Using Focus3

Tours

Overview

• A Tour is an Action that consists of an on-site visit to the Property by a Contact.
• Only Users with the "Add/Manage Tours" Permission may add or edit Tours.

Related Tasks

• To add a Tour for a Contact:
  1. Navigate to the desired Contact's Contact Summary page.
  2. Select "Tour" from the "Add New Action" drop-down menu in the Sales Path section.
  3. Complete the fields as desired. See the Field Descriptions below for detailed field descriptions.
  4. Click the "Save" button. The Contact Summary page will be displayed and the Tour will display in the Sales Path section. Scheduled Tours are also visible in the Calendar on the Date Scheduled.
     • Note: When completing a Tour, a follow-up Action will only be scheduled for the Contact when an Action Cycle value is selected.

Field Descriptions

• Tour
  • Tour ID
    • System-generated value.
    • Unique Tour identifier. (ex. 1234567890)
  • Date Booked
    • Required date/time input.
    • Defaults to the date created. (ex. 1/23/2006 10:00:00 AM)
  • Date/Time Updated
    • System-generated value.
    • Date and time record was last modified. Defaults to the date created. (ex. 1/23/2006 10:00:00 AM)
  • Last Contact
    • Optional date input.
    • Records the date of the last communication with the Contact. Defaults to the date created. (ex. 1/23/2006)
  • Status
    • Required drop-down value.
    • Indicated the status of the Tour. Defaults to Scheduled. (ex. Scheduled, Cancelled or Completed)
  • Attending Adults
    • Optional numerical input.
    • Number of adults attending the Tour. (ex. 2)
  • Attending Kids
    • Optional numerical input.
    • Number of children attending the Tour. (ex. 2)
  • Attending Ages
    • Optional text input.
    • Ages of children attending the Tour. (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)
  • Accommodations
    • Required radio button input.
    • Indicates if the Property is arranging accommodations for the Contact. (ex. Yes or No)
  • Place Staying
    • Optional text input.
    • Name of hotel or location where Contact is staying. (ex. Westin)
  • Confirmation Number
    • Optional text input.
    • Hotel confirmation number. (ex. #1234567)
  • 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)
  • Action Cycle
    • Optional drop-down value.
    • List of Action Cycle Aliases to select the appropriate follow-up Action when the Tour is Completed. If you select an Action Cycle, the first Action Step in the Action Cycle will be automatically be scheduled for the Contact. If you do not select an Action Cycle, the Contact will remain on their existing Action Cycle. (ex. Post Tour - Interested)
  • 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
    • Required drop-down value.
    • The marketing Campaign that is responsible for the Tour, if any. Defaults to the Campaign on the Contact record added for their initial inquiry. Used to track the results of specific promotions or offers. (ex. Billboard)
  • Notes
    • Optional text input area.
    • Miscellaneous Tour notes. (ex. Tee time scheduled for 8:00 AM at golf course.)
  • Tour Date/Time
    • Required date/time field.
    • Actual Tour date and time. (ex. 1/23/2006 3:00:00 PM)
  • Confirmed
    • Required drop-down value.
    • The marketing Campaign that is responsible for the Tour, if any. Defaults to the Campaign on the Contact record added for their initial inquiry. Used to track the results of specific promotions or offers. (ex. Billboard)
  • Toured
    • Required radio button.
    • Indicates the Contact completed the Tour. Defaults to "No". (ex. Yes or No).
  • POA
    • Required radio button.
    • Indicates if Contact provided a Power of Attorney prior to completing the Tour. Defaults to "No". (ex. Yes or No).
  • Scheduled
    • Required radio button.
    • Indicates if this is a scheduled Tour (Contact scheduled the Tour in advance) or a walk-in Tour (visited the Property without a previously-scheduled Tour). Defaults to "No". (ex. Yes or No)
  • Results
    • Optional text input.
    • Tour comments. (ex. Toured Unit 1105.)
  • Booked By
    • Required drop-down value.
    • Name of Employee that booked the Tour. Defaults to the logged-in User. Used to track the number of Tours booked by each Employee to measure productivity. (ex. John Smith)
  • Touring Sales Exec
    • Required drop-down value.
    • Name of Employee assigned to complete the Tour. Defaults to the Sales Exec assigned to the Contact. (ex. Jane Smith)

Related Items

• Calendar