Action Menu: Inquiries

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Inquiries Screen Default View

The Inquiries screen defaults to display leads starting from the current business day and extending 30 days forward. To adjust the timeframe, use the date picker to modify the start and end dates as needed, allowing you to focus on a specific period of interest.

Understanding the Inquiries Screen

The Inquiries screen displays key details for each lead, helping your team effectively manage and track potential business. Each entry includes the following information:

• Confirmation Number: A unique ID assigned to the inquiry. If the lead progresses to a proposal or booking, this number remains attached to the event.

• Event Name: The name of the potential event.

• Start Date: The first day of the event.

• Number of Nights: The total duration of the event in nights.

• Company Name: The company profile associated with the lead.

• Company Revenue: The total historical revenue generated by this company from past events.

• Contact #: The phone number for the event's main contact or booker.

• Max Sleeping Rooms: The maximum number of sleeping rooms requested for the group.

• Max Attendance: The expected number of attendees for the event.

• Estimated Sleeping Room Rate: The anticipated rate per room for group bookings.

• Estimated Room Revenue: The projected revenue from sleeping room sales.

• Estimated Event Revenue: The projected revenue (space + packges) from the meeting or event services.

• Inquiry Status: The current stage of the inquiry (e.g., Open, Dormant, In Progress, Lost).

• Coordinator: The Event Manager or Sales Coordinator assigned to the lead.

• Booker Name: The primary contact person for the inquiry.

• Created Date: The date the lead was entered into the system.

Note: Inquiries are currently manually created by the Sales team as a way to track leads, cold calls, client interest, and follow-ups. They serve as an important first step in the event sales process.

Inquiry 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.

The summary includes the following metrics:

• Allocations: Total number of sleeping rooms requested across all inquiries during the selected period.

• Inquiries: Total number of individual leads received.

• Inquiry Groups: Total number of group blocks associated with inquiries.

• Total Event Revenue: Combined estimated revenue from meeting space and packages.

• Total Max Attendance: Sum of the maximum expected attendees across all inquiries.

• Total Room Revenue: Total estimated revenue from sleeping room bookings.

💡 This summary updates dynamically based on the selected start and end dates, allowing you to quickly assess performance and lead volume over any given timeframe.

Searching for an Inquiry

To quickly locate a specific inquiry, enter the Event Name into the search box. Matching results will appear as you type, allowing you to easily find and access the desired lead.

Filtering by Inquiry Status

Use the Filter by Status dropdown to narrow your search based on the current inquiry status. Available options include:

• Open

• In Progress

• Qualified

• Dormant

• Waiting

• Turn Down

This helps you quickly find inquiries based on their stage in the sales pipeline.

Viewing Multiple Properties
Users with access to multiple properties can use the Property dropdown to select one or more additional properties. This enables you to view inquiries across all selected properties in a single, unified view.

Click the blue Create Inquiry button to start a new lead entry.

This will open the inquiry form where you can enter details about the potential event, client, and requirements.

Select the appropriate Proposal Type from the dropdown menu. This type will be applied automatically if the inquiry is converted into a proposal.

When finished, click the blue Next button to continue.

This ensures the correct proposal template and settings are pre-selected during the conversion process.

Step 1: Enter Event Information

Begin by completing the Event Information tab with the following details:

• Name: Enter the name of the proposed event.

• When do you want to schedule the event?

  • Start Date: Use the date picker to select the first day of the event.

  • End Date: Use the date picker to select the last day of the event.

• Select Source: Choose the lead source (e.g., referral, website, phone inquiry) from the dropdown menu.

• Sub Status: This field will default to “Open” for new inquiries. You may select a different status from the dropdown if needed.

• Max Attendees: Enter the maximum number of attendees expected for the event.

• Estimated Event Revenue: Enter the total anticipated revenue the event is expected to generate.

• Remarks: Add any relevant notes or comments about the lead or event.

✅ Once all required fields are filled out, proceed to the next step by clicking the Group Block tab.

Step 2: Complete the Group Block Information

Navigate to the Group Block tab and enter the following details:

⚠️ Note: If the event does not require sleeping rooms, you can skip this step and go directly to the Other Information tab.

• Total Rooms: Enter the total number of room nights (allocations) needed for the entire event duration.

• Max Allocations per Night: Specify the maximum number of rooms to be allocated per night.

• Estimated Room Rate: Enter the average nightly rate for the group block.

• Estimated Room Revenue: This value is automatically calculated based on the Total Rooms × Estimated Room Rate.

Once all required fields are completed, click the Other Information tab to continue to the next step.

Step 3: Complete Other Information

On the Other Information tab, enter the following details to help categorize and assign responsibility for the event:

• Market Segment:
  Use the dropdown to select the appropriate market segment code. This categorizes the event for reporting purposes and helps track revenue and room nights across different guest types.

• Booking Type:
  Choose the booking type from the dropdown that best describes the nature of the event (e.g., corporate, social, government).

• Event Manager:
  Select the onsite event manager who will be responsible for overseeing the event.

• Group Sales Representative:
  Choose the group sales representative assigned to manage the sales process for this group.

• Group Sales Administrator:
  Select the sales administrator who will assist with managing the group booking and related tasks.

• DUNS Number:
  Enter the nine-digit D-U-N-S® Number, a unique business identifier issued by Dun & Bradstreet, if applicable.

✅ Once all fields are completed, proceed to the next step by clicking the Next button.

Step 4a: Enter Contact Information

On the Contact Info screen, enter the booker's details, including:

• First Name

• Last Name

• Address

• Country

• Postal Code

• City

• State

• Phone Number

• Email Address

🔍 If the booker is a returning guest, click Select Existing Guest to search for and attach an existing guest record to the inquiry.

➡️ If the booker is not associated with a company or travel agent, click the blue Next button to continue. If they are, proceed to the next step to add company or agency details.

Step 4b: Add a Company Profile (If Applicable)

If the booker is associated with a company, follow these steps to attach a company profile:

1. Click the Local Company button.

2. In the search box, enter the name of the company you want to find.

3. From the list of matching results, click on the company name to select it.

4. Click the blue Confirm button to attach the company profile to the booker's contact details.

✅ Once confirmed, the company information will be linked to the inquiry.

Step 4c: Add a Travel Agent (If Applicable)

If the booker is associated with a travel agency, follow these steps to attach the correct IATA profile:

1. Click the Select Travel Agent button.

2. In the search box, enter the travel agent’s name.

   • Alternatively, use the dropdown menu to switch the search type to IATA Code, then enter the agency’s IATA number.

3. The system will return a list of matching results.

4. Click on the correct IATA profile to select it.

5. Click the blue Next button to attach the selected IATA profile to the booker's contact information.

🛈 Attaching the correct travel agency helps with accurate reporting and commission tracking.

Step 5: Proceed to the Review Screen

Once the booker’s contact information is complete and any associated Company and/or IATA profiles have been successfully attached:

• Click the blue _Next_ button to proceed to the Review Screen.

📝 On the Review Screen, you’ll be able to verify all entered details before finalizing the inquiry.

Step 6: Review and Finalize the Inquiry

You are now on the Review Screen, where you can verify all details entered for the inquiry (lead) before saving.

• Previous – Click to go back and edit any information in the previous steps.

• Discard – Click to cancel and permanently delete the inquiry if it is no longer needed.

• Confirm – Click the blue Confirm button to save and create the inquiry in the system.

✅ Make sure all information is accurate before clicking Confirm to finalize the lead.