Team by hotel tab
The Team by hotel tab contains a list of your colleagues who will be interacting on Backyou.
You need to assign a user profile to each employee:
Administrator: This profile gives access to all Backyou functions, including configuration settings.
Hotel administrator: This profile is the same as the administrator profile, but is limited to the hotels linked to the profile.
Sales: This profile is dedicated to preparing and monitoring quotations and customer accounts.
Staff member: This profile is suitable for employees responsible for the operational implementation of services (used for function sheet).
Please note:
- An e-mail address can only be used for one employee. Each employee must have their own email address.
- Send frequency: determines the frequency of automatic notifications sent to employees summarising tasks and information relating to active files.
List of hotels
The Hotel List tab contains a list of your establishments. If your Backyou account contains several hotels, you must identify one establishment per line.
The list of hotels allows us to import your establishments into your Backyou account.
User rights and profiles
In the "User rights and profiles" tab, you can assign products to a specific member of staff for function sheet. This association can only be made for Member Staff profiles.
Each product assigned to a Member Staff allows Backyou to automatically manage these assignments on the function sheet. In other words, as soon as a product is assigned to a Member Staff, the system will automatically associate the Member Staff in the function sheet, thus simplifying the product and employee management process.
Meeting rooms and other areas
In the spaces tab, you can identify and detail your different spaces, whether they are used for meetings or other functions such as restaurants or bars.
For each space listed, you need to provide information such as the surface area, the maximum number of people that can be accommodated, and the height of the space, as well as :
- Daylight: yes / no
- Visibility in the PDF quote: so that this space is included in the PDF quote, in the summary table if the option is activated.
- Meeting room: meeting room or functional space (e.g. restaurant, terrace). If it is a functional space, you do not need to enter the capacity.
For each type of possible meeting configuration, you must specify the maximum number of people that can be accommodated in the different types of layout:
Visible on PDF quote
Import of spaces notified in the Backyou settings file
Services
The Services tab in the settings file is your establishment's product library on Backyou. It should contain all the services that can be proposed in a commercial offer.
Each service corresponds to a specific category of products available in Backyou, making it easier to classify them and compile sales statistics. Each line in this section represents a separate product.
For each product, please indicate :
- the price including VAT and the associated VAT rate (if a price is to be indicated by default)
- a default timetable if applicable
- a default space if applicable
- whether it is a default service or not (if several products are created in the same category).
All the information provided here is subject to change on a case-by-case basis when a quotation is drawn up, particularly with regard to prices that are subject to seasonal variations.
The "For packages only" column is used to differentiate between products available "à la carte" and those reserved exclusively for the creation of a package (e.g. room hire per person €15 for a JE).
- Product without date: offer a product without a specific date
- Optional products: offer a product without including it in the total of your offer
- Buy-Sell: charge for a service provided by an external supplier (equipment rental, shuttle/taxi, etc.)
These default pre-configurations are optional. You can apply them on a case-by-case basis to specific files even if the default configuration is not made.
Package
A package is an assembly of several products in your Product Library. They will appear in your quotations either in a single line, with a name and detailed description, or in several lines (corresponding to each product included in the package).
The different products associated within the same package, with different VAT rates, will be broken down in the Sales statistics according to the category of each product. Each product must be created beforehand in the Services tab to create a package.
