PartnerNet User Guide

Tulsa Convention & Visitors Bureau PartnerNet User Instructions

1 W. Third St., Suite 100 | Tulsa, OK 74103 | 800.558.3311 | www.visittulsa.com

TABLE OF CONTENTS Logging In: First Times Users.......................................................1 Logging In: Return Users.................................................................2 Getting Started....................................................................................3 Customizing Your View....................................................................5 Profile: Accounts..................................................................................7 Contacts........................................................................................10 Benefits..........................................................................................11 Collateral: Listings..............................................................................12 Special Offers.........................................................................13 Media...........................................................................................14 Occupancy................................................................................15 Opportunities: RFPs...........................................................................16 Service Requests...........................................................17 Reports.....................................................................................................18 Post Board..............................................................................................19 Post Board Policy.................................................................................20

1 W. Third St., Suite 100 | Tulsa, OK 74103 | 800.558.3311 | www.visittulsa.com

LOGGING IN: FIRST TIME USERS

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Logging In for the First Time: 1. After requesting access to PartnetNet, you will receive an email from pattikrausert@visittulsa.com with the link to PartnerNet and a temporary password.

NOTE: If you do not see this email, be sure to check your junk or spam folders and follow the necessary steps to ensure future emails from the system will go to your inbox.

2. Click on the link, which will take you to the PartnerNet Login screen.

3. Enter your email address & the temporary password provided in the email.

4. You will be asked to change your password to one of your preference. Enter this password twice.

NOTE: Unified Login If you are the contact for multiple properties, you will be presented with the Unified Login screen. This screen will list all of the accounts where you have access to PartnerNet. Please provide a single password for all accounts & enter that password twice.

Once you click LOGIN, you will be logged into PartnerNet and will be able to access all of your accounts from a dropdown menu in the top right corner.

5. Click LOGIN to be logged into PartnerNet and reach the home page. See “Getting Started” for more information about the home page.

1 W. Third St., Suite 100 | Tulsa, OK 74103 | 800.558.3311 | www.visittulsa.com

LOGGING IN: RETURN USERS

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Logging In for Return Users: The new PartnerNet also has a new URL: https://tulsa.extranet.simpleviewcrm.com NOTE: Be sure to update this in your bookmarks as the old URL will only automatically redirect for a short period.

Resetting your Password

1. If you need to reset your password, select “Forgot Password?”

2. After entering your email and selecting RESET PASSWORD, you will receive an email with a temporary password.

3. After entering your email address and temporary password, you will be prompted to change your password.

4. Enter your new password twice and select LOGIN to be directed to the home page.

Accessing PartnerNet from VisitTulsa.com A link to the PartnerNet login page has been made available on VisitTulsa.com for easy access to PartnerNet.

1. From any page of VisitTulsa.com, the footer navigation is available. Select “Tulsa CVB Partners” to be directed to the Tulsa CVB Partners page.

2. On the Tulsa CVB Partners page, select the LOG IN button in the bottom left corner of the page introduction.

3. The PartnerNet login page will be opened in a new tab. Enter your login information and click LOGIN to reach the home page.

See “Getting Started” for more information about the new home page.

1 W. Third St., Suite 100 | Tulsa, OK 74103 | 800.558.3311 | www.visittulsa.com

GETTING STARTED

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Navigating the Home Page This section will cover the functions of the following parts of the home page: 1. Unified Login Menu 2. Quick Search 3. Partner Bulletins 4. Post Board 5. Home Tab 6. Ask For Help Tab

1. Unified Login Menu If you are the contact for multiple properties and you use the same email address for each account, you will be able to toggle between properties using this dropdown menu.

2. Quick Search • After clicking the magnifying glass icon, the quick search tab will open.

• Recently viewed items will show by default, but users can search for a specific record by keyword. Records can also be searched by their unique ID number - e.g., a lead ID. • Results will show as you type and include contacts, service requests, leads, media, and other items.

• The different icons indicate what type of record each result is.

• Click the name of the record you would like to access.

1 W. Third St., Suite 100 | Tulsa, OK 74103 | 800.558.3311 | www.visittulsa.com

GETTING STARTED

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3. Partner Bulletins Partner Bulletins are posted by a system administrator at the Tulsa Convention & Visitors Bureau and can include reports, news, and training documents. Use the dropdown menu to filter which bulletins you would like to see. By deafult, all bulletins will show.

NOTE: Certain Partner Bulletins may be restricted by contact type or security settings. For example, only users designated as the DOS or GM of a property will see the monthly reports.

4. Post Board The Post Board is a new feature of PartnerNet and allows partners to interact with each other in a moderated forum. Users can create posts, reply to other posts, and email each other directly through the post board. Refer to the “Post Board” and “Post Board Policy” documents for more information about this feature.

5. Home Tab From any page of PartnerNet, selecting the Home Tab will return you to the home page.

6. Ask For Help Tab Selecting the Ask For Help Tab will open a blank email to pattikrausert@visittulsa.com with the subject “PartnerNet Help.” You can use this for any type of questions or comments, including requesting access for a new partner at your property or assistance with your listing on visittulsa.com.

The functions of the menu tabs on the left of the home page will be discussed further in each of their respective documents: • Profile • Collateral • Opportunities • Reports 1 W. Third St., Suite 100 | Tulsa, OK 74103 | 800.558.3311 | www.visittulsa.com

CUSTOMIZING YOUR VIEW

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Before looking at each page in PartnerNet, it’s important to note that many of them have settings that can be configured by each individual user. Every user will begin with the same default view, but yours can be changed at any time and your preferences will be saved for future sessions.

Filters — Allows users to narrow display results by changing their filter settings. The filters can be updated by clicking in the top right corner of this section.

Data Grids — The columns of this grid can be configured by each individual. Each default column heading in the grid can be modified by clicking in the top right corner of the grid.

Clicking on the sprocket icon or the Manage Filters button will trigger a menu as shown above, with each tab having a different function. At the bottom of the Columns and Filters tabs, you will see options to Apply Changes, Cancel, or Reset. Make sure you select Apply Changes to save your settings!

1 W. Third St., Suite 100 | Tulsa, OK 74103 | 800.558.3311 | www.visittulsa.com

CUSTOMIZING YOUR VIEW

Columns Select which columns you would like to appear on your grid.

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Filters Ordering Select which filters you would Change the order of the like to be able to change each columns on your grid. time you visit the page.

Grid Actions

Once filters have been applied, the grid will update with the matching results. Several icons may appear on the records within the grid. The appearance and which icons appear will depend on the page being viewed. These icons are: • Pencil — Edit the record.

• Eye — View the details of a record.

• Papers — Duplicate the record.

NOTE: All users are able to customize their view, but some may not have the same action options depending on their security settings.

1 W. Third St., Suite 100 | Tulsa, OK 74103 | 800.558.3311 | www.visittulsa.com

PROFILE: ACCOUNTS

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Profile > Accounts After selecting Accounts, you will be presented with your account page and icons for the actions you are able to perform. Remember that if you do not like the default view, you can customize it and save your settings. Some actions may not be available to all users, depending on each user’s security settings.

NOTE: You will not see more than one account on this grid unless a Parent/Child relationship has been set up, e.g., a management company and its hotels. If you have PartnerNet access for more than one property, you will need to toggle between them using the dropdown menu in the top right corner of the page to access each property’s account information.

• By selecting the Edit icon, , you can update your account details. The three sections are: Account Information, Phone Information, and Address Information.

• By selecting the Details icon, same three sections.

, you can view your account details, which includes the

• By selecting the dropdown arrow, you can choose between managing your amenities (Update Amenities page)and managing your meeting space (Facility Details page).

1 W. Third St., Suite 100 | Tulsa, OK 74103 | 800.558.3311 | www.visittulsa.com

PROFILE: ACCOUNTS

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Edit Account Details

After selecting the Edit icon, you will reach the Update Account page. You can navigate to each section using the links on the left side. Tooltips, , are provided for certain fields for clarification of what should be entered in the field. Be sure to SAVE your changes.

Property Fact Sheet A section has been added for you to upload a Property Fact Sheet. Please use this area to upload a file with an overview of your property. This fact sheet is not posted on the website and is for internal CVB use. A separate section on the facilities page is available for you to upload floor plans and capacity charts.

In addition to using the menu options from the Accounts landing page, the Update Amenities page and Facility Details page can be accessed via the Account Details page.

1 W. Third St., Suite 100 | Tulsa, OK 74103 | 800.558.3311 | www.visittulsa.com

PROFILE: ACCOUNTS

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Update Amenities

Partners can update their property’s amenities by selecting “Manage Amenities” from the Accounts landing page or by selecting “Manage Amenities” on the Account Details page. The amenities options provided are listed on visittulsa.com and allows visitors to filter their search by hotel amenities.

Facility Details Partners can upload floor plans and enter the capacities of their meeting space using the Facility Details page.

Meeting rooms are listed at the bottom of the Facility Details page. Rooms can be added, deleted, and edited from this grid.

Update Facility To edit meeting space amenities and upload floor plans, select “Edit”. There are two places on this page to upload a floorplan file. These are often used to upload a capacity chart and a floorplan.

1 W. Third St., Suite 100 | Tulsa, OK 74103 | 800.558.3311 | www.visittulsa.com

PROFILE: CONTACTS

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Profile > Contacts After selecting Contacts, you will be presented with your contacts page and icons for the actions you are able to perform. Remember that if you do not like the default view, you can customize it and save your settings. Some actions may not be available to all users, depending on each user’s security settings.

The same basic actions as on other pages are available: Edit

, View

, and Clone

.

Adding New Contacts To add a contact, select the blue “Add Contact” button above the contacts grid. Be sure to mark the Send Email option as “Yes” to ensure that ParnetNet will send emails to this contact.

NOTE: Adding a contact does not grant them access to PartnerNet access. If a new partner needs access, please contact pattikrausert@visittulsa.com.

Removing Contacts If a Partner leaves your property, they should be removed as a contact from the property. In order to keep any account and lead history associated with the contact, contacts are marked as Inactive rather than deleted. Contacts can be marked as inactive by selecting the pencil icon and changing the Contact Type to Inactive. Contacts lose PartnerNet access automatically after being marked as inactive.

NOTE: If a position is left and then shortly filled, please refrain from simply changing the previous contact to the person who filled the position by updating the name and details. The best practice for replacing a contact is to mark the old one as inactive and creating an entirely new contact.

1 W. Third St., Suite 100 | Tulsa, OK 74103 | 800.558.3311 | www.visittulsa.com

PROFILE: BENEFITS

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Profile > My Benefits The Benefits page allows users to see how many times their website listing has been viewed or clicked, and how many leads their property has received or won. The time period viewed can be adjusted using the filter settings.

1 W. Third St., Suite 100 | Tulsa, OK 74103 | 800.558.3311 | www.visittulsa.com

COLLATERAL: LISTINGS

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Collateral > Listings An Account’s Listing is the information that appears on visittulsa.com. Select the pencil icon to update a listing. After making changes to a listing, an email will be sent to the CVB administrator to either approve or deny changes made before publishing the changes to the website.

Website Notifications If you would like to receive notifications for listing views, you may enter your email address into the Website Notification sections of the page. If you enter 50 as the Notification Interval, the provided email(s) will receive a notification after the listing has been viewed 50 times.

Listing Images Uploaded images can be selected to be included with your listing. If this section is empty, media can be uploaded in Collateral > Media.

1 W. Third St., Suite 100 | Tulsa, OK 74103 | 800.558.3311 | www.visittulsa.com

COLLATERAL: SPECIAL OFFERS

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Collateral > Offers If you would like to add a promotion to be listed on visittulsa.com, you can enter one on the Offers page. Select the blue “Add Offer” button to create your special offer.

Creating a New Offer The New Offer page has tooltips to assist in creating your offer. Please note that after creating an offer, an email will be sent to the CVB administrator and the offer must be approved before appearing on the website.

Viewing Your Offer After your offer is approved, it will be published to www.visittulsa.com/special-offers This page can be reached by selecting the SPECIAL OFFERS option in the footer navigation.

1 W. Third St., Suite 100 | Tulsa, OK 74103 | 800.558.3311 | www.visittulsa.com

COLLATERAL: MEDIA

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Collateral > Media Media you upload to this section can be added to your website listing if you choose. Select the blue “Add New Media” button to upload an image.

Adding New Media When adding new media, you will be required to select a Media Type. The options are Logo, Image, and YouTube. After selecting your type, a field will appear for you to upload your media. The current image frame on the website is 510 x 500. Larger images may be cropped or adjusted to fit while smaller images will be enlarged to fit. It is best to upload an image with dimensions as close to this size as possible to avoid image distortion.

NOTE: If you want the image you upload to accompany your website listing, you must select the listing using the Listings dropdown menu.

1 W. Third St., Suite 100 | Tulsa, OK 74103 | 800.558.3311 | www.visittulsa.com

COLLATERAL: OCCUPANCY

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Collateral > Occupancy The Occupancy tab is an optional feature that allows the CVB to collect data on each property’s ADR and occupancy information. To update occupancy, select the pencil icon next the year to be updated.

1 W. Third St., Suite 100 | Tulsa, OK 74103 | 800.558.3311 | www.visittulsa.com

OPPORTUNITIES: RFPs

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Opportunities > RFPs The default view on the RFPs page shows open leads only. To view a lead, select the the lead name on the grid.

next to

Responding to a Lead To create a lead response, navigate to the Responses section of the lead (this can be done using the navigation pane on the left side of the lead), and select the blue “+” in the Actions column.

NOTE: At the bottom of the New Response page is a section to attach your proposal. Don’t forget to include one!

Entering Pickup After an event has passed, you are able to enter your pickup on the Lead Detail page. Shoulder Dates can now be added if room block dates do not match event dates.

1. On the Pickup form, click Add Shoulder Days 2. Enter the number of days to add before the block or after the block, and click Save.

1 W. Third St., Suite 100 | Tulsa, OK 74103 | 800.558.3311 | www.visittulsa.com

OPPORTUNITIES: SERVICE REQUESTS

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Opportunities > Service Requests Occasionally, Service Requests are sent out when a group needs assistance with services but does not need any rooms. These leads will be sent out as Service Requests.

Responding to a Service Request After navigating to a Service Request detail page, an option is available to create a response.

Add a new response and input all requested information.

1 W. Third St., Suite 100 | Tulsa, OK 74103 | 800.558.3311 | www.visittulsa.com

REPORTS

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Convention Calendar - Published The Convention Calendar has been made available to Partners to run for custom dates whenever it is needed.

The Print option will print the grid as shown.

The Export option will export the information to an Excel spreadsheet. This may result in duplicates of several events, as the event will be listed once for each hotel selected.

NOTE: Although the system is kept as up to date as possible, many annual events that have already been awarded may not appear on the calendar until closer to their event dates.

1 W. Third St., Suite 100 | Tulsa, OK 74103 | 800.558.3311 | www.visittulsa.com

POST BOARD

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The Post Board allows users to communicate with other Tulsa area properties. A user can create a post, leave comments on posts, or email the person who created the original post.

• Click to create a new post. This is a plain text field with no formatting capabilities, but URLs will automatically become hyperlinks after posting.

• Click

to add a comment to a post.

• Click

to email the person who created the original post.

• Click to remove a post. Users can only remove their own posts. A system administrator at the CVB can delete any post.

Please take a moment to review our Post Board Policy for more information about appropriate uses of this new feature.

1 W. Third St., Suite 100 | Tulsa, OK 74103 | 800.558.3311 | www.visittulsa.com

POST BOARD POLICY

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We encourage your comments and participation on the Tulsa Convention & Visitors Bureau (Tulsa CVB) PartnerNet Post Board and hope that you will find it to be a useful tool for connecting with fellow Partners. Examples of appropriate uses for the Post Board include: • Sharing news about your business • Promoting a special event • Asking for advice • Informing Partners of career opportunities and industry events The Tulsa CVB reserves the right to remove posts that are deemed inappropriate or offensive.

Posts and comments may be edited or removed based on the following criteria: • The post contains profane language or content • The post is unrelated to Partner business • The content includes disparaging remarks about the CVB, Tulsa Sports Commission, another Partner, or individual • The post encourages illegal, discriminatory, or unethical behavior or activity Please be aware that by submitting content to the Post Board you are giving other Partners the opportunity to connect with you not only through comments on the Post Board, but also directly through email.

The Tulsa CVB retains the right to revise this policy, in whole or in part, at any time.

Please direct questions regarding this policy or the use of the Tulsa CVB PartnerNet Post Board to pattikrausert@visittulsa.com or by phone, 918.560.0226.

1 W. Third St., Suite 100 | Tulsa, OK 74103 | 800.558.3311 | www.visittulsa.com