Confirm Online - Tasks Section - GRATIS Homepage

Modified on Fri, 13 Dec, 2024 at 4:27 PM

On the homepage of GRATIS, there is a section labelled TASKS and this is where the responses to the online enquiries will be received

Click on the plus sign to open the tasks section

You are able to search for tasks by status, consultant, task type and date range

The default status setting for the tasks section is 'unassigned' as tasks created by a contact confirming or declining a venue from the proposal document or the client portal will automatically be assigned to the booking consultant associated with the booking and appear in the 'Client Activities' section for that agent

The date range applies to the date the task was created and not the arrival or enquiry date

In the example below, you can see the responses that came into GRATIS from the client's portal.

The task types show as ‘Client Confirmation’, ‘Client Cancellation’ and #File Uploaded' as your client can upload a PDF on the portal.

Please note: If the client uploads a file on the portal, it will land in the File Bank of the booking.

The tasks are automatically assigned to the booking consultant.

The tasks will also appear in the 'Client Activities' section against the assigned agent. If you don't want to action, ignore or reassign the task at this point you can simply process the task within the 'Client Activities' section.

There are three options to choose from when processing these tasks.

To the right of each task is a checkbox, when clicking this checkbox the Ignore and Assign buttons become active.

You can choose multiple tasks to process at once by clicking the checkbox to the right of the tasks.

If you would like to ignore the tasks, click the ignore button. A pop up will then appear advising you to either select yes to ignore the message or close to cancel the ignore request.

If you do click ‘Yes ignore messages’ the status of the tasks will change to 'ignored'. The tasks will still be available for you to process within the next 60 days.

To locate ignored tasks choose the status of ‘ignored’ from the status dropdown.

Clicking the Assign button will allow you to change the consultant that the task is assigned to by selecting the consultant from the dropdown list within the popup and it will appear under the 'Client Activities' section for that consultant.

If you don’t want to ignore or reassign a task the third option is to action the task.

It's only possible to action the taskts individually as you can’t bulk action tasks.

To action the task select one of the options and click on the bell icon next to it.
A pop-up will appear on your screen with details about the booking and the message your client wrote when they Declined/Confirmed the booking on the portal.

Click the Go To Booking button to be taken to the booking where you will be able to Confirm/Release the venue from the booking and add the contacts reason for declining.

If the client wants to Confirm the booking you will see the client request highlighted in green at the top of the page. If they want to cancel the booking, the message will be highlighted in red.