Within Team Drives > Client Services > GRATIS clients > Agents > Add a new folder with the new instance code (example VDC) and company name.
Save the set up documents and artwork in here.
Also the GRATIS instance set up documents (make a copy of setting up a new GRATIS instance)
Using admin.venuedirectory.com/admins/skeletonlogin, choose site (new company name), Login, Admin.
Ensure you set up in the order below as later sections are fed by pick-lists from earlier sections:
Go to Setup (right hand corner) > employees profiles > select Admin in employee > permissions > in copy from existing employee, select Admin Login > click apply > save
Company Preferences (under set up):
Employee > Job Titles, Departments/Teams (information can be found in the implementation document Browser / Employees / Branding / Footers). .
Reservation / Venue > Source (delete the TAMS entries, agent requirements can be found in implementation document, fact sheet), Reason for Lost / Cancelled (this info can be found in the implementation document - set up, if completed by the agent, only include the ones they have requested).
Remove options in the following fields: Confirmed Venue Reason, Venue Category and Reason for Event.
Other sections are optional.
Global Questions > nothing to
Fees > check VAT rate is correct and within date range.
Credit Cards > to be completed (if required) during training.
File Bank > to be completed (if required) during training.
Survey > to be completed (if required) during training.
Messages > load & publish a message 'Welcome to GRATIS Training'
Options > check we have a record of Passkey for training.
Comms > to be completed (if required) during training.
DropDowns > Event Types – remove unsuitable options, others to be completed during training. I removed: Barbeque, christening, christmas lunch, christmas package, fashion show, hen and stag, meal stop, new year package, themed break, turkey and tinsel,
Integrations > nothing required.
After completing the above, log out and back in
Office Preferences (under set up):
Banks > obtain details from completed set up document (found in the implementation document, fact sheet).
Details > obtain details from completed set up document, ensure ‘Enquiry Email Help Text’ (wording template found under GRATIS > setting up a new database) is completed.
On the right under details, set the “bill due days after conference” to 1, set bill due days after accommodation to 1. Details for reminders will be covered during training.
Add in Email enquiry help text.
USER NAME have received an enquiry and we have short-listed your venue. Click on the button NEW ENQUIRY to see details and submit your response.
Please could you check availability, quoting your best commissionable rate and respond within 2 hours of receipt in order to be included in the proposal and confirm that you are holding space on first option, and the date which you are holding this space until.
Some Simple Instructions:
The Venue Response area is exclusively for you to submit rates and any additional information to be included. Please quote your rack rate together with the rate that you wish to offer for this specific proposal in order to demonstrate savings to the customer.
When complete, press submit to send your option. If you are unable to quote for this enquiry, please could you tell us the reason in the Venue Response box and submit as above.
Office Questions > nothing required.
Client Questions > nothing required.
Footers > unless specified in the implementation document, browser / employees / branding / footers documents, the default footers can be found in the GRATIS setting up a new database document > load standard footers in all sections ensuring GRATIS database name is inserted.
* Footer titles - Conference Venue. Conference Client. Conference Release Report. Accom Venue. Accom Client. Accom Release Report. Proposal Venue. Proposal Client. Commission Claim. Commission Summary (no longer used). Commission Outstanding. Reports. Invoice.
Preferred Venues > nothing required unless specified by the client.
Sites > initially navigate ‘White Label URL: to ‘myeventsportal’. Load emails, phone number,
banners and colours for client portal. Beware of having white text on a white background. Ensure the email addresses and phone numbers are set up under both the myeventsportal and venuedirectory.com URL - those entered under myeventsportal do not automatically save to venuedirectory.com (please visit Freshdesk Theme Colours Where They Appear https://venuedirectoryassist.freshdesk.com/a/solutions/articles/44002064663 to see an explanation of where the theme colours appear in myeventsportal and client proposals).
There is a programme called Eye Dropper that you can use on the client’s website to find the company colours code to match up with theme colour.
Link to Eyedropper
https://chrome.google.com/webstore/detail/eye-dropper/hmdcmlfkchdmnmnmheododdhjedfccka?hl=en
Privacy - check the clients website and find the Privacy policy & load it like this:
Site Text > Load Home Text with this info (edited to display the correct client name). Leave other items on the dropdown blank.
Welcome to the Destination Sport Group Client Login.
Once you have logged in you will be able to send us an enquiry online, either a quick enquiry with just the details of the event with any venue suggestions you may have, alternatively you can use one of the search functions and select some venues you feel reflect the location you would like, and then forward these with the enquiry.
You will also be able to view all the past, current and future meeting and events projects that the team are involved with at Destination Sport Group.
Once logged in you can run a few simple reports based on your activity with Destination Sport Group.
If you are not already working with Destination Sport Group and would like a login, please contact us on 0333 230 9115 or email us: info@destinationsport.com
Logos > upload Document Header & Menu Logo in Jpeg format.
Options > replicate screenshot below:
Leave this section as it will be set up as and when required:
This section needs doing though: information of what the agent would like pre-loaded can be found in the implementation document set up
Charges & Locations > Leave Locations blank and Charges should be pre populated with a default
list to include:
NOW LOGOUT & LOG BACK IN AGAIN
Employee Profiles (under set up) employee information can be found in the implementation document, browser / employees / branding / footers:
Detail > as per set up document.
Address > should be pre populated.
Agent > set all Home Screen Activities to ‘All’ Date Range: 30 Days
Permissions > Start with the default Employee ‘Admin Login’ and set the permissions as below.
Now add all Employees from the set up document using the ‘New’ button and copy over the
permissions from Admin Login; any adjustments to permissions will be made during the training:
Leave ‘Searches’ and ‘Third Party Interfaces’
Clients:
Load a client called ‘(the GRATIS User Company Name) Demonstration Client’. Use their business address etc and add one Client Contact which will be the business owners name with their private email address or hswatkins@hotmail.co.uk and I will change it when I get there.
Under the Agent tab ensure the industry category is selected (for this client it would be agency or travel & tourism).
Under the Agent tab, ensure multiple billing notes are set up for the client, ones to use are:
Name: Full account to client
Billing Method: Full account to client
Liability: None
Details: Please send the invoice for the full account directly to the client for payment. Contact details found in the confirmation
Name: Payment on departure
Billing Method: To be settled on departure by guest
Liability: None
Details: Please ensure guests settle their account prior to departing.
Name: Full account to agent
Billing Method: Full account to booking agent to settle a/c
Liability: Agent to be invoiced
Details: Please send the final account to (agent name) for payment. Please note although (agent name) are settling the account on behalf of the client, the responsibility of the terms of the contract still remains the responsibility of the client.
Under the branding tab, add web user text, which is; Welcome to our online client login which allows you to review all your past and future reservations. You can retrieve copies of all your reservations and generate online reports of all your reservations. You can also review any enquiries that we are currently holding provisionally on your behalf. Ensuring you click copy to all clients under the text box.
Also add the agent logo as the client logo, selecting show logo on web portal and proposals.
Switch Off RFP Questions
Company Preferences > Global Questions > uncheck all and save.
Enquiries:
Load a brand new enquiry (3000/1) for the Demonstration Client using the Demo Hotel and the as the venues. Backdate the arrival date of the enquiry to 3 months prior to the installation date and load the venue rates yourself.
Use details along the lines of this please:
Main Room Other Instruction Wording to copy & paste into GRATIS
09:00 Meeting commences with tea/coffee on arrival
10:30 Tea, coffee & biscuits
12:30 Buffet lunch served within the room
15:00 Afternoon tea, coffee & cake
17:30 Meeting closes
Syndicate Room 1 wording to copy & paste into GRATIS
Required from 09:00 to 17:00 hours. No catering required within this room.
Once you have 2 options, and have allocated meeting rooms in the Room Allocation Manager for one venue and one that can’t do it Convert the enquiry and create a proposal. Check the proposal is correct and contains all logos, etc. Once happy with the proposal, email it to the Client (private email address).
Client Contact: now reset the password of the Client Contact to ‘Password1!’ so that we can login as that person in ‘myeventsportal’ to view the proposal.
To be able to do this, you will need to go to contacts module in GRATIS, select the contact you have just added and under details tab, click on reset password.
Now open the agents portal (myeventsportal). Using the existing email address and password (copy and paste from GRATIS) login as the contact added. You will need to agree to the privacy policy.
Click on the contacts name (top right hand corner) and select change password. Enter current password that is showing in GRATIS and enter a new password which should be Password1 and submit. You are then able to use the my enquiries page to filter appropriately and view the proposal you have just set up.
Finally go back to Office Preferences > Site > Site Text > Text to Edit and ensure the text for myeventsportal has been loaded correctly. There is a template for wording saved under ‘White Label Site Text’ https://docs.google.com/document/d/1gK2jzgE4Vd4Z6UUPkE7yuVdPDL0j562O1vpiRSZjl7Q/edit. Ensuring the new agents name replaces the previous agents name (this can be done by clicking control F, then the three lines/dots next to the box that opens, this will then open a larger box with FIND, type in current agents name here and REPLACE WITH, type in the new agents name here. Please note there are email address, telephone numbers and addresses within the text - please ensure this is correct to the new agent. You may need to use notepad to transfer the text into GRATIS. Also, check back to ensure the text has saved, you will need to save after each add but the system sometimes doesn’t save.
Once everything is set up, log in as the GRATIS user to ensure access is working. To do this, use their white label URL, which is normally the GRATIS users company name.venuedirectory.com. The user email address that has been set up, along with password, and passkey that has been generated following the above steps.
Once set up, ensure:
Agent is put in the Passkey document https://docs.google.com/spreadsheets/d/1xESxZ1QDccMMteNMjXUv8Umiy6rAHeFYVj3f_pj2AY8/edit#gid=640374428
Add company to Freshdesk
Set up on TVD as a supplier and add ID to billing documents
Employees are added as users in TVD
Hilton Venues - Meeting Simplified
There are a few steps to this part.
Open this document
https://cvent.app.box.com/file/1266229413445?s=ssgkt8lgj6cidozgby3t6be56en9op60
Open the venue page in GRATIS and find the first venue in the sheet. Once the venue has loaded click the big green save button. Repeat this step for each venue in the sheet. We do this because this adds the venue to the database table so that when the dev rtun s the scrpit the email address is inserted. Without this step the script will be ineffective.
Now you need to raise a Jira ticket to have a developer run the script to enable the meeting simplified address to receive the enquiries for 36 and under for the venues in this list.
The script will be run in staging first for you to check.
To check in staging:
Open the above sheet and copy one of the venue names into the venue page in GRATIS, click on the agent tab and scroll down to the central contacts section and check if the below email address is present as the main contact:
Repeat this process for at least five venues from the list. If all is correct please go back to the developers and ask them to run the script in live. Once they have confirmed the script has been run please repeat the checking process in live and once all is correct close down the Jira ticket.
EnCloud
Does this database need to be set up as an EnCloud source database with any targets such as Best Western or Lime Venues Please check with Heather
If so you will need to raise a development ticket to have this database EnCloud enabled - follow this document
https://venuedirectoryassist.freshdesk.com/a/solutions/articles/44001856122
If you set them up with EnCloud for Lime you must let deborah.simons@limevenueportfolio.com know to expect enquires from them
Endeavour
You will need to add the company as a supplier and attach the contacts to it. Please follow this document
https://venuedirectoryassist.freshdesk.com/a/solutions/articles/44002322770
SPF
Send the document in the attached file to the main contact as they will need to pass this to their IT support to ensure email can be sent from GRATIS
https://venuedirectoryassist.freshdesk.com/a/solutions/articles/44001477807
Adding the new agent as a supplier
All new agents need to be added as a supplier in MEC for billing purposes
Follow these instructions to add the agent as a supplier
https://venuedirectoryassist.freshdesk.com/a/solutions/articles/44002322770
Agent List
Add the new agents contact details to the master list https://venuedirectoryassist.freshdesk.com/a/solutions/articles/44002218870?portalId=44000035344
BILLING
Send a message to Paula and ask her to set up the billing for the new agent
Importing Clients and Contacts from another system
It is possible to import client and contact data - the devs can do it but the client must share the data in the format of this file - Template for client data import