When a new proposal request arrives in your space, its status is automatically "New lead". This means that the request is waiting to be processed by you.
To process a pending request > Answer the request.
View of a file/application to be processed:
Top of screen: details of information displayed from left to right
Front line
- Company name, if the applicant is associated with a company. If there is no company, the client's first and last name will be given.
- Name of the person responsible for the file
Second line
- Name of the venue issuing the proposal
- Date on which the request was made
- Reference automatically generated by Backyou
- Source of request (e.g. website or direct)
- Segment to which the request belongs (if Segmentation has been activated in the account settings. For example: tourism, events, etc.).
- A "No accommodation" tag when the request does not include an overnight stay
- Eye icon: indicates how many times the sales proposal has been viewed by the client
- Pencil icon: used to manage the file (reference, person responsible, segment, note)
- 2-sheet pictogram for duplicating the request
- File status
Third line
- Client name and contact details
- Tasks and notes relating to the file, which can be used to track actions and add relevant comments.
Central part: client specifications
This section takes up the specifications expressed by the client in the initial request form:
- Type of stay requested, dates of stay, number of people concerned.
- Budget announced by the client
- Specifications by service category
Right side of screen with blue background
In the blue section on the right, you'll find a number of possible action buttons:
> Make a proposal: access the request and draw up your sales proposal to meet the client's needs.
> Suggest to another venue: if you have a multi-venue account, this function allows you to assign the request to another venue in your Backyou account.
> Decline the request: you can decline your client's request using this option if you are unable to meet their needs or expectations. When you decline the request, you must justify your decision by indicating who declined the proposal or request. These reasons will be included in the statistics.
Available justification options :
Venue side:
- Other: free text
- No capacity: Client demand exceeds your capacity.
- No group space available: On the dates proposed by the client, you no longer have sufficient availability in terms of group space.
- No accommodation available: On the dates proposed by the client, you no longer have sufficient accommodation available.
- The client has chosen another venue: The client has informed you that they have chosen another venue for their event.
- Strategic reason: free text
- Budgetary reason: The client's budget does not correspond to your prices.
Client side:
- The prices are too high: The prices do not correspond to the client's budget.
- Event cancelled: The client's event is finally cancelled.
- No return : You have had no feedback from the client following your sales proposal.
- Wrong location / destination has changed: The location of your venue does not, or no longer, correspond to the client's needs.
- Wrong category: Your range does not meet client expectations.
- Not the right atmosphere: Your venue doesn't meet clients' expectations in terms of atmosphere.
- Does not meet my specifications: Your commercial proposal does not meet the requirements of the client's specifications.
- Booked elsewhere: The client has booked at another venue.
> Modify the dates of your stay: you can use this function to adjust the arrival and departure dates of your request.
- Adjust dates: you can change the arrival and departure dates
- Adjust the number of nights: you can change the number of nights.
- Client notification: when you make these changes, you can choose whether or not you wish to notify the client by email of the changes.
> My spaces: this option lets you view your room calendar to check the availability of your spaces.
> Availability: if Backyou is connected to your PMS, this button allows you to check availability in your hotel management system directly for the dates of stay in your file.
> Assign to another client: you can change the client associated with a request.
- Enter the client's name:
- if the client is already registered in Backyou, the system will automatically suggest them once you start entering their name.
- if the client does not yet exist in Backyou, the system will ask you to create a new client account and fill in the client form.
All you have to do now is ‘Edit a sales proposal’.