TABLE OF CONTENTS

• Logging on to GRATIS. 
• Home Screen 
• Messages
• Tasks
• Client Activities
• Venue & Supplier Activities
• New Website Enquiries 
• New Portal Registrations & Unassigned Contacts
• Online Venue Enquiry Responses
• Enquiry & Booking Summary

Logging on to GRATIS. 

Use either your desktop shortcut or the URL gratis.venuedirectory.com

Enter the email address that is linked to your profile in GRATIS and your password and click once on the LOGIN command button. 

You should receive a verification code via email and it is to be entered into the designated box, which will grant you access to the GRATIS application.

Home Screen 

 The welcome screen has a number of main menus. Click on the arrow down to the right-hand side of the screen to expand it or to close it.

Messages

The first section you see at the top of your screen is the messaging area. Messages which could include your own messages, such as a venue appointment plus any important information from the GRATIS Support Team - such as system updates or webinar tutorials.

Once you’ve read the message, simply click on read and it will disappear from view; you can retrieve your messages by changing the pick-list option to ALL and clicking once on the FILTER command button.

Tasks

You can filter the tasks by the status, the consultant and/or the type. You can also set a date range to check the tasks set up in that period.

Please note that if your clients have the ability to confirm bookings on the clients portal when they do it, the client confirmation will land in GRATIS and will be displayed on this field, assigned to the user that is dealing with that booking. 

Client Activities

You can search on a number of options to show activities that need to be actioned.

Search by:

• Activities Type - e.g. an appointment or chase call
• Set By
• Consultant - useful if you have a colleague away or sick
• Department - conference team, sales team

Enter the To and From dates to show all activities

Activities that you have scheduled or those that someone else has scheduled for you are displayed in date order with the most outstanding at the top of the list. Use the calendar and search parameters to find all activities, you can use the green "Download" button to export this data to Excel.

TIP: Today's Activities are highlighted in ORANGE, Overdue are shown in RED and future activities for the next seven days are in BLUE  and due within seven days are GREEN. 

Click on the VIEW CONTACT hyperlink on the left to go to the Contact Profile’s Activities Section or EDIT on the right to enter details of the completed activity.

Enter the comments in the ACTION field then use the scroll bar at the bottom to show the SAVE button to update the activity.

Venue & Supplier Activities

This section deals with all scheduled activities related to suppliers and venues and works in exactly the same manner as the client activities section.

New Website Enquiries 

This details all the current enquiries from your website/client portal.

New Portal Registrations & Unassigned Contacts

This section is for contacts that have registered through your website, you can choose to VIEW by clicking on the hyperlink or ASSIGN to a client profile. 
 

If you choose to ASSIGN the contact, a field will pop-up for you to enter the Client Name – type the first few letters into the field and select from the displayed.  Click once on the SAVE hyperlink on the right side and your contact will be saved into the Client profile.

Online Venue Enquiry Responses

This area displays the responses from venues that have replied to the RFPs that you have sent out through the enquiry module for you to action as appropriate.

Enquiry & Booking Summary

The next sections display your New Enquiries, those that have been entered but not yet completed.

• Confirmed Bookings - bookings confirmed within the filtered date criteria above.
• Provisionals Expiring - venue or supplier options together with the expiry date.
  
• Events Arriving - within the next seven days and those departing within the same period – these are especially useful reminders for those pre and post-event calls
• Events Departing.