Target Roles: Event Managers, Sales Coordinators, Group Sales Representatives, System Administrators
Last Updated:
Executive Overview
An Inquiry (also referred to as a lead) represents a preliminary request from a potential client interested in hosting an event at your venue. The Inquiry feature enables sales and catering teams to record client requests, log venue and sleeping room requirements, assign leads to coordinators, and monitor lead progression through the pipeline before converting them into formal proposals or booked events.
📝 Operational Note: Inquiries are manually entered by the Sales team to track cold calls, client interest, and follow-ups as the initial step in the event sales process.
Configuration Guide: Creating an Inquiry
System Navigation Path
Home > Event Management > Actions > Inquiries
Step
Action
Platform Guidance & Operational Details
Access Directory
Navigate to Inquiries under the Actions menu.
Opens the Inquiries dashboard, defaulting to leads starting from the current business day extending 30 days forward.
Initiate Creation
Click + Create Inquiry in the top-right header and select a Proposal Type dropdown value.
Opens the 3-step setup wizard; selecting a Proposal Type auto-applies correct template settings during future conversion. Click Next.
Step 1: Basic Data
Complete the Event Information and Group Block sub-tabs.
Enter Name, Start/End Dates, Source, Priority, Attendance, Revenue, Custom Fields, Market Segment, Booking Type, Coordinators, Close Date, and Probability percentage.
Step 2: Contact Info
Select Create New Contact, Select Existing Guest, or link organization profiles.
Search existing guests by name, email, or phone to auto-populate contact files. Optionally attach a Local Company, Corporate ID, or Travel Agent (IATA) profile. Click Next.
Step 3: Review & Finalize
Verify all lead details on the Review screen.
Click Previous to modify fields, Discard to cancel, or Confirm to save. Creating the lead routes directly to the active Inquiry Detail File.
📷 VISUAL CALLOUT:
Creating an Inquiry Walkthrough
Detailed Configuration Field Breakdown
Step 1: Basic Data Fields
Event Information Sub-Tab:
Event Name & Duration: Enter the proposed event title and set start/end dates and times via calendar pickers.
Primary Inquiry Source: Captures lead origin channel (e.g., Hotel Sales Office, Walk-in, Website).
Sub Status: Defaults to Open for new leads. Status options include: Open, In Progress, Working Qualified, Dormant, Turndown and Lost.
Priority: Configurable rating (e.g., High, Medium, Low, High Volume Lead).
Max Attendance & Estimated Event Revenue: Anticipated attendee count and projected event/package revenue.
Remarks & Custom Fields: Notes area and EK Admin-configured parameters for capturing venue-specific data.
Market Segment & Booking Type: Classifies market category and event style (e.g., Corporate, Group & Wedding).
Coordinators & Sales Team: Assign onsite Event Managers, Service Managers, Sales Reps, and Administrators.
Close Date & Probability: Target date to resolve or convert the lead, paired with conversion likelihood percentage (0% to 100%).
Group Block Sub-Tab (Optional):
Total Rooms & Max Allocations per Night: Total room night volume and nightly peak room count.
Estimated Room Rate & Revenue: Input average nightly rate; system automatically calculates Estimated Room Revenue. (Note: Skip if sleeping rooms are not required).
Step 2: Contact Info & Organization Profile Matching
Contact Lookup: Toggle between creating a new contact or clicking Select Existing Guest to search real-time system records by name, phone, or email.
Local Company & Corporate ID: Search and attach company profiles to link historical company revenue.
Travel Agent (IATA) Profile: Search by agency name or IATA Code for accurate commission tracking.
Loyalty Profile: Search by Loyalty Number or Name + Email to link guest profiles (Note: Point accrual is processed outside EventKey).
Inquiries Dashboard & Summary Overview
At the top of the Inquiries screen, you'll find a summary bar that provides a quick snapshot of all inquiries within the selected date range. This overview helps you monitor sales activity and potential business at a glance.
Allocations & Inquiries: Total sleeping room nights requested and total count of individual leads.
Inquiry Groups: Total count of group blocks linked to inquiries.
Total Event & Room Revenue: Sum of estimated meeting space/package revenue and projected sleeping room revenue.
Total Max Attendance: Sum of maximum expected attendees across all filtered leads.
Dashboard Filter & Search Controls
Date Picker: Modify start/end dates to analyze specific reporting windows.
Search Box: Type an Event Name to dynamically filter list results.
Filter by Status / Coordinator: Narrow listing by lead stage (Open, In Progress, Working, Qualified, Dormant, Turn Down, Lost) or assigned Event Manager.
Property Selector: Multi-property accounts can select multiple venues to inspect aggregated lead volume in a single view.
