Manage your clients' contact profiles, amend details, set preferences and view enquiry data with ease using the Contacts module.

TABLE OF CONTENTS

• ADDING A NEW CONTACT
• DETAILS TAB
  • Documents Settings
  • Deactivating a Contact
  • Connected Clients
  • Account Management
• ADDRESSES TAB
• BOOKING PROFILE TAB
• AGENT TAB
• HISTORY TAB 
• ACTIVITIES TAB
• ENQUIRIES TAB
  • Enquiries
  • Conversion
• FILE BANK TAB
• PRIVACY TAB
• AUDIT TAB
• FILTER FUNCTIONALITY AND FILTER TAB

ADDING A NEW CONTACT

• Client contacts should be added from within the client profile. 

• From the Home Menu screen, click once on Clients Module.

• Enter your client's name by typing the first few letters, highlight and click to confirm your choice.

• Navigate to the Contacts Tab and click on the add contact command button.

• Enter the contact's first name, last name and e-mail address.

• Click "Save" to confirm the details.

• The Contacts module will create a new profile and open it in the Details Tab for further information.

DETAILS TAB

Title: Enter Mr/Ms/Mrs or an appropriate title.

Job Title: You can complete it later if needed.

Department: If applicable.

Dear: Address them as appropriate in correspondence.

Nick Name: Add a nickname if required.

Mobile: Include if available.

Fax: If applicable.

Division: If applicable.

Source: Select from the dropdown list.

Documents Settings

• Click "View" to review document display settings for your client.

• You can modify the settings to display venue options differently.

• You can also choose to overwrite existing booking settings, which will apply to previous bookings involving this contact.

Note: The Confirmation-Client document will be generated in GRATIS only if the Default Full option is selected as the default. If you change it to Summary Proposal, you won't be able to create the Confirmation-Client document when confirming a booking with this contact.

Deactivating a Contact

• To deactivate a contact, access their profile, unselect the “Contact Active?” and click "Save".

• Deactivated contacts won't be available for selection in enquiries but will be listed in your client's profile under the Contacts tab.

Connected Clients

• You can view which clients are connected to this contact.

• To disconnect a client, unselect the option on the right-hand side and click "Save".

Note: When deactivating a contact, you can also disconnect them from the client.

Account Management

Last Login: The system displays the date of the last login to the client’s portal.

Number of Logins: Automatically populated by the system.

Reset Password: Reset your contacts' password by clicking "Reset Password" to send a new one via email.

ADDRESSES TAB

• The main client address is displayed.

• You can amend it or add additional addresses, e.g., for a person working in two locations.

• To change the main company telephone number allocated to your contact, click "Edit", enter the DDI number, and click "Save" to confirm or "Cancel" to abandon the change.

• To add another address, click "Add" and complete the requested details, then select Sequence 1 to make this the main address or 2 for the secondary one. 

• Choose "Temporary" or "Home" from the picklist and click "Save".

BOOKING PROFILE TAB

• View enquiries for: 
  • This contact: Enquiries raised by this contact. 
  • All Contacts in this client: Enquires raised for all contacts at this client.
  • All contacts in this client and all child contacts: Enquires for all contacts at this client and child clients.

• Number of events: Used for profiling but not mandatory. Select an expected number of events that the client might book, or just leave it as none.

• Event budget: Used for profiling but not mandatory.  Select an expected budget per event, or just leave it as none.

AGENT TAB

• This is a free-text area for entering relevant contact profile details. 

• Type in your notes and click on "Save" at the top of the page.

HISTORY TAB 

• Record historical information about any dealings with this contact.

• Click "Add", select the contact type and a subject, and add the desired information.

• You can also send an e-mail by clicking on Email. Enter the subject, compose your message, attach files if needed, and click on "Send". GRATIS will store this email in the contact's profile. 

• View all communication recorded in that contact’s profile.

• Select the contact type and consultant or leave it as all to display all available information.

• Set the date range and click "Apply".

• You can also view the booking history by selecting that option.

• Use the Export option at the bottom of the page to download a spreadsheet with communication details within the selected date range.

ACTIVITIES TAB

• Schedule and view activities for this contact. 

• To add a new activity, click "Add" and complete the required fields.

• To view the activities in the top section, select:
  •  Activity Type - choose from the picklist.
  • Set by - select yourself, a colleague or All from the picklist.
  • Consultant - select the person to whom the activity was set.
  • Dept/Team - select the applicable department or team.

• Select the date range and click Apply.

• You can export the available data to a spreadsheet.

ENQUIRIES TAB

• Find enquiries allocated to this contact.  

• Your system administrator may have defined how many months of history are automatically displayed.

• This is managed through the Setup > Office Preferences > Options Tab – Default enquiry history (months) field.

Enquiries

• You can choose to display all enquiries for this contact for the last 6 months by clicking on "Load Enquiries from past 6 month(s)".

• The summary pages display booking reference numbers, booking types, statuses, if Confirmed the selected venue, value, arrival dates and consultant.

• View enquiries directly by clicking once on the reference number.

• TIP: Change the order of displayed enquiries by clicking on column header hyperlinks, such as arrival date or booking type.

Conversion

Get a snapshot of the number of enquiries converted by date, broken down by consultant and enquiry type, along with a total conversion rate.

Choose your date range (the default is for one year’s history) and click on the Filter command button to display your results.

In this example, you can see that there were 35 total enquiries, 5 of which were confirmed, representing a 14.3% conversion rate.

FILE BANK TAB

• Store documents for team members to use. 

• To upload a new document, browse your computer, click "Choose file", or drag and drop it into the indicated area. Enter a description for the document and click the Upload.

PRIVACY TAB

• View and adjust the contact’s privacy settings and you can use it to anonymise or deactivate the contact.

AUDIT TAB

• See all the updates and changes made to the contact’s profile.

• the Displays the user who acted, the action taken and the timestamp of the changes.

FILTER FUNCTIONALITY AND FILTER TAB

• Use the Filter functionality when searching for a contact whose details you are unsure of.

• Click on "Filter" at the top of the screen to be directed to the Contacts module general page. Use any piece of information to search for the contact’s profile you need.

• Click "Apply Filter", and the results will appear on the Filters tab.