This article will review how to create a Booking within the Tripleseat Hotel product.
There are several convenient ways to create a booking.
- Converting from a Lead
- From your GRC (Guest Room Control)
- The Accounts and Contacts Tab
- New Booking Button
Let’s talk about these actions that will start your booking, and we will discuss adding further booking details in a bit.
Converting from a Lead
Let’s first review converting from a Lead. Once you have confirmed you can accommodate the Lead and they are a good piece of business, you will convert the Lead into a booking by clicking the “Convert to booking” button. Details from the Lead will carry over to the appropriate booking fields.
From the GRC
After confirming guest room and event space availability through the GRC (aka guest room control) You can click on the top of any date column, and that will bring you to the booking details page with the start date filled in that has been pulled from the date column you selected.
The Accounts and Contact Tabs
After navigating to the Account or Contact tab. You’ll then click the bookings button and then Create New Booking. This will start your booking with the Account and Contact already filled in.
New Booking button
You can always start a booking on the fly by clicking the New Booking button toward the top right of your screen. This will start your booking without any info auto-populating.
Depending on how you create your booking, certain info may auto-populate into the booking details. Regardless of how you got to the booking, there are some important details and best practices to review.
Booking Details
The booking name may come over from the Lead if converted, but it can always be changed. It’s important that the name appropriately represents the whole experience.
The date range is the booking start and end date or arrival and departure date. Any potential guest room nights or events will fall between these dates.
Let’s review the statuses.
A Prospect booking is a qualified inquiry, similar to a lead, but with the added benefit of being visible on the calendar. With prospect bookings, you can send documents and accept payments, but they do not block space. This means that prospect bookings can overlap with other prospect bookings.
The Tentative status will hold space and can not overlap with other bookings. During this stage, you may be sending the customers a contract or requesting a deposit.
The Definite status is reserved for bookings in which you have received a signed contract and/or deposit.
The Closed status is the final status for a definite booking. This is when the booking dates have passed, you have updated their consumptions and guest room pickup, and the final payment has been made.
Additionally, there is a Lost status for any bookings that will not take place. When marking a booking as lost, you will be prompted to provide a reason, which you can either type or select from a drop-down menu.
It is important to note that these statuses will NOT automatically update as actions are taken, so you and your team will need to manually update them as needed.
Primary Location
If you have more than one location, be sure the correct one is selected.
Market Segment
This is filterable and reportable.
The Owner will be the salesperson or main person of contact from your organization.
Lead Source
Also filterable and reportable.
Contact
This is where the required Account and Contact are listed or added.
Account = The business or organization, if there is one. If not, this can be the same name as the Contact.
Contact = The main person of Contact
Next, you will enter the booking financials. Any deposits and due dates will always be on the booking level and apply to the entire experience.
When we get to the F&B minimum and Rental fee, you’ll have to decide if you are applying either or both of these to the booking as a whole or per individual event within that booking.
Keep in mind that once all required booking fields are entered, room blocks and events can be added at that time, or the booking can be created without events or room blocks and added at a later time.
If you would like more information on creating a room block or adding events using Tripleseat for Hotels, please refer to our resource videos with the same name. If you have any further questions, please don't hesitate to reach out to our support team at support@tripleseat.com or by clicking on the help question button located at the top right corner of any screen in Triple Seats.
Need more guidance? Our In-App Guides in the Productivity+ section on the bottom left of your Tripleseat screen will walk you through the steps to success!
>Learn More Here