The Jobs and Projects facility in GRATIS allows the user to group Accommodation bookings, Conference Bookings and/or Supplier bookings under the same unique job number, making it easier to identify and integrate bookings which are connected or linked to the same event.

Every booking has its job number which can be found on the General tab of the enquiry or the bookings modules. The job number always starts with G as in the screenshot below:

TABLE OF CONTENTS

• ACCESSING JOBS & PROJECTS
• CREATING A NEW JOB FOR AN EXISTING ENQUIRY/BOOKING
• CREATING A JOB BEFORE CREATING AN ENQUIRY/BOOKING
• ADDING NEW ENQUIRIES AND BOOKINGS TO THE JOB
• ADDING EXISTING ENQUIRIES AND BOOKINGS TO THE NEW JOB
• BOOKINGS ASSIGNED TO DIFFERENT CONTACTS WITHIN THE SAME CLIENT
• BOOKINGS FROM DIFFERENT OFFICES OF THE SAME CLIENT
• DELETING A BOOKING FROM A JOB
• JOB & PROJECTS IN THE REPORTS

ACCESSING JOBS & PROJECTS

• From the home screen, select Jobs & Projects from the navigation menu on the left. 

CREATING A NEW JOB FOR AN EXISTING ENQUIRY/BOOKING

• To link other bookings and enquiries to an existing job select the job by typing in or pasting in the job number or clicking on the globe icon, and search for the existing job.

• When the user selects the job, they will have to add a job name, which is a mandatory field, the name will help the user to identify and link the bookings. 

• The Client and the Contact will be pulled from the existing booking, and it cannot be amended. The system will also show when the job was created, the date and time of the last update and who created and updated the job. 

CREATING A JOB BEFORE CREATING AN ENQUIRY/BOOKING

• Click on “Add” to create a new job. 

• They will have to name the job and select the client and contact whom they want to create this job. 

ADDING NEW ENQUIRIES AND BOOKINGS TO THE JOB

• The user will be able to add new enquiries and bookings to the Job they just created by clicking on the Add Booking button on the right-hand side. 

• When the button is clicked the user will see the following screen.

• The Enquiry option will direct the user to the New Enquiry page. They can proceed with the enquiry as any other new enquiry and select its type (Conference, Accommodation or Supplier). 

Important Notes: 

• If the user selects Conference, Accommodation or Supplier in the pop-up above, they will skip the enquiry stage and will be directed to the Booking module, according to the option they selected, which means that they won’t be able to send out the enquiries to the venues/suppliers through GRATIS. They would still be able to manually add the rates they received to the booking. 

• Regardless of the booking type, the client and contact will be prepopulated based on the options selected when creating the job.

ADDING EXISTING ENQUIRIES AND BOOKINGS TO THE NEW JOB

• The process to add an existing Enquiry or Booking to the job consists of Re-Assigning the job in that booking. 

• The user will select the Enquiries, Event Bookings, Accommodation Bookings or Supplier Bookings module, bring up the reference booking and on the General tab they will have to locate the Job Number for that enquiry/booking. It’s right below the SLA Response Deadline field.

• Click on Re-Assign, and type in the Job Number or the name the user set for that job.

• Locate the job you want to link that booking to and click on Re-Assign.

• The user will see a pop-up on the screen confirming that the action was successful.

• If the user clicks on the Job number on the enquiry page, they will be taken back to the Job module and as they add other bookings to the job, they will be able to see the table of enquiries and bookings linked to it.

BOOKINGS ASSIGNED TO DIFFERENT CONTACTS WITHIN THE SAME CLIENT

• It is possible to create or assign bookings to different contacts from the same client within the same Job. The main contact will remain the same even if the bookings were created using different client’s contacts.

BOOKINGS FROM DIFFERENT OFFICES OF THE SAME CLIENT

• If the client has different offices within the same company, it’s still possible to add bookings created for contacts in different offices.

• When adding a booking for a secondary office, the Client name linked to this job will change to the secondary office’s name. As the areas are greyed out it’s not possible to change it back to the primary client. 

• If creating or adding another booking for the Primary office, the client's name will change back to the original Client the user added to this Job.

DELETING A BOOKING FROM A JOB

• It’s not possible to delete a booking from a job directly. 

• To remove a booking from the current job, re-assign it to a different job.

• If necessary, create a Job specifically for the scenario described as the bookings necessarily need to be linked to a Job.

JOB & PROJECTS IN THE REPORTS

• The Status Report (Enhanced) can be grouped by Jobs/Projects. The user can run this report, to see all the reference numbers that were put into that Job.