Converting an enquiry to a booking, send the proposal to the client and venues


  • Go to the general tab of the enquiry and click the convert to booking button at the bottom left of the page.


  • Note: The “Convert to booking” button will only be enabled if at least one of your options is Provisional and you don’t have any other option set as New. 


  • If you’ve contacted a venue but haven’t received any response you can change its status to No Reply and that will allow you to continue to the next stage. 



  • At this stage you will create the documents with the venue options you will send to your client. Before you do that, you have to set some information on the general tab such as the rate basis, the billing method and the booking guarantee. 




Options tab


  • On the Options tab you will find the option to preview the client proposal document before you create the document, this allows you to easily check what your client will see on the proposal and you can adjust or tidy your proposal up if needed before sending it out










Creating the proposal document


  • By clicking on the Big Green Save button on the top right of the page you will create the proposal document 



  • You will find the documents you’ve created in the Outbox, on the top of the page. 


  • You are able to filter the search to bring up only the documents for the Event Booking you are working on, you will just have to type in the reference number in the search box on the right hand side.






Sending the proposal to the client and the venues


  • If you are happy with the proposal documents you have created you can click on the Approve and Email button or you can Reject the document in case you need to change or adjust anything.


  • If that’s the case you can go back to the Options tab, in the Event Booking section, select the venue from the dropdown list and for example change the images on the proposal or the venue details.


 


How to add a released venue:


  • If for some reason after sending out the proposal your client asks you to add a released venue back, you can do that by clicking the provisional button right next to the Delete Option button. 


  • Note that you can only do that if you haven’t confirmed the booking. 





  • To create another proposal document you just have to click Save again and a new document with the adjustments you made will be created.




Emailing the proposal


  • If you are happy with your proposal you can Approve and Email it to your client and when you click that button you will see a screen with the email address and the name of the person to who the proposal will be sent.


  • You can copy someone else in if you need to but they must be a contact against the client.


  • You can use templates to contact them, there’s a “View Document” button if you want to check the proposal once more and you can attach another document at the bottom of the page.


  • You can also attach files to the email from the file bank or your computer



  • At the end of this process just click “Send”.