The Company Preferences Module is where you create & manage pick-lists, fees, credit cards, and standard documents.  If you have more than one office in GRATIS, the information you enter here will be available for all.

It is recommended that all team members have access to this module, however, editing should be restricted to managers.

TABLE OF CONTENTS

• Employee Tab
• Reservation/Venue Tab
• Fees Tab
  • Fee Bands
  • Default Commissions
• Credit Cards Tab
• File Bank Tab
• Messages Tab
• Options Tab
• Comms Tab
• DropDowns Tab

Open the Company Preferences Module using the Setup menu at the top right of your homepage:

Employee Tab

This is where you create job titles and departments that you wish to utilise within the Employee Admin Module.

When you want to add a new title or department, simply type the details into the appropriate box and click once on the ADD command button.

Reservation/Venue Tab

This is where you manage the pick-lists used in the bookings module for:

Source – where enquiries originated from. Stats about these will then be available from the Reports Module

Reason for Lost/Cancelled Business – the list is displayed in the pop-up box when a booking is either lost or cancelled. Report available.

Sustainability Ratings – enables create an agents venue sustainability rating and to select the this for a venue in the Notes Tab of the Venues Module. The example here rates from A being Excellent to E for Poor, however you can create or use your own rating.

Fees Tab

The VAT % in this section is already set to the prevailing rate for you, however you can enter changes here as and when appropriate and this will populate throughout the system for onward bookings made for the selected dates.

Fee Bands

This area is where you create and manage your fee bands.  There is already a Standard Fee Band loaded in the system for you; to display these click on the drop-down pick-list and choose Standard:

You can edit this one or create your own. To create your own, enter the name of the fee band in the field and click once on the ADD BAND command button.  Now select this band from the pick-list Select Band and click once on SELECT command button.  The Fee Band section will then open for you to enter your own fees as required:

Description:

Fee:

Notes:

Click on the ADD command button to save your fee and continue.

Once you’ve finished loading the Fee Bands you can then allocate to the relevant client in the Accounts Tab of the Clients Module, thereafter the fees will be available within the Bookings Modules in the Fees section.

Default Commissions

Set the default commissions within the 'Fee's' tab - whatever you set in the tool below, will pull through to the enquiry and/or booking, you can set this for Conference, Accommodation and Supplier bookings.

Credit Cards Tab

Here you can enter your clients credit card details so that they will be available for you to allocate to your client bookings by setting this up in the Client Module, Accounts Tab

To add just enter the details as required and click once on the ADD command button to save.

File Bank Tab

The file bank section at the top of the page is where you can store documents that you wish to be available for team members to use who may not have access to a shared drive ie remote workers. 

To upload a new document, browse your computer and click choose file or drag and drop it into the green drag and drop area, enter a description for the document and click the ADD command button. 

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The default attachment section allows you to upload specific attachments to be sent with specific GRATIS documents

To do this, under the default attachments section check the document tick box you wish the attachment to be sent with, you are able to choose multiple documents.

Click the choose file button and select the file you wish to attach. Type in a description of the file and click add.

The attachment will now be sent with each document that you have selected, for example, if you have selected to send an attachment with a client option document the attachment will be sent with every client option document sent from GRATIS

Survey Tab 

This is where you create and manage your surveys – see Survey Module for further detailed guidance.

Messages Tab

Here you can create and messages and information bulletins to colleagues that will be displayed at the top of each persons GRATIS Home Page.  Once finished these can be marked as Read but are available to retrieve at a later stage by setting the view option to either ALL or UNREAD.

Tick on publish, type your message in the text field and if required you can add a hyperlink to further information and click ADD.

If you wish to create a message for distribution later, just leave the Publish Box unchecked; you can publish subsequently using the EDIT hyperlink and ticking the box.

Options Tab

Enter the date of your company trading year here in order to set-up the correct date range selector in the Reports Module

View and/or reset your company Passkey in box above.

Comms Tab

Within the 'Comms' Tab you can set Email templates which can be selected within the email of a booking.

Pre-load the email template as per below;

When you click into the email document, you will see a 'Templates' hyperlink, click on this to view and select your email template;

View and pick a template from the option on the list, click 'Use' to copy this template into the email body;

When you click use the email template will copy into the email:

DropDowns Tab

Integrations