Overview
Group opportunities are designed for users to collect all of the requests that were submitted to the group operator from the customer and enter those details into one form. Many of the details collected in the form will later carry over to the group header. This information is designed to provide operators the opportunity to gather important details sand requests so that they may start building a quote and ultimately convert the initial request into a traveling group.
In order to create an opportunity, users must first access the contact the opportunity will fall under. This contact can either be a travel agent, or, a lead passenger.
Note: A contact must already exist in the Softrip CRM first. If the contact does not already exist, users can create a new contact profile. View the Softrip CRM document for more information.
Creating New Opportunities
There are two different paths available for users to verify the contact and begin creating an opportunity. The first is through reservations and the second is through the Softrip CRM, Manage Contacts screen under the marketing subsystem. Both options will allow users to search for an existing contact and start building a group opportunity that will be directly tied to the contact.
Note: Users must create an opportunity first in order to create a group/custom product.
Accessing the option to create an opportunity
In order to create a new opportunity, users will select the plus sign. This will open the opportunity form.
The opportunity form provides users with the option to collect and enter different details regarding the group request. Below outlines the different fields available to the users.
Note: The goal of this form is to gather information in order to allow a group operator to begin researching hotels, contracting and building services, adding costs, and confirming/adding inventory. Some of this information is added to the group header.
Product Name
The Product Name is often times the name of the group traveling.
Example
The Miller party is planning their 10th annual family reunion trip. Each member of the family wants to do something different, but they have all settled on New York as their destination.
When the Miller party contacts the groups department to provide details on their upcoming trip, the group operator will enter "Miller Family Reunion" under the product name.
Tour Type: Users can select either a "custom" or "tour series" tour type from the drop-down.
Custom- Users will select "custom" if they are requesting a brand new group that isn't tied to an already existing tour.
Tour Series- Users will select "tour series" if they are creating a group under an already existing tour.
Example
Company X sells set departures that tour all along New York. The Miller family is excited about one particular 8 day tour. Users will select "tour series" under the tour type.
Product Code: The product code option is designed for users to choose an already existing product code as a point of reference for the group request. This is particularly helpful in a situation where a new group would like to mimic their itinerary off of another group of friends and family they are traveling with.
Example
The Miller family always travels with the Reyes family and this year is no different. The Reyes family is a little ahead of the game and has already requested and deposited their trip to New York. The Miller family knows this, so they advise the group operator that they would like the same itinerary as the Reyes family.
As the group operator is adding the requests into the opportunity form, they choose the "Reyes" group under the product code list.
Departure Date: Select the departure date that the group is requesting.
# of Days (number of days): Select the number of days the group would like to travel.
Note: This is the number of days the group will be traveling and not the number of nights.
Return Date: The return date will be automatically filled in as the user tabs from the departure dates and number of nights.
Departure City: If a group is adding block air, then include the city in which the group is departing from. Because these fields are used for information only, it is okay if there are multiple departure cities included for the group. Users can use the "additional notes" section to add the additional departure cities.
Destination City: The destination city should be the city in which group is traveling to. These cities are stored under "city codes" under "system settings" in security.
In the Miller Family Reunion example, the destination city would be "New York."
# of Pax: The number of passengers field allows users to input the estimated number of passengers that will be traveling on the group.
Star Rating: If the group is unsure of the particular hotels that they are staying at, however, they do know that they want to stay in at least a 4 star hotel, users can select the star rating from the drop down.
Budget: Users can collect the budget details. This can either be in the form of a total budget for the entire group, or the per person budget.
Number of Rooms: Users have the option to request the total number of rooms. This piece of information when an operator is communicating and finalizing the contract with the hotel. The available room types are as follows:
# of Double
# of Twin
# of Single
Note: If a group requires additional room configurations outside of the fields listed above, such as triples or quads, then users can enter those details into the "additional notes" section.
Date Flexible?: The group can request a specific departure date, however, if the departure date and return dates are flexible, users can select the "date flexible" checkbox to indicate that the dates can shift.
If the group is flexible with their dates, but, they are specific with how flexible they are, then users can enter the date details under additional notes.
Example
The Miller family would like to travel on April 19th 2020 so that they can celebrate the grandparent's birthday while they are on their trip.
Their birthday is on April 24th and it is a multi-day trip. They are flexible with their departure, but, they want to make sure they are at least on their trip on the 24th.
Users can select the "date flexible" check-box and then enter details into the additional notes field such as "Group is flexible with their dates but they must arrive to their first destination no later than April 22nd.
Group Profile
Users can enter the details regarding what type of group is traveling.
For the Miller Family Reunion example, users would select "friends and family" under the "group profile" option.
Note: The profile of the group is for informational use only and does not carry over with the group once the group is converted. These details can be updated under the "system settings" screen in the Security subsystem.
Opportunity Status: The opportunity status for groups is listed as either "active," "converted," or "inactive."
If an opportunity is entered into the application, but it is not an official "group" yet, then the opportunity will be labeled as "active." This process is handled when a user selects "save" under an opportunity.
If an opportunity is entered into the application and is an official "group," then the opportunity will be labeled as "converted." This process is handled when a user selects "save and convert to group."
Priority: Users can either mark the opportunity as "high," "medium," or "low." The priority is up to the operator and the business rules that the company follows.
Example
Two different group requests were submitted. One is traveling in 9 months, the other is traveling in 12 months. Users can mark the opportunity that is traveling in 9 months as "high" so that an operator can start working on confirming space.
Assigned To: As an opportunity is created, users can assign the opportunity or potential group to another individual. Users can also assign the opportunity to themselves.
Note: Users can either view opportunities and who they are assigned to in reservations or in the opportunities screen. If users want the assigned opportunity to display on an internal users calendar, they will need to fill out the reminder details.
Additional Notes: The additional notes section allows users to enter any additional information that may not already be captured with the fields provided.
Reminders: Reminder details will automatically display on the calendar of the individual the group is assigned to. Users have the option to fill out the following fields:
Reminder Note: The reminder note field is a free form text field, often the subject of the reminder.
Reminder Date: The reminder date should be the date the reminder should appear on the calendar.
Reminder Type: The reminder type is how the customers should be contacted.
Reminder Priority: Users can select from allocating the reminder as high, medium, or low.
Reminder Status: Users can either select from "open" or "closed."
Cancel: Users can select "cancel" exit out of the group request form. This will refresh the page, however, users will remain the contact's profile.
Save: By selecting "save" the opportunity will store as "active." Users can later view the opportunity under reservations, the contact profile, or the opportunities screen and can be converted into a group at a later time.
Save and Convert to a Group: Once the details are entered in the opportunities screen, users can immediately selet "save and convert to a group." By doing this, some of the data that was entered into the opportunities screen will carry to the group. Users will then be able to enter additional details into the product header prior to saving and retrieving a group booking number.
Creating a new opportunity
Viewing Opportunities
Users have the option to view opportunities in three different ways. The first is through reservations, the second is through the opportunities screen, and the third is through the contacts profile.
In each view, users will be able to view opportunity ID, the date opportunity was created, and the reservation number.
Reservations
Opportunities Screen
Using the opportunities screen provides users with additional search options that are not available in the reservation system. This screen can be particularly helpful to team leads, supervisors, or managers to view open opportunities so that may require action.
Contacts Profile