New subscription checklist
When you're starting a new subscription, it’s important to configure the administrative settings properly before you activate channels and start passing leads through MeetingBroker. Complete the tasks listed below in the order presented.
When you work with your Amadeus Consultant to start your subscription, you decide which features are needed and how to use them to best meet your organization’s business processes. That might not include everything listed here.
Depending on the size of your subscription and the number of administrators, you might delegate some location tasks to each location’s administrator. Your consultant can assist you in organizing the appropriate team members and creating a timeline for completing the tasks in-line with the training and activation schedule for your project.
New subscription tasks - Required
- Confirm your subscription’s base currency.
From the Subscription Administration Home page, click the Subscription tab, and then click Currency. Just below the Viewing field, a message states what your subscription base currency is. This should match your official corporate reporting currency. All exchange rates entered into MeetingBrokerare converted from this currency to each location’s defined default currency.Changing this currency setting is very difficult after data is in your subscription, so ensure it meets your corporate reporting needs. If the displayed base currency is not correct, contact Amadeus Hospitality Support immediately.
- Enter exchange rates for multiple currencies, if applicable.
If you have any locations with a currency that differs from your subscription base currency, or channels (like Cvent) that send you leads in other currencies, you must define exchange rates. For example, if your subscription base currency is USD and you have locations in Canada, you must enter the exchange rate for CAD. - Enter setup values that are shared by all locations on the subscription level, such as market segments and event types.
- Create corporate users. Create the first set of users who work with you and are involved in the decision-making and governing of your new subscription. This includes users who will attend Subscription Administration training, who might not be associated with a particular location in the subscription because they are regional or corporate, and who will participate in testing and pilot phases.
- Configure all options on the Subscription Preferences page.
- Determine standards for RFP assignment rules for the subscription and locations, and create any that are required.
- Assign the Subscription Default Lead Coordinator.
New subscription tasks - Optional
- Determine standards for escalation policies for the subscription and locations, and create any that are required.
- Apply setup value mappings to all locations in your subscription.
- Create master accounts if you have integrated sales and catering systems or want to use account names in assignment rules.
- Create reminders if you have locations using core MeetingBroker.
- Create custom attributes to be used as search criteria if users send leads through MeetingBroker, such as 'Pets Allowed' or 'Golf On-Site.' If you create these for your subscription, you then need to make a plan for their completion at each location.
- Designate recommended fields for the Meetings page if senders log directly in to MeetingBroker.
- Enable the Managed Location feature if you want to prevent location administrators from editing certain location details.
- Tailor the content of the emails that are automatically generated by MeetingBroker to suit your organization.
- If you use the MeetingBroker proposal instead of an integrated eProposal, you can provide Sales Managers with corporate standard text to include in their responses.
Location tasks - Required
- Complete the General and Details tabs for each location. Confirming the location primary currency is very important.
- Create users.
- Assign location roles, such as the Default Lead Coordinator.
- Map property-specific and channel setup values.
Location tasks - Optional
- Create property-specific assignment rules.
- Provide answers to custom attributes.
- Create property-specific response templates.
Ongoing tasks
After your subscription is active, maintenance tasks include:
- Add and inactivate users.
- Update roles and assignment rules when you experience user turnover.
- Update and map setup values in MeetingBroker if you've made changes to setup values in an integrated sales and catering system.
- Update currency conversion rates.
If you are a new subscription administrator taking over an existing subscription, and you want help from an Amadeus Consultant or Training Specialist, please contact your Amadeus Hospitality sales representative to learn more about our Professional Services offerings.