Using Focus3

Reservation Events and Reservations

Overview

• A Reservation Event is any event sponsored by the Property that Contacts attend.
• A Reservation is an Action that records a Contact's commitment to attend a Reservation Event.
• Reservations may only be added and edited by Users with the "Add/Manage Reservations" Permission.

Related Tasks

• Adding or editing a Reservation Event:
  1. Click on the "Admin" tab to display the Admin page.
  2. Click on the "Reservation Events" link to display Reservation Events page. The Reservation Events page lists all active Reservation Events by default. All Reservation Events may be displayed by selecting "All Reservation Events" in the drop-down menu on the upper-right.
  3. Click on a Reservation Event name to view or edit the existing Reservation Event or click the "Add Reservation Event" link on the upper-right to add a new Reservation Event. The Reservation Event Details page will be displayed.
  4. Complete the fields as desired. See the Field Descriptions below for detailed field descriptions.
  5. Click the "Save" button.
• To add or edit a Reservation Even Activity:
1. Click on the "Admin" tab to display the Admin page.
2. Click on the "Reservation Events" link to display Reservation Events page. The Reservation Events page lists all active Reservation Events by default. All Reservation Events may be displayed by selecting "All Reservation Events" in the drop-down menu on the upper-right.
3. Click on a Reservation Event name to view the Reservation Event Detail page.
4. Click on a Activity name to view or edit the existing Activity or click the "Add Event Activity" link in the Attribute Group section bar to add a new Activity. The Reservation Event Activity Detail page will be displayed.
5. Complete the fields as desired. See the Field Descriptions below for detailed field descriptions.
6. Click the "Save" button.
• To add a Reservation for a Contact:
  1. Navigate to the desired Contact's Contact Summary page.
  2. Select "Reservation" from the "Add New Action" drop-down menu in the Sales Path section.
  3. Select the Reservation Event name from the "Reservation Event" drop-down menu.
  4. Complete the fields as desired. See the Field Descriptions below for detailed field descriptions.
  5. Click the "Save" button. The Contact Summary page will be displayed and the Reservation will display in the Sales Path section.

Field Descriptions

• Reservation Events
  • Reservation Event ID
    • System-generated value.
    • Unique Reservation Event identifier. (ex. 12)
  • Name
    • Required text input.
    • Name of Reservation Event. (ex. Fall Launch)
  • Price
    • Required currency input.
    • Records Reservation cost. (ex. $10,000.00)
  • Tour Date
    • Required date field input.
    • Task end date and time. (ex. 05/31/2006 2:30 PM)
  • Active
    • Required drop-down value.
    • Indicates if Reservations may be added. (ex. Yes or No)
  • Tour Required
    • Optional checkbox value.
    • Requires Tour information to be entered on the Reservation if checked. (ex. checked)
  • Allow Accommodations
    • Optional checkbox value.
    • Displays the Accommodations section on Reservations if checked. (ex. unchecked)
• Reservations
  • Reservation ID
    • System-generated value.
    • Unique Reservation identifier. (ex. 123456789)
  • Date/Time Entered
    • System-generated value.
    • Records time when Reservation record was first saved. (ex. 123456789)
  • Reservation Event
    • Required drop-down value.
    • Lists the names of all active Reservation Events. (ex. Fall Launch)
  • Status
    • Required drop-down value.
    • Indicates Reservation status. (ex. Sold or Cancelled or Transferred)
  • Participation
    • Required drop-down value.
    • Records the Contact's intent regarding the Reservation Event. (ex. Attending/No Accommodations Needed)
  • Sold By
    • Required drop-down value.
    • Name of the Employee who is responsible for selling the Reservation. (ex. John Doe)
  • Reservation Number
    • Optional text input.
    • Reservation identifier. (ex. 234)
  • Attending Adults
    • Optional numerical input.
    • Number of adults attending the Reservation Event. (ex. 2)
  • Attending Kids
    • Optional numerical input.
    • Number of children attending the Reservation Event. (ex. 2)
  • Attending Ages
    • Optional text input.
    • Ages of children attending the Reservation Event. (ex. 8, 3)
  • Guest Name 1
    • Optional text input.
    • Primary name of guest(s) to appear on reports, etc. (ex. Smith Family)
  • Guest Name 2
    • Optional text input.
    • Secondary name of guest(s) to appear on reports, etc. (ex. Mrs. Smith)
  • Attended
    • Required radio button input.
    • Select after the Reservation Event to track attendance. (ex. Yes or No)
  • Action Cycle
    • Optional drop-down value.
    • List of available Action Cycle Aliases. Select after the Reservation Event to automatically schedule a follow-up Action for the Contact.
  • New Lead Status
    • Optional drop-down value.
    • List of available Lead Status options. Selecting a value will update the Lead Status for the selected Contact. (ex. A)
  • Campaign
    • Optional drop-down value.
    • Marketing Campaign responsible for selling the Reservation, if any. (ex. Billboards)
  • Notes
    • Optional text input.
    • Miscellaneous comments and information about the Reservation. (ex. Golf tee-time is at 8:45 AM.)
  • Accommodations
    • Required radio button input.
    • Indicates if the Property is arranging accommodations for the Contact. (ex. Yes or No)
  • Booked By
    • Required drop-down value.
    • Name of the Employee who booked accommodations. (ex. John Doe)
  • Place Staying
    • Optional text input.
    • Name of hotel or location where Contact is staying. (ex. Westin)
  • Room Number
    • Optional text input.
    • Room number. (ex. 1234)
  • Room Type
    • Optional text input.
    • Smoking or Non-smoking room preference. (ex. Non-smoking)
  • Bed Type
    • Optional text input.
    • Bed preference. (ex. King or Double)
  • Special Needs or Request
    • Optional text input.
    • Miscellaneous accommodations preferences. (ex. Need rollaway cot.)
  • Billing Arrangements
    • Optional text input.
    • Records payment preferences. (ex. Credit Card)
  • Checkin Date/Time
    • Optional Date/Time value. Required if Accommodations value is "Yes".
    • Hotel checkin date and time. (ex. 1/23/2006 3:00 PM)
  • Checkout Date/Time
    • Optional Date/Time value. Required if Accommodations value is "Yes".
    • Hotel checkin date and time. (ex. 1/23/2006 11:00 AM)
  • Confirmation Number
    • Optional text input.
    • Hotel confirmation number. (ex. #1234567)
  • Confirmed
    • Required radio button input.
    • Indicates if the accommodations have been confirmed prior to the Reservation Event. (ex. Yes or No)
• Reservation Event Activities
• Name
• Required text field.
• Activity name. (ex. Golf)
• Date/Time
• Required drop-down value.
• Activity start date/time. (ex. 7/20/2007 12:00:00 AM)
• Max Capacity
• Required number.
• Maximum number of attendees. (ex. 100)
• See Tours for detailed Tour Field Descriptions.

Related Items

• Tours