Sales Sales Activity TypesBesides the activation through the license, the configuration of the System Data is essential for the use of the Sales & Marketing Module in protel HMS.
In order to maintain an accurate listing of the various guest types, it is possible to create additional codes on top of the already existing marketing and VIP codes.
System Data Sales Sales Activity Types
An activity is the key contact to the client, which could be for example a telephone call, a meeting on site, a sent quotation or a giveaway.
In order to save space, enter an abbreviation code ‘Short’ for the activity in the system, followed by a brief description of the activity in the ‘Text’ column. A standard value for the activity can be stored for each key.
Should there be the need for a summary of various activity types, for example in reports, a common group sign can be entered in the column ‘Group’.
Through the field ‘Sort Order’, one can determine the order of the entries in Front Office. The entries are sorted, according to the content of this field, in alpha numerical order.
If you tag the checkbox 
Don’t display in FO, this activity will not be available in Front Office any longer. If you tag the checkbox Available on the Internet, the activity will be visible via the Web Booking Engine (if applicable).
Save the entered data in the list by clicking on the button . Should you wish to edit an existing entry, click on it and change the data in the fields. Save the modifications by clicking on the button .
By clicking on the button , you can remove a previously highlighted entry. Only entries, that have no reference with reservation or profile, can be removed.
This information is important for the following actions in the system:
As entry for the Sales Appointment Schedule
As entry for the Activity history of each guest
As a filter criteria of a mailing (letter, fax, email)
As the basis for the Sales activity analysis of the hotel.
System Data Sales Sales Subactivities
Through this key, an activity can be divided into sub-activities, which allows for example to combine an analysis of a phone call with the reason for the phone call.
The sub-activity is an optional field. The text of the sub-activity will be automatically copied in a ‘Free text form’ field of the activity, in order to allow an even more accurate description of the activity in here.
The structure of this dialog box is identical to the one of the Activity dialog. The field for ‘Resub. after’ is taken off.
System Data Sales Sales Segments
The segment key serves the segmentation of the contact structure of the hotel. Each account may be attributed as many segments as you wish to use.
The structure of the dialog box corresponds to the one of the activities.
Segments are especially important for the following actions:
§ As a filter criteria for mailings (letter, fax, email)
§ As an analysis criteria for reports
Note:
Please do not confuse segment and market codes. A segment is a code that remains the same in the profile, whereas the market code may differ for the same guest at every single stay. Should you wish to create codes for data that may differ at each stay, please use the market or source code.
System Data Sales Sales Branches
The branches key permits the assignment of Industries to all available contacts. Each account may be assigned as many branches as you like.
The structure of the dialog corresponds to the one of the entries of activities.
Branches are especially important for the following actions:
§ As a filter criteria for mailings (letter, fax, email)
§ As an analysis criteria for reports
System Data Sales Sales Contracts
The key for contract types helps you to assign a contract structure to your different contract types, which can be negotiated with your clients. This key supplies information on the basis of rate negotiations with the guest. You may assign as many contract types as you like to each account.
The structure of the dialog box corresponds to the one of the entries of activities.
Contract types are especially important for the following actions:
§ As a filter criteria for mailings (letter, fax, email)
§ As an analysis criteria for reports
System Data Sales Sales Functions
The key ‘Functions’ supplies an in-depth description of a contact person. Keys that make sense could be for example ‘decision maker’, ‘buyer’ etc. Each contact may receive a function.
Functions are especially important for the following actions:
§ As information for all activities
§ As information within the Sales Navigator to obtain a quick overview on the contact of an account and his/her function.
§ As an analysis criteria for reports.
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The contact structure is displayed in the Sales Navigator together with its function. |
System Data Sales Sales Interests
Collecting interest may be used to assign an area of interest to each account, which can later be used for marketing purposes. Should there be for example an interest of a guest for particular exhibition, targeted information may be sent to him prior to the event. Each account may receive as many ‘interests’ as needed.
The structure of the dialog corresponds to the one of the entries of activities.
Interests are especially important for the following actions:
§ As a filter criteria for mailings (letter, fax, email)
§ As an analysis criteria for reports
System Data Sales Sales Sources
Sources describe possible origins of addresses. Each contact may receive a source.
The structure of the dialog corresponds to the one of the entries of activities.
System data Sales Sales Activity Status
protel Sales and Marketing puts the status of an activity to either ‘active’ or ‘done’. Should you wish to detail the status ‘done’ further, e.g. you would like to know if a future activity may result of the current one or why the activity is considered as ‘done’, you may leave further characteristics.
The structure of the dialog corresponds to the one of the entries of activities.
System Data Sales Sales Regions
This functionality allows an assignment of a contact to one or more geographical sales areas to enable a targeted marketing action on a regional basis. Each account may be assigned as many regions as you need.
The structure of the dialog corresponds to the one of the entries of activities.
Regions are especially important for the following actions:
§ As a filter criteria for mailings (letter, fax, email)
§ As an analysis criteria for reports
System Data Manager User Administration
The system differentiates Front Office and Sales staff. Sales staff may, according to their user rights, use the functionalities of Front Office, Banquet and Sales, whereas Front Office staff have no rights to access the special functionalities of the sales department. During assignment of Sales staff to contacts, no Front Office staff are considered and shown.
Please make sure, while creating a Sales Group, that the type of the user group, in which you configure your Sales staff, is set to ‘Sales’.
Find more information on the configuration of user groups and users in the chapter ‘System Data, Manager, User administration’.
