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.  

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.  

Accessing the option to create an opportunity

Open

In order to create a new opportunity, users will select the plus sign.  This will open the opportunity form.  

Open

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.  

Product Name

The Product Name is often times the name of the group traveling.  

Tour Type: Users can select either a "custom" or "tour series" tour type from the drop-down. 

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.  

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. 

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

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.  

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.  

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. 

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.  

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: 

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