How to Convert an Inquiry into a Booking

How to Convert an Inquiry into a Booking

Learning Objectives
This article will teach you...
  1. When to convert an Inquiry into a Booking
  2. How to convert an Inquiry on create and on save

Standard use case

A customer, Mick Jagger, has called about hosting his auto dealership's annual meeting. Since the hotel group operates multiple properties, Mick is on the phone with Sam from the central sales office, who creates an Inquiry first.

Great news, this inquiry actually turns out to be a good piece of business, and the customer is asking for a proposal! The better news is that Sam already created an inquiry with the basic information so you won’t have to create a brand new booking. Sam will be able to ‘convert’ the inquiry to a booking at the press of a button!

Converting an Inquiry into a Booking

It’s important to check the guest room availability and the function diary to ensure the space is still available before confirming it to your customer.

There are a few ways to convert an Inquiry into a Booking:
  1. 'Convert Requested Properties on save' checkbox on a New Inquiry - which if any properties are added on the 'Requested Properties' section, users can decide to convert or not on save
  2. Convert on a saved inquiry:
    1. Quick-Convert - this will be the default page when you convert an inquiry, it will show all available properties. 
    2. Enhanced-Convert - there will be a toggle available on the Quick-Convert called 'Find ideal properties' which users can turn on to filter out the most appropriate properties within the preferences 
If you have the status as 'Lost' you will not be able to convert the inquiry into a booking. However you can adjust the status manually.

Ways to convert an inquiry:

When converted, the status on the Inquiry will change to ‘Convert’ meaning it has now converted into a booking. 

On creation of an Inquiry

The 'Convert Requested Properties on save' checkbox is available during the creation of a New Inquiry, which will convert any 'Requested Properties' selected. The standard use-case for this is to help the user convert immediately on save if they know the client wants to move forward with a booking proposal.
  1. Create a 'New Inquiry' and fill in all necessary details 
  2. Choose at least one Requested Property that you would like to convert to
  3. Select the Convert Requested Properties on save checkbox

  4. Press save
You will now see on the saved inquiry page a converted Booking allocated to the Requested Properties.


On a saved Inquiry 

There are ways to select properties to convert:
  1. Quick Convert
  2. Enhanced Convert
  1. On a Saved Inquiry, click on the top right hand corner 'Convert'

  2. A popup will appear to allow you to convert your Inquiry
    1. Toggle 'Find Ideal Properties' - if turned on you will be brought to the 'Enhanced Convert' option. Read more about this below.
    2. Booking Information - these fields will be pre-populated with the details from the Inquiry. This acts as a visual to guide you when searching for properties.
    3. Selected Properties section
      1. Available Properties Box
      2. Selected Properties Box
        1. If there are already properties listed in this box, it means those properties have been noted as Requested Properties on the Inquiry. You are able to move the properties back to 'Available Properties' if you do not want  to convert/create bookings for those properties.
        2. If you see properties under this section with a lock icon, that means that you have already converted your inquiry into a booking for that specific property.  
  3. Select the properties you would like to convert and click 'Convert' on the bottom right of the page
  4. You'll be brought back to the Saved Inquiry where you will be able to see your converted Bookings.


Now if you decide to switch on the Toggle 'Find Ideal Properties' (Enhanced Version) this will help users filter out the most appropriate property with the preferences of the client. To do this you would follow the flow below
  1. On a Saved Inquiry, click on the top right hand corner 'Convert'
  2. A popup will appear to allow you to convert your Inquiry
  3. You'll see a Toggle 'Find Ideal Properties', turn it on

  4. The popup page has now changed to help you filter out the most app

  5. This will pre-populate details already filled out on the Inquiry, however you can adjust, remove or add information as needed.
  6. Once filled, click 'Next' on the bottom right
  7. The most ideal properties will appear under 'Available properties' 

  8. Select the properties you would like to convert and click 'Convert' on the bottom right of the page
  9. You'll be brought back to the Saved Inquiry where you will be able to see your converted Bookings.



Once converted you will remain on the inquiry page, to go into the booking you can either search for the booking in the global search bar or you can select the booking link on the Inquiry page. If you click on the booking name it will open the booking for you.
With the booking now generated, you can finalize all booking details, reserve rooms, and allocate function spaces if necessary. Furthermore, you have the option to effortlessly generate a proposal from this point, all with just a simple click.

When to convert an Inquiry into a Booking

The specific procedure on when to convert an Inquiry to a Booking will vary based on your company's SOPs. The general timeframe we typically follow as a standard practice is when the client would like a proposal sent. However, it's crucial to verify your company's policies for any deviations.

Best Practices for Converting Inquiries

  1. Start by checking with your Director of Sales, as your hotel may have strict policies on when to convert Inquiries.
  2. When you are converting an inquiry to a booking, make sure to follow your SOPs on qualifying accounts etc.

Resources


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