You can only create a job card for your teams if the status of the request is "Confirmed" ( with or without payment).
To draw up the job description, click on the orange "Job description" button in the right-hand menu of the folder.
Various elements of the booking, such as the name of the company, the dates of stay, the person in charge of the file and the customer's contact details are automatically displayed.
The "No staff" sticker in orange will be updated once the job card has been saved for the first time. It displays staff members who have been assigned to specific products.
On-site contact: enter the contact details of the person who will be your on-site contact during the event, if different from the main customer.
File information: In this section, you can add any general information about the event that you wish to communicate to your teams. You can highlight information by changing the colour of the text and/or highlighting.
Other members of staff to be informed: You can also add other members of staff who need to be informed of the event, even if they are not directly involved in the services listed on the job card.
Quote products :
The function sheet is organised by date and products associated with that day.
- Products: For all products linked to a room (all services except room sales), you will find the times, layout and number of people. A drop-down list is displayed so that you can select the appropriate room from those already registered in your system.
- Assigning staff members: The People with Table Bell pictogram indicates which staff member is automatically assigned to this product. By selecting this item, a drop-down list appears, allowing you to choose and select the staff members assigned to this product.
- Associating products and spaces with an employee: To associate products and/or spaces with an employee by default: Teams > Modify the relevant profile > Hotels.
- Adding information for the team: you can add additional information for your team for each product. If certain information is common to all function sheets, you can set it up in advance by going to the Hosting > Products > Modify a product > Team information section. This operation is not retroactive. The information will be displayed automatically on the next function sheets created.
On the right-hand side are the display options:
- Show staff members
- Display the product description: this is the commercial description of the products that is proposed in your commercial offers.
- Display product unit prices
- Display totals by line
- Detail package prices
- Include payment information: this is the file schedule with the status of each due date
As a reminder, you can configure these function sheet display elements beforehand in PDF format: Accommodation > Accommodation details > Display > Job description.
Once you have selected your preferences, don't forget to save your function sheet.
Non-quotation events :
Once you have saved your job card for the first time, you can click on "Modify my card" to access the non-quotation events section.
Non-quotation events give you the opportunity to list activities or services that could take place during your customers' stay, but which are not directly linked to the main commercial offer.
You can associate collaborators with these events.
For example, you can include parcel delivery before check-in, departure for outdoor activities, transfer services, etc.
These events will appear in a different colour code.
Once you have completed your job description, you can download it in two different views:
- Full-view PDF: a single PDF file for the entire stay.
- PDF day-by-day view: several PDF files, each representing a specific day of the event.
Products are colour-coded for easy identification:
- Orange: catering products
- Red: meeting room products
- Blue / Grey: bedroom products
- Purple: events not covered by quotation
To share the job card with your teams, you must first locate the pencil icon to the right of the "not shared" indication on the job card.
After clicking on the pencil icon, you will have several sharing options available:
- With your team: This option allows you to share the job card with your internal team only.
- With the customer: You can choose to share the job card with the customer only.
- With the team and the customer: You also have the option of sharing the function sheet with both your team and the customer.
- Stop sharing: If you wish to stop sharing the job card, you can select this option.
Once you have chosen the appropriate sharing option, your teams and/or the customer will receive an e-mail inviting them to consult the job card in Backyou.
If the function sheet is shared, the customer can :
- change the timetable
- send a message to the hotelier on this subject
