How To & FAQ Companies-Agencies

HOW TO

How to insert a new business profile:

The insertion of a business profile can be carried out in different ways:

1. From the main menu, access the Agencies-Companies archive, and click the insert button specified.
   

   Profiles > Agencies-Companies > Agencies-Companies

2. From any working screen, click on the link in the upper part of the window as shown in the picture, then click the insert button specified.

3. From the reservation form, click on the icon next to the fields specific to insert the Company, the Agency or the Representative.

By using this quick procedure, the user is able to insert a new business profile directly from the reservation, yet losing the possibility of profiling the record at a business level (e.g. uploading of contracts, agreements, product profiling, internal contacts, etc…). In fact, the data requested here are only the ‘basic’ ones, necessary only for the invoicing and the automatic generation of the correspondence relating to reservations.

How to delete a Business Profile
To delete a profile, proceed as indicated:

• Search for the record to delete.
• Click ‘Delete’, and save the operation by clicking the specified ‘Save’ button, or by pressing the F10 key.
  

If you want to delete a profile record, the system carries out a verification on the database in order to decide whether to proceed with a definitive deletion of the record or just with a ‘logical deletion’ of the data.
The definitive deletion of the record is possible only if the profile has never been used before. If the record has already been used, even if only once, only the ‘logical deletion’ of the data will be allowed. To ‘‘Delete Logically’‘ in SCRIGNO means to hide data from view, by leaving it available for possible future reactivations.

How to restore a Profile record deleted logically
Each logically deleted record is recoverable in the actual database, when necessary.
To reactivate the detail, it is sufficient to proceed as follows:

• Search for the record to be recovered by selecting the flag “logical”, in order to view also the record in question, which has been deleted logically.
  
• Deselect the flag in the ‘Logical’ field, and save the operation. Once saved, the profile is effectively accessible and usable.
  

How to attach the respective preferential contract to a guest profile or to a contact profile. (Repeater)

If the guest or contact benefits from a specific rate agreement, or from specific discounts and invoicing requirements, we suggest creating two profiles for the same guest/contact:

1. A company form (individual company or company with which he/she has an employment relationship) to which rate agreements, payments methods and deadlines, contractual documents, meetings etc. should be attached.

2. An individual form where preferences and personal characteristics of the staying guest or contact should be inserted; in the ‘Activities’ section of the individual profile, the employment relationship existing between the guest and the previously codified company can be attached.

In the booking stage the user will have to recover both records (‘guest surname-name’ field and ‘company’ field); by doing so, the user will be able to activate all the automatic operations and information associated, to organise better the guest’s stay, and, to conclude, to allow the extrapolation of the guest’s movements, useful for any statistic market survey or marketing initiative adopted.
For this purpose, it is advisable to consult in particular sections Guest Hotels Data Form, Companies-Agencies Agreement Form, Agencies-Companies Sales Form and Guest Profile Form of this manual.

3. How to define and set automatic Commissions

The commissions that an accommodation facility can recognise can be set by company, contract, period or single reservation.
We propose a summary of the options on four levels, noting that, if the reservation includes different types of commissions at the same time, the system will always apply the highest commission. Thus, the commission established for level 4 prevails over the possible commissions established for levels 3, 2 and 1.

• Level 1: By company/agency, only for specific periods of stay or only for specific contracts applied.
  From the profile folder, select:
  

  Agreements > Commissions

  
  

This operation allows to set different commissions for the same profile, according to the contract code used for the reservation or to the period taken into account.

• Level 2: By company/agency, independently from the period of stay or from the contract applied.
  From the profile folder, select the ‘Hotel Data’ form.
  Set the commission (fixed value or %) that the system has to pay to the selected agency for all the reservations where it is the intermediary, independently from the period of stay or the contract applied.
  
  
  

• Level 3: By contract, independently from the reservee intermediary institution.
  From the menu:
  

  Revenue > Rates > Rate Codes

Search for the contract and select the tab ‘Other Specifications’. This operation allows to obtain automatisms for the calculation of the commission for any intermediary/ customer that appears in reservations including this specific contract.

• Level 4: By single reservation (individual or group), indipendently from the period booked or the rate applied.

• From the individual reservation form, click ‘Various’, and select the folder ‘Detail’.
  

• From the Group or Events reservation form, click ‘Various’:
  

This procedure allows to release the individual reservation from automatic settings for the calculation of commissions linked to individual profiles or to specific existing contract codes.
The commission here set prevails over the commission settings previously illustrated, and refers only to the single reservation dealt with.

FAQ

1. How to conduct commercial actions with guests and individual prospects, companies or agencies, identifying customer segments that comply with different selection criteria?
   This topic is dealt with in all its aspects in chapter Marketing and CRM.

2. How to import profiles provided by third parties and relating to potential business customers?
   This topic is dealt with in all its aspects in chapter Marketing and CRM.

3. How to correctly profile guests through the profile duplication functions?
   This topic is dealt with in all its aspects in chapter Cleaning & Dedup Profiles.

4. How to share with the whole sales team functions such as agenda, guests profiles and prospects, initiatives and results, management’s notes?
   This topic is dealt with in all its aspects in chapter Sales Force Automation.