in the Company Preferences module.

• Configure default attachments for emails sent to your client.

• Select the documents you want the files you are uploading to be attached to in the three enquiry type columns (Event, Accommodation and Supplier).