This document will guide you through how to set up RFP questions in GRATIS

TABLE OF CONTENTS

• Question types:
• Global Questions:
• Office Questions
• Client Questions
• Ad Hoc Questions - Enquiry Module
• Enquiry Module - Handling venue responses.
• Deleting built questions

Question types:

Selecting and configuring your questions

Global Questions:

• Select Company Preferences from the setup menu in the top right-hand corner

• Select Global Questions

• Expand the question categories to reveal the questions.
  

• Untick any questions that you do not wish to send with your RFP's and then click save
  

Office Questions

• Select Office Preferences from the setup menu in the top right-hand corner

• Select Office Questions

• If you have more than one office select the relevant office from the 'Choose Office' dropdown

• You will now see all of the global questions that you selected in the previous step. If you have more than one office and you don't want some of the Global questions to be sent for that office then simply untick the questions that you do not require and then click save

• To add a question to the office click on the Question Builder and then click the green Edit button.

• Select the appropriate question category from the dropdown list

• Type your question into the 'What is the Question box'

• Choose whether you want to show it on the client proposal or not by checking/unchecking the tick box

• Select the answer type

• If you are using the Dropdown answer type you will need to add the items to the dropdown by entering them in the 'Type answer option here' box and then clicking add. Repeat this step for all items to be added to the dropdown

• Click the add button

• Repeat this process for any further questions that you would like to add and when you have added all your questions click the green save button at the bottom of the page.

• If you have multiple offices the questions that you added to this office will also be available in all of your other offices as will the Global questions. If you do not want to include a question when sending enquiries for any of your other offices simply select the office and uncheck any questions that aren't required. 

Client Questions

• Click on the Client Questions tab

• Enter the client name in the search box and select the client when the client appears 

• Once the client is selected all of the Global and Office questions will appear. Simply untick any questions that you don't want to send in the RFP for the selected client

• To add a question to the client click on the Question Builder and then click the green Edit button.

• Select the appropriate question category from the dropdown list

• Type your question into the 'What is the Question box'

• Choose whether you want to show it on the client proposal or not by checking/unchecking the tick box

• Select the answer type

• If you are using the Dropdown answer type you will need to add the items to the dropdown by entering them in the 'Type answer option here' box and then clicking add. Repeat this step for all items to be added to the dropdown

• When the question is complete click the add button

• Repeat this process for any further questions that you would like to add and when you have added all your questions click the green save button at the bottom of the page.

• If you want to use any of the questions that you have added to this client for other clients simply select the client and use the search box inside the Add Existing Question box to search for the question. Once the question is located click add to add it to this client.

• Don't forget to click the green save button at the bottom of the page when you have finished adding questions for the client. 

Ad Hoc Questions - Enquiry Module

• When you build an enquiry you will see the questions section within the enquiry module

• Click on the questions section and you will see all of the questions that have been selected to be sent with this enquiry. 

• At this point, you can still uncheck any questions that you do not wish to send to the venues

• You also have the opportunity to add any one-off questions specific to this RFP

• Use the question builder within the questions tab of the enquiry to add the one-off questions.

• Add our venues and send the RFP out to the venues in the usual fashion

Enquiry Module - Handling venue responses.

• When a venue responds to an enquiry you will be able to review and change the venues answer if you choose to

• Click the view button to the right of a venue and scroll down to see the questions and responses

• If you would like to change the venues answer simply click the pencil icon to the right of the answer to edit the answer

• Once complete click save and process the enquiry as you normally would.

• Questions will appear on the client and venue proposals and the client and venue confirmations

Deleting built questions

To delete the built questions click on Question Builder.

Expand the section where the question is.

Click on the bin icon.

Please note: It's not possible to edit the question. If the questions needs amendment it has to be deleted and created again with the correct wording/information.