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Advanced Sales Page: The Advanced Sales Module includes: • Making and viewing quotes, converting quotes into bookings • Adding, updating and searching for clients • Adding, updating and searching for operators Expand this help area by double clicking on Module 4 to see further pages.


Quotes Page:

Providing a New Quote • • •

From the main Staff Console Make Reservations | Searches > Accommodation Search (or Tour/Car Hire/Event/Retail) Proceed with normal reservation, editing pricing details as appropriate. When prompted for customer details: New Client:

Existing Client:

Quote will appear with a list of all non-actioned quotes.

Viewing Existing Quotes • •

From the main Staff Console Manage Reservations | Searches > Quotes All non-actioned quotes will appear. Quotes are listed until they are deleted or converted into a booking.


Under Action, select the open briefcase icon to view the quote in more detail.

Converting Quotes into Bookings • • • • •

From the main Staff Console Manage Reservations | Searches > Quotes All non-actioned quotes will appear. Quotes are listed until they are deleted or converted into a booking. Under Book, select Book You are redirected to the shopping cart. NOTE: The standard price for the booking will appear under Total. This may be modified as appropriate. NOTE: If the booking is unavailable, an error message You have tried to update to a reservation that is unavailable will appear.

If the booking is available, you will be directed to the standard Customer Details screen.

Adding Follow-Up Flags to Quotes • • •

From the main Staff Console Manage Reservations | Searches > Quotes All non-actioned quotes will appear. Quotes are listed until they are deleted or converted into a booking. To add a follow up flag, select the grey flag icon under Action

A pop up window will prompt for the follow up date. Enter the date in format DD/MM/YYYY

Viewing Notes and Follow-Up Flags to Quotes • •

From the main Staff Console Manage Reservations | Searches > Quotes All non-actioned quotes will appear. Quotes are listed until they are deleted or converted into a booking.


To add notes, or views notes and flags, click the briefcase icon under Action

Enter details under Follow Up Date or Client Notes Update


Non-inventory Bookings Page: Use this functionality to book operators who do not have current inventory in the system

Making a Non-Inventory Booking • • • • • •

From the main Staff Console Make Reservation | Sales > Other Booking | Ticket Choose the Operator from the drop down menu Complete all applicable fields. NOTE: As this process does not access inventory, all prices and room types MUST be entered manually. Save Normal reservation protocols are followed, however the Detail field on the booking is left blank. Process payment as per normal.


Clients Page:

Searching existing clients • • • •

From the main Staff Console Clients Details > Search | Export | Add New Enter selection criteria Perform Search To edit client details, click on the Name of the client

Add a New Client • • • • •

From the main Staff Console Clients Details > Search | Export | Add New Enter the client Name Perform Search This searches the local database to check whether the client already exists. If the client does not appear in the list Add a New Client Enter contact details for the client Save

Client Types • • • •

From the main Staff Console Clients Details > Client Types Add New Item or select from the drop down menu Enter the Client type in Description field and select Available Add Client Type

Exporting Booking Details • • • •

From the main Staff Console Clients Details > Export Booking Details Enter search criteria and a date range Export A popup window will appear allowing the csv file to be Opened or Saved


•

Excel spreadsheet created with all client details


Operators Page:

Editing Operator Business Details •

From the main Staff Console Operators’ Details > Search | Export | Add New • Enter selection criteria • Perform Search • Under the Action column, select Login for the appropriate operator NOTE: You must be the mothership for the operator • From the main Member Console General Details > Business Details Enter the FULL business location, to allow a google map to be Business Location placed on the operator business page. eg 7 Tingle Av, Margaret River, WA, 6285, Australia A google map will appear in the box. Accommodation type Select the accommodation type from the drop down menu Select from the drop down menu Setting Select from the drop down menu Location Unique username for the operator – this may not be changed Username Password is not visible, but may be changed by the mothership or Password BookEasy Support Staff Enter short paragraph, which will appear at the top of the operator’s Point of Difference webpage Text entered here will only be visible to Booking Centre staff. For Booking Centre Staff Only Text entered here will display on the itinerary For Itinerary Only Enter the BSB number in format XXX-XXX BSB Number Enter the full account number of the bank account Account Number Enter the full account name Account Title •

Save

Editing Operator Membership Details •

From the main Staff Console Operators’ Details > Search | Export | Add New • Enter selection criteria • Perform Search • Under the Action column, select Update Other Details for the appropriate operator If this box is ticked, the operator is viewable on the website. Current Operator Select from the drop down menu Membership Level NOTE: Internal use only, does not appear on the website Select from the drop down menu Internal Rating NOTE: Internal use only, does not appear on the website Enter the membership certification number Certificate No. NOTE: Internal use only, does not appear on the website If this box is ticked, the operator will be able to enter a Hot Deal, Has HOT DEAL which will appear on the website If this box is ticked, the operator’s banner ad will appear on the Has Banner Ad website. NOTE: Banner Ad image must be loaded If this box is ticked, all bookings are instantly confirmed, Gold Medal excepting bookings made which will arrive in the next twenty-four hours If this box is ticked (in addition to the previous field) Confirmed Today all bookings made, with an arrival date within twenty-four hours will be instantly confirmed If this box is ticked, bookings will ONLY be sent to the email address Managed by Email


Request SMS Commission Percentage Turn off operator details on emails Turn off MU emails sent to operator Turn off MC emails sento to operator •

entered in the field If this box is ticked, an SMS will be sent to the operator when a booking is made Enter the commission percentage for all bookings for this operator. Do not enter a percentage (%) symbol If this box is ticked, the operator’s contact details will not display on emails If this box is ticked, emails will not be sent to the operator until the bookings is confirmed and paid in full. Only applies to 24 hour operators If this box is ticked, emails will not be sent to the operator when a booking is cancelled. NOTE: Extreme care is advised with this option

Save

Adding a New Operator • • • •

From the main Staff Console Operators’ Details > Search | Export | Add New Add a New Operator Enter PART of the Business Name for the Operator Perform Search NOTE: Entering part of the business name will help avoid duplication and errors of operator input ALL operators listed fall into three categories:

Link Operator icon on the right hand side is ‘clickable’ Link Operator icon on the right hand side is not‘clickable’ Link Operator icon on the right hand side is not‘clickable’ •

This operator is currently in the BookEasy database, and has selected the field to allow them to be booked by all Booking Centres This operator is currently in the BookEasy database, and has NOT selected the field to allow them to be booked by all Booking Centres This operator is already linked to your Booking Centre

IF the operator name does not appear in the list; add a new operator


Enter all appropriate fields Save

Listing or Exporting Operator Details • • • •

From the main Staff Console Operators’ Details > Search | Export | Add New Enter selection criteria Perform Search Show Information fields: (may be used in conjunction with Operator Options fields)

Default Address Details

Account Details

Other Details

Operator Options fields: (may be used in conjunction with Show Information fields)

Current Non-Current Gold Medal 24 Hour Mothership Has Banner Ads Has Hot Deals Has External Searches •

Lists all operators (including non-current operators), with table headings: Customer Name, Action, Phone No, Email, Fax No Lists all operators (including non-current operators), with table headings: Customer Name, Phone No, Email, Fax No, Mobile No, Business Location Lists all operators (including non-current operators), with table headings: Customer Name, Bank Name, BSB, Account Name, Account Number, Commission %, Username Lists all operators (including non-current operators), with table headings: Customer Name, Username, Last Modified, Last Modified User

ONLY lists current operators ONLY lists non-current operators ONLY lists operators who have selected instant availability/confirmation ONLY lists operators who have not selected instant availability/confirmation ONLY lists operators who you are the mothership for ONLY lists operators who have banner ads activated by the Booking Centre ONLY lists operators who have hot deals activated by the Booking Centre ONLY lists operators who have selected the field to allow all Booking Centres to access their inventory

Select the boxes in the left hand column Select Export to Excel Open or Save


to create a csv file


Emag example