Files ( quotes / follow-up )
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      3. Files ( quotes / follow-up )

      File management module

      Backyou's home page gives you a direct view of the Alerts that require action on your files and requests awaiting processing.

      The File section is the default home page. It is divided into 3 separate tabs: 

      • Assets: files not closed or for which the check has not been passed
      • Closed: all cases closed manually or automatically by the issue of an invoice, and cases declined either by the hotelier or by the client.
      • All: You will find all your active and closed files in chronological order by default in relation to the date the request was created. 

       

      Active tab: the management module displays alerts requiring action in bold or allows you to filter files according to certain statuses.

      • Pending: The file is awaiting processing, no commercial proposal has been sent.
      • Modification without response: the client has made a modification request on their Backyou space and is awaiting a response from the hotelier.
      • No pmanager: no manager has been assigned to the file
      • Option to be confirmed: The client has requested an option from their Backyou space and is awaiting a reply from the hotelier.
      • Forward option: an option placed on a file has expired
      • Booking to be confirmed: the client has asked to book from their Backyou space
      • Tasks: a task has been notified on a file and is due to be completed.
      • To be sent to PMS: The reservation has been confirmed, the products need to be sent to the PMS.
      • To be invoiced/closed: the check-out date has passed, the file must be invoiced and/or closed.
      • Late payment: the payment deadline for a file has passed.
      • In progress with no tasks: these are unreserved "in progress" files, with no tasks recorded and potentially no follow-up planned.
      • Upcoming bookings: these are all current bookings (with or without registered payment).  

       

      On the right-hand side of the screen, different pictograms can be used to display different files:


      Classic view:  allows you to view files in list form with a detailed view.


      Simplified view: a more elliptical view, without tasks or notes, you can click anywhere on the line to access the file.


      Statistics view: table view with the following elements: File ID, Date of stay, Venue, File status and sales figures. 


      Pipeline view: allows you to view files according to their different statuses.


      Calendar view: files are organised by date of stay, month by month, with colour codes: grey = pending / blue = open / orange = under option / green = reserved. 

      Reading a folder thumbnail - Classic view 


      Front row: 

      • The name of the company
      • The dates of your stay
      • The manager of the file 

      Second line: 

      • The name of the venue
      • The date of the request
      • The file reference generated automatically by Backyou 
      • Client reference, if specified
      • Source: 
        • Direct (the request was entered by the school) 
        • Your website (the request was made on your website) 
        • Groupcorner (business introducers)
      • The allocated segment
      • A "No accommodation" tag when the request does not include an overnight stay
      • The eye enables you to see how many times the sales proposal has been viewed by the client
      • Use the pencil to manage the file (reference, person responsible, segment, note)
      • The two sheets allow you to duplicate the request 
      • File status 

      Third line: 

      • The client's name and contact details 
      • The client's budget, if available
      • Tasks and notes relating to the file
      • "Responding to demand": direct entry into the demand and specifications