GRATIS Post Training Configurations

Modified on Tue, 11 Jul, 2023 at 3:14 PM

This document is designed to provide you with essential information and instructions on using GRATIS effectively. While you may have completed the training for GRATIS, this user guide aims to cover additional important aspects that may not have been fully addressed during the training sessions.

TABLE OF CONTENTS

NOTES FOR CLIENT & VENUE and ENQUIRY ONLY NOTES
BILLING NOTES
EMAIL TEMPLATES
SENDING EMAILS FROM GRATIS
YOUR SUPPLIER LISTING
ATTACHMENTS
BANNER
DOCUMENT FOOTERS
PROGRAMME TEMPLATE
OUR CONTACT DETAILS

NOTES FOR CLIENT & VENUE and ENQUIRY ONLY NOTES

It’s possible to add tailored notes to client’s profile and those notes will pull through to every enquiry you send out in their name. To add the notes, you can follow these steps:

Go to the Clients module;
Agent tab;
1. Notes for client & venue field – as the name suggests both the venues and the client will see what the user puts in this field.
2. Enquiry only notes – The information you add to this field will only be available at the enquiry stage and only the GRATIS user and the venues will be able to see what’s in this field. The client won’t see this information on the proposal because this text won’t pull through.

Examples of lines that be added to the Enquiry only notes box.

This is a PR company working on behalf of the CLIENT NAME.

Please offer your best commissionable rates and provisionally hold any space offered.

BILLING NOTES

In the Billing Notes field, the user can set the billing methods that will be available for them to select when they reach the Event Bookings module to create the proposals.

The user will also find this field under the Agent tab, in the Clients module. To add an option, the user will need to scroll down the page, click on Add at the bottom and then fill in the fields on the screen.

The Name of the field is how that billing option will be displayed on the General tab of the Event Bookings module. The user can select one of the Billing method options from the dropdown list and the Liability field will be automatically populated. In the Billing Notes box, the user will add the relevant information regarding that billing method option.

Examples:

Please forward the full account to:

Please forward the full account to client.

EMAIL TEMPLATES

The user can set email templates to send to the clients when emailing the proposals over to them. The templates can also be used if the user decides to keep the communication with the client in GRATIS rather than external email.

To create the templates on GRATIS, go to Setup on the top right-hand corner, then click on Company Preferences and go to the Comms tab. Scroll down the page and click on Add, at the bottom, write the template and click on Save. Note that it’s mandatory to name the template.

Here are some suggestions as a starting point:

Client Proposal

Hello,

We are pleased to provide you with the details of your proposal below.

If you have any questions or require further information, please do let us know and we will happily assist you with anything you may need.

It is important to read through the details carefully as some properties quote differently and can work from various pricing models in comparison to other venues and brands.

In the meantime, we will wait to hear back from you with further instructions.

Client Confirmation

Hi,

Please see attached the confirmation for your forthcoming event.

A copy of this confirmation is also being sent to the venue, which will send the contract over to you shortly.

This booking is placed in accordance with the venue/hotel’s Terms and Conditions.

We look forward to working with you again soon.

Many Thanks.

Venue Confirmation

Hi,

Please read this email and the confirmation details carefully to include the billing notes! If you have any questions regarding this, please contact us and not the client.

Please, see the link below for the confirmation of our client’s event.

I would be grateful if you could email the contract to me to review and I will forward to the client for signature.

Please do not hesitate to contact me if you have any questions.

Kind regards

SENDING EMAILS FROM GRATIS

The user can keep track of the communication between them and the client by sending emails from GRATIS. It’s possible to email the client by using the History & Activities button on the General tab of both the Enquiries module and the Event Bookings module. Once the agent clicks on that option, a pop-up window will appear, and an email can be written, or a template can be used.

Note: When the client responds to the email, the user will receive the response in their email’s inbox.

You can also access the above pop up by clicking the envelope icon next to the contact in the booking:

YOUR SUPPLIER LISTING

Your company will be added to My Events Channel as a supplier for out billing purposes. The venue support team will contact the you to enable you to login to My Events Channel (MEC).

ATTACHMENTS

We suggest the users consider creating PDF documents they can auto attach to any client or venue correspondence, such as Terms and Conditions or any relevant documents the user believes to be important to share with their clients and/or with the venues.

These are the ways the user can upload PDF documents:

1 - Accessing Setup and selecting Company Preferences, on the File Bank tab the user can upload documents that will be available to be attached to the emails they will send to the client or to the venues.

When creating the email, the user can scroll down the page to the bottom and they will find the Attachments field, where they can either upload a document from the File Bank or from their computer. For instance, the user can create the email by clicking on History & Activities.

2 – If the user scrolls down the same page they will find the Default Attachments field where they can upload documents that will be automatically attached to the enquiries and/or the documents according to the options they select under Conference, Accommodation and Supplier.

3 – The user can upload documents to be attached to a specific Client and only that Client’s contacts will receive the document.

Click on the Clients module, bring up the client and go to the File Bank tab. The user will find the same fields mentioned above and they can upload the documents they consider relevant to that specific client.

The banner the user uploads to the system will be shown on the top of the documents created at the Event Booking stage.

The colours on the banner will be the user’s choice. Here are two examples, the first banner has completely blank background and the second one has a coloured background.

DOCUMENT FOOTERS

We insert standard texts to the Document Footers fields, but the user can update and use their own footers, change the wording, or make some changes to the standard footers as well as keep the ones that we added.

To read and change the footers, if needed, the user will have to follow these steps: