Create bookings
The content of this page is specific to the Delphi product type. If you are using the Delphi Core product type, click here to access the Delphi Core-specific online help.
The quickest way to create a booking is from an inquiry. See Create bookings from inquiries.
If you do not have an inquiry, you can create the booking from the associated contact record. After you save the booking, you can add guestroom blocks and events.
To create a booking from a contact record
- From a contact, click New in the Bookings or Bookings (Agent) section.
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Complete the fields on this page, as needed. Select your Salesforce experience for further details on the most common fields. The fields on your page might vary depending on your org's customization.
The required fields display a red indicator. These fields need to be complete before you can save the record.
Classic - Delphi users only
Field Description
Booking Message Special Booking Notes Enter any applicable information for the booking.
Information Booking Post As Enter the name of the booking as you want it to display in the contract and other documents. Abbreviation Enter the booking abbreviation that displays in the GRC report. By default, the abbreviation is the first 24 characters of the Booking Post As. Arrival Date and Departure Date Select the booking's arrival and departure dates. Status New bookings are automatically assigned the status of Prospect. This indicates the stage of your agreement with the customer. After you save the booking, use the Change Status button to adjust this value. Owner This is the user who is creating the booking. The booking owner and any users who are sourced on the booking can edit the booking's information.
Property Select the property for the booking.
Decision Due This can be used as a reminder to follow up with the booking. This can indicate the date the signed contract is due. This date is automatically calculated using the number entered in the Default Booking Decision Days field on the Property page, after you save the booking.
Cutoff Date This is used for definite bookings that have guestrooms. Indicate the date the group is required to finalize guestroom reservations. This date is automatically calculated using the number entered in the Default Booking Cutoff Days field on the Property page. The most common value for this field is 30 days before arrival. If one of the room blocks on a booking is at a different property, that property's Default Booking Cutoff Days value is used to calculate the room block's cutoff date. This means that a booking's cutoff date might differ from one or more of its room blocks.
Customer Information Account and Agency Select the account or agency associated with the booking. Contact and Agent Select the account's primary contact or the agency's primary agent. Onsite Contact Enter the contact who plans to be present during the booking's events. Primary Inquiry Enter the inquiry that is associated with the booking, if applicable. The booking can have additional inquiries linked to it, which display in the Inquiries section. See Add an inquiry to an existing booking using multi-link. Commissionable Select this checkbox if the booking is associated with an agency that receives a commission for referring the group to your property. Commission % If you selected the Commissionable checkbox, enter the commission percent awarded to the referring agency in this field. Segmentation Market Segment Enter the market segment for the booking, which can be different from the account's market segment. Booking Type This is more specific than the market segment and can further describe the group's business. Meeting Class This can be used to classify the business to something more specific than the booking type. Revenue Type Select how to classify the booking's revenue in Pace and Performance reports.
- Banquet - Guestrooms and events
- Catering - Events only
- In House - Property-related event
Lead Source Select how the business learned about your property. Housing Method Select the method the group uses to handle their guestroom reservations. Booking Sources Additional Sales Manager
Catering Manager
Other Manager
Service Manager
These fields can be used to give your team members access to your bookings. Use each field to assign the booking to the appropriate users. These users are allowed to edit the booking, including the guestrooms and events. They can also delete events on the booking if this option is enabled in your org. Your administrator can activate processes that trigger reminder tasks and assign activities to the individuals sourced on a booking, not just the booking owner.
Comments Comments Enter additional information to help the booking owner and other users who are sourced on the booking manage the business. Billing Information All fields Indicate how the group handles billing arrangements, and enter any billing-related comments for the booking. Guestrooms Materialization % Enter the probability that the booking could turn definite. This value displays on the Availability page. Group Resume Group Profile Reservations
Front Office
Bell Desk/Valet
Food & Beverage
Housekeeping
Engineering
Transportation
Security
Enter instructions that need to be distributed to each operational department to prepare for the group's arrival. You do not need to include information that is on the BEO. Likewise, this information does not display on the BEO. System Information Booked This date is automatically set when you save the booking. Guestroom and revenue information are automatically calculated when you add guestroom blocks and events to the booking.
Lightning - Delphi and Delphi Core users
Field Description
Information Booking Post As Enter the name of the booking as you want it to display in the contract and other documents. Abbreviation Enter the booking abbreviation to display in the GRC report. By default, the abbreviation is the first 24 characters of the Booking Post As. Arrival Date and Departure Date Select the booking's arrival and departure dates. Status New bookings are automatically assigned the status of Prospect. This indicates the stage of your agreement with the customer. After you save the booking, use the Change Status button to adjust this value. Materialization % Enter the probability that the booking could turn definite. This value displays on the Availability page. Owner This is the user who is creating the booking. The booking owner and any users who are sourced on the booking can edit the booking's information.
Property Select the property for the booking.
Decision Due This can be used as a reminder to follow up with the booking. This can indicate the date the signed contract is due. This date is automatically calculated using the number entered in the Default Booking Decision Days field on the Property page, after you save the booking.
Primary Inquiry Enter the inquiry that is associated with the booking, if applicable. Customer Information Account and Agency Select the account or agency associated with the booking. Contact and Agent Select the account's primary contact or the agency's primary agent. Onsite Contact Enter the contact who plans to be present during the booking's events. Commissionable Select this checkbox if the booking is associated with an agency that receives a commission for referring the group to your property. Commission % If you selected the Commissionable checkbox, enter the commission percent awarded to the referring agency in this field. Segmentation Market Segment Enter the market segment for the booking, which can be different from the account's market segment. Booking Type This is more specific than the market segment and can further describe the group's business. Meeting Class This can be used to classify the business to something more specific than the booking type. Revenue Type Select how to classify the booking's revenue in Pace and Performance reports.
- Banquet - Guestrooms and events
- Catering - Events only
- In House - Property-related event
Lead Source Select how the business learned about your property. Booking Sources Catering Manager
Service Manager
Other Manager
Additional Sales Manager
These fields can be used to give your team members access to your bookings. Use each field to assign the booking to the appropriate users. These users are allowed to edit the booking, including the guestrooms and events. They can also delete events on the booking if this option is enabled in your org. Your administrator can activate processes that trigger reminder tasks and assign activities to the individuals sourced on a booking, not just the booking owner.
Comments Comments Enter additional information to help the booking owner and other users who are sourced on the booking manage the business. System Information Booked This date is automatically set when you save the booking. Guestrooms Cutoff Date This is used for definite bookings that have guestrooms. Indicate the date the group is required to finalize guestroom reservations. This date is automatically calculated using the number entered in the Default Booking Cutoff Days field on the Property page. The most common value for this field is 30 days before arrival. If one of the room blocks on a booking is at a different property, that property's Default Booking Cutoff Days value is used to calculate the room block's cutoff date. This means that a booking's cutoff date might differ from one or more of its room blocks.
Housing Method Select the method the group uses to handle their guestroom reservations. Billing Information F&B Minimum Enter the food and beverage minimum, if applicable.
Billing Comments Enter any billing-related comments for the booking.
Group Resume Group Profile Reservations
Front Office
Bell Desk/Valet
Housekeeping
Enter instructions that need to be distributed to each operational department to prepare for the group's arrival. You do not need to include information that is on the BEO. Likewise, this information does not display on the BEO. Guestroom and revenue information are automatically calculated when you add guestroom blocks and events to the booking.
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Do one of the following:
- Click Save to save your changes and open the Booking page. You can then block guestrooms, create booking events, add activities, and record booking transactions.
- Click Save & New to save your changes and create another new booking.
- Click Cancel to discard your changes.