partners.visitsanantonio.com

Transcription

1 partners.visitsanantonio.com User Manual October 2009 Content 1. Introduction to partners.visitsanantonio.com 2 2. User Roles and Access to partners.visitsanantonio.com 2 3. Managing Sales Leads 3 Viewing Current Leads 4 Viewing Lead History 5 Assigning Leads 6 Responding to Leads 7 Attaching a Document to Response 11 Submitting the Lead Response Managing Contacts 14 Editing Hotel's Information 15 Editing Contacts 16 Adding a Contact 17 Changing Your Password 19 1

2 1. Introduction to partners.visitsanantonio.com San Antonio Convention & Visitors Bureau is launching a new website for our hotel partners. This website will allow hotels to view and respond to sales leads created by CVB. Hotels can access this new website at the following web address: If you have any questions about this website please contact us at: partners@visitsanantonio.com 2. User Roles and Access to partners.visitsanantonio.com partners.visitsanantonio.com is a secure website and hotel s staff will access it by providing their login and password. Hotel s staff will have different privileges, or roles within the system. Those roles are explained below. Hotels should decide who from their staff should be assigned each role: Administrator Responsible for managing hotel information, and managing access for all other users of the system. Lead Receiver and Lead Managers Lead Receivers are responsible for receiving and assigning leads to appropriate hotel s sales managers. They can also respond to leads. They have access to all incoming leads. There should be only one Lead Receiver for each hotel. Additionally, hotels can have one or more Lead Managers who do not receive leads, but are able to view all leads in the system, assign them, or respond to them just like Lead Receivers. Sales Manager Responsible for responding to the leads. They have access only to leads that Lead Receiver or Lead Manager assigned to them. Hotels can have multiple Sales Managers. Role Login to the system View all leads View assigned leads only Assign lead to sales manager Respond to lead online Update property & contact info Lead Receiver / Lead Manager X X X X Sales Manager X X X Administrator X X Access to the website is granted to individuals, not to entire organization (i.e. hotel) or teams of hotel staff. In other words, please do not share login and password among your staff. Hotels can easily add another person to the system by following the procedure in section 4. below, under Adding a Contact. You can also contact us and we will help. 2

3 3. Managing Sales Leads Here is a brief description of the process for communicating sales lead information between CVB and hotels: 1. CVB creates a lead and designates a response due date for the lead. CVB sends an to the Lead Receiver with the lead attached (this part is same as before). 2. Lead Receiver goes to and assigns the lead to one of the Sales Managers. 3. Sales Manager goes to reviews the lead, and responds to the lead. 4. A day after Sales Manager responded to the lead CVB will send Sales Manager a confirmation . This confirmation will restate the hotel s response to the lead. 5. If the lead response due date is approaching and CVB has not received any response from the hotel, one day before the due date CVB will send an to the Lead Receiver reminding them of the lead. From partners.visitsanantonio.com page click on Lead Management link. This will open another window, and if you haven t already signed on to the system you will be prompted to do so. 3

4 For users who manage multiple properties: After you sign in, you will be presented with a drop-down list of the properties. You can manage leads for only one property at the time, so please select one. Viewing Current Leads Once signed in, you will see a list of leads. Check the lead you want to see and click on View Lead link. Alternatively, you can just click on the Bulletin ID of the lead that you want to see. 4

5 After reviewing the lead, do not close the lead. Instead, click on the back button of your browser in order to go back to the leads list. Viewing Lead History Click on the History link to see leads for which Bid Due date is in the past. 5

6 Assigning Leads (Lead Receiver and Lead Mangers only) Select leads that you wish to assign and then click on Assign Sales Manager link. Next, choose the contact to which you wish to assign the lead, and click on Continue button. 6

7 Responding to Leads Select the lead that you wish to respond to, and click on Respond to Lead. 7

8 To respond to the lead, first choose your response in the Response drop-down 8

9 If you choose Responded NO, Reason dropdown will be enabled. Please select the Reason. 9

10 For all other responses, click on Submit button in order to enable Rates and Room Blocks sections. After choosing 1 st or 2 nd Option and clicking Submit button at the bottom of the page, the page will reload with Room Rates and Room Block fields open for editing. Please enter other details regarding your response. 10

11 Attaching a Document to Response When attaching a document to your response, please note that other hotels may also send us some attachments. Currently, our system saves all those attachemnts in the same area, and it is not easy for CVB to know which attachment came from which hotel. As a courtosy to the CVB, please include the name of your hotel in the attachment s file name. Locate the document on your computer. You will see a screen like this: 11

12 Right-click on the file and choose Rename. Add your hotel s name to the file name. After renaming your file, click on Open. 12

13 Next, you need to click on the Add button. Uploaded document will be listed, and Remove button will be available in case you change your mind. Submitting the Lead Response When everything is ready, click on the Submit button. The page will reload with a note that your changes have been saved. In order to return to the list of leads, click on View All Leads. 13

14 4. Managing Contacts (Administrators only) From partners.visitsanantonio.com page click on Account Management link. This will open another window, and if you haven t already signed on to the system you will be prompted to do so. For users who manage multiple properties: After you sign in, you will be presented with a drop-down list of the properties. You can manage information for only one property at a time, so please select one. 14

15 Editing Hotel s Information Click on Edit Hotel Info link in order to edit hotel s information. 15

16 Editing Contacts Click on one of the contacts in order to edit their information. Some contacts that you register with CVB may not need to access or respond to leads. For most others you will want them to access sales leads from CVB. You can control who has and who doesn t have access to the leads through Logon checkbox. When this checkbox is checked, the contact will have access to view leads. Change other information and click on Save Changes. 16

17 Adding a Contact To add a contact, click on Add Contact link and fill out the New Contact form. 17

18 If you want this new contact to be able to view and respond to the leads make sure that Logon checkbox is checked. Clicking on Add Contact will create new account and the system will automatically assign the password for this account. New user can retrieve their password when they sign on to the system by clicking on Send password to my link. 18

19 Changing Your Password As you sign in, check Edit account after logon checkbox. This will take you to the screen where you can change your password and other personal information. 19