INTERNET DESTINATION SALES SYSTEM (IDSS) PARTNER INTERFACE PROGRAM MEMBER INSTRUCTIONS MANUAL

Transcription

1 INTERNET DESTINATION SALES SYSTEM (IDSS) PARTNER INTERFACE PROGRAM MEMBER INSTRUCTIONS MANUAL

2 INTERNET DESTINATION SALES SYSTEM (IDSS) The Internet Destination Sales System (idss) is an online business management tool. The program is available to members 24 hours a day, 7 days a week and anywhere there is an internet connection. Convention Bureaux around Australia and the world are successfully using the idss Partner Interface with their member. The idss Partner Interface has many benefits for it members, such as: receiving business leads, responding to leads, business referrals and tracking business. MEMBER BID TEMPLATES All members submitting proposals to the Bureau must use the Member Bid Templates. This will ensure the destination proposal presented to the client is a professional and consistent branded document. The Member Bid Templates are available on the Bureau website - Once logged into the Members Only Area, click on Responding to a Business Lead in the menu bar to find further instructions. STEPS TO USE THE IDSS PARTNER INTERFACE STEP ONE Notification You do not need to login to idss each day to see if any leads / information has been sent to you from the Bureau When the Bureau creates a new business lead for your organisation or needs to update you on information an notification will be sent to the primary contact s personal address This will ask the primary contact to login to the idss Partner Interface and action what has be sent STEP TWO Login Details A username and password has been created for each member's primary contact, which you should have received either in your membership welcome kit or communicated via Visit the Bureau website and enter your username and password on the top of the page - this will then take you to the Member Only Area. This area can t be seen by the public eye - it s your organisations personal/private area Within the menu tab you will notice a heading Responding to a Business Lead - click on this and then Submit Proposal - then scroll down to the sub-heading Submit Proposal - then click on idss Login - You will then need to login using your same username and password to access the idss Partner Interface Program If you have forgotten your username or password, please contact the Bureau on (08) (Membership Team) If your primary contact leaves your organisation or changes please contact the Bureau immediately so their username and password can be inactivated STEP THREE idss Partner Interface Once you have logged into idss, it will bring you to the home page of the idss Partner Interface Home Page - idss Partner Interface The home page contains two sections: Lead Activity Queue and Assigned Leads

3 Lead Activity Queue Your first step after logging in should be to read all items in your Lead Activity Queue The Lead Activity Queue is where you will see update notes that indicates any changes in event status or updates on leads that you may have already responded to. The Lead Activity Queue is to be used similar to using an inbox To view the full lead activity click on Detail - this will take you to further information relating to that note (this will be discussed in more detail below - Detail Screen) The lead activities stay in the Activity Queue until you have checked / ticked the Read box and then clicked the Refresh button To view notes already read uncheck / un-tick the Unread Only box and then click the Refresh button To get back to the Lead Activity Queue at anytime, click on the idss toolbar and scroll down to Home Assigned Leads The Assigned Leads section shows you all open leads assigned to you by the Bureau, which need to be responded to Leads stay in the Assigned Leads section as long as the Lead Status is Open and you have not responded to the lead Once you respond to the lead or the lead is closed by the Bureau, the lead will disappear from this section, however it can be still be viewed in another section (this will be discussed in more detail below - Searching for a lead) Below explains each function of the Assigned Leads: Lead Date: Event Name: Event Status: Peak Rooms: Lead Status: Lead Type: Respond By: Read: Info: Respond: This is the date the lead was issued from Bureau This is the name of the company / organisation This is the name of the specific meeting / conference / event This indicates whether the lead is e.g. Confirmed, Tentative, Bid Pending, Won, Lost The Bureau is not using this feature, therefore please ignore This shows the status of the lead. It will list either Open, Closed, Accepted or Declined. In the event a lead is closed, you are no longer able to respond with a proposal, however can still correspond with the Bureau via notes on that lead. Partial means you have accepted some of the dates but not all of them (if more than one set of dates). Mixed means you have accepted and declined dates sets within a lead that contains more than one set of dates This shows the type of lead: Acc = Accommodations, Fvs = Facility Venue Space, Bid = Bid Brief, Evs = Event Services This is the date that any response is due back to the Bureau or client This area identifies whether an assigned lead has been read. If the lead has been read, you will see a red checkmark, otherwise this area will be blank. Red checkmarks appear only on assigned leads This button is called a mouse over. By moving your mouse over the question mark (?) you can view basic information - Account Manager, city name, where the event will be held etc The Respond link takes you to the Lead Details screen. This is where the detailed lead information attachments are located STEP FOUR Responding to an Assigned Lead Please respond to every lead by either accepting or declining the lead before the respond date Once the respond date has passed the Bureau will close the lead and you will no longer be able to respond / submit a proposal Click on Respond under Assigned Leads to view further information about the business opportunity This will take you to the Lead Screen Lead Screen The Lead Screen is where you view and interact with the Bureau regarding the business lead At the top of the screen you can see the date the lead was sent (e.g. 01/03/2009), the event status (e.g. Pre Bid Stage) and the date the status was last changed (e.g. 05/03/2010)

4 Lead Document The Lead document can be better viewed / printed by clicking on the printer icon at the top of the page. Otherwise, you can also view the Lead Document at the bottom of the screen. In some leads the Lead Document will contain all the information available, while in others it will refer you to attached documents e.g. the Bid Brief. Below explains each heading of the Lead Document: Event Name: Event Contact: Bureau Contact: Respond To: Event Dates: Lead Sent: Attendance: Scope: Primary Source: This is the name of the company / organisation This is the name of the specific meeting / conference / event This shows you the contact name and information for this particular event. If the Bureau has made this lead confidential, you will not see this information Lists the name and contact information of the Bureau Account Manager looking after the business opportunity This indicates who to respond to regarding this lead. There are 2 choices - either the Bureau or client This will list all of the dates for the lead and whether the Bureau indicated date options Respond by and decision date - Important dates for the lead Total number of estimated attendees for this event The scope is entered in by the Bureau for this event for tracking purposes Lists the source of the event Bid Submissions This area is where all lead information is recorded. If there is more than one date option for the lead, there will be a respond link next to each set of dates. You will need to respond to each set of dates individually. Notes This is where you can communicate privately back and forth with the Bureau. You will see all of the comments/notes the Bureau has sent on the particular lead and also notes you have sent To send a note, click the Add button and a dialogue box opens to allow you type in the note. Click Send when your note is complete. These comments/notes are not seen by the other members involved; they exist in your lead only The note will appear on the home page of the Bureau representative who sent you the lead the next time they login to idss If you need to ask the Bureau an urgent question please call on (08) to speak to the Bureau representative File Attachments This is where you attach your proposal/s, which will be received by the Bureau In File, search for your saved proposal in your personal folders, by clicking on the Browse button In Notes, make a note - e.g. Accommodation proposal attached After the above steps are complete press the Attach button. You will then notice that the file you have just uploaded will appear under the File name below. If you need to add multiple proposals e.g. accommodation, venue, social etc you simply repeat the above process If you upload a file and realise that you have made an error, you are able to delete it from the system within 7 days of attaching the file by clicking on the Rubbish Bin icon. If this occurs, it s also a good idea to let the Bureau representative know that you have done this by adding a note Please make sure your proposal/s attached are in the bidding templates provided by the Bureau Proposals must be 4MB or less, otherwise they will not attach. Please ensure that proposals images are at a low resolution to ensure this occurs Accepting a Lead Once you have done all of the above and you are ready to accept the lead click on the Accept Lead button. In some leads you will need to click multiple Accept buttons, if there are more than one set of proposed dates or more than one type of lead e.g. Venue and Accommodation.

5 Declining a Lead To Decline a lead click the Decline Lead button. You will be asked to select a reason why you are declining and will have the opportunity to add additional comments. SEARCHING FOR A LEAD NOT ON YOUR HOME PAGE To search all of your organisation leads, on the toolbar click on the Leads heading and scroll down to select Assign Leads. You can also search in My Leads ; however this will only show leads assigned to you, not old leads that may have been assigned to other users. Select your search criteria by clicking on the dropdown arrows or calendar icons to set your choices and then click the Search button. Your search results will then appear at the bottom of the screen. To search on all leads received, make sure all dropdown fields are set to -No Filter- and all other fields are blank Depending on what information you are requiring, below are the search fields you can alter to refine you research: Assigned User: Lead Date: Respond By: Start Date: End Date: Lead Type: Read: Lead Status: Event Type: Event Status: You can search for leads by the user they were assigned to. Leads created prior to you using idss will be allocated to Unassigned, or you can leave it set to No Filter and search for all leads sent to your organisation You can search by Lead Date (the date the lead was received) by selecting a From and To date by either typing the date in manually or using the calendar icon You can search by Respond By date (the date the lead needs to be responded to) by either typing the date in manually or using the calendar icon You can search by the start date of the event by either typing the date in manually or using the calendar icon You can search by the end date of the event by either typing the date in manually or using the calendar icon You can select either - Accommodations, Facility/Venue Space, Event Services or Bid Brief You can search for leads that have been either read or not read You can search for leads that are either No Response, Open, Accepted, Declined You can search for received leads by their event type e.g. Convention, incentive etc Options are e.g. Confirmed, Tentative, Bid Pending, Won, Lost. To see an Event Status, you must first select an Event Type You can type in the name of any Group (client name) and search for all events for that group. Make sure all other fields are empty or set to -No Filter- CLOSED LEADS & SELECTIONS The Bureau has the ability to close a lead at any time. This may be done when the lead has met or passed the respond by date, or the client has made their decision and they do not need further responses. When the lead is closed, the lead status of any member that did not respond is set to No Response, and the responses already sent in become locked and can not be changed. Once the lead is closed, you will no longer see the Lead in your queue unless you search for it. When the Bureau learns which members have won the business they can update each members Selection Status to indicate this. Selection Status can be one of three: Headquarter, Overflow or Not Selected. If your Selection Status is updated you will be notified via a note within the lead and receive an . If you are aware that your selection status needs to be updated you can add a note to the lead to let the Bureau know. HELP MENU If you require further information regarding idss you can click on Help within the toolbar to find recent idss training manuals. Please refer to the section Partner Interface Help. However, we do recommend you contact the Bureau in the first instance for assistance. QUESTIONS If you have questions regarding the idss Partner Interface Program, please contact the Adelaide Convention Bureau on (08)