RFP transfer for existing MeetingBroker customers
New Delphi customers, with an existing MeetingBroker account, can have their existing MeetingBroker RFPs transferred into Delphi. Inquiries are automatically created in Delphi for those RFPs. Users can then link the inquiries to existing bookings or create new bookings from the inquiries. As changes are made to the inquiries and bookings, the relevant information is automatically sent back to update MeetingBroker.
The date to transfer the RFPs into Delphi is scheduled by your Amadeus project manager. Before that date, a property administrator needs to complete the steps in the Setup MeetingBroker Integration help page. In addition, existing leads in MeetingBroker need to be reviewed to ensure only the appropriate data is transferred.
The following are the most common parameters used to decide which RFPs are transferred:
- Start Date: one month before the transfer date
- End Date: the year 2065
- RFP Business Status: Inquiry, Prospect, Tentative, and Definite
You can also request specific RFP IDs outside of these parameters to be included in the transfer. Discuss your requirements with your Amadeus project manager.
Before the RFP transfer date
Administrators
Before the transfer date, administrators need to complete the following:
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In Delphi, open your Property page and check the Booking & Event Configuration section to make sure the Default Tax Group field is completed. See Taxes to learn more.
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Ensure all steps in the Setup MeetingBroker Integration help page are complete.
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Ensure any RFPs in MeetingBroker that need to be turned down are changed to that status.
RFP owners at standard MeetingBroker properties
Before the transfer date, RFP owners at standard MeetingBroker properties need to complete the following:
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Ensure any RFPs in MeetingBroker that need to be turned down are changed to that status.
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Review the list of RFPs to be included in the transfer. Use the Receiving User field to filter the list if needed.
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To do so, click the Reports tab in MeetingBroker, and select the RFP-Business Data Tracking report. Select the following criteria:
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Report Type: Select Receiver.
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Status: Select Awarded, New, and Updated.
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Receiving Locations: Click Find, select your property, and then click Update.
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Start Date: Enter the dates for the RFP transfer.
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Sort By: Select Owner Name.
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Currency: Select your currency.
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- Select Excel and click Create Report.
- Each owner needs to compare the information in the report with their bookings in your sales and catering system.
- Ensure any RFPs owned by previous employees are reassigned. Director access might be required.
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RFP owners at Simplified User Experience (SUE) MeetingBroker properties
Before the transfer date, RFP owners at SUE properties need to complete the following:
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Ensure any RFPs in MeetingBroker that need to be turned down are changed to that status. Each RFP owner needs to follow these steps.
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Open the My RFPs page in SUE.
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In the Viewing drop-down list, select My Outstanding Active RFPs.
- In the Next Step column, filter and only view Respond and Confirm.
- For any RFPs that did not materialize into a booking but display active in MeetingBroker, open the RFP, and either click Turn Down or Did Not Win. If communication regarding the turndown was already sent, make sure the customer's email address is deleted from the To: field.
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- Use the All Outstanding Active RFPs view to ensure any RFPs owned by previous employees are reassigned. Director access might be required.
After the RFP transfer
Now that your integration is active, all changes need to be made in Delphi, not in MeetingBroker.
All inquiries created from transferred RFPs have a default status of Open. The status of all inquiries needs to be updated to the current status. This can be done by linking it to an existing booking, creating a booking from the inquiry, or changing the inquiry status manually. To learn more about inquiry statuses, see the Inquiry Detail page. This needs to be completed as soon as possible after the RFP transfer. Each inquiry owner needs to complete the following:
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Identify your open inquiries by clicking the Inquiries tab in Delphi, and selecting the RFPs Last 7 Days view.
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Click the inquiry name to open it. The RFP Information section of the page provides important MeetingBroker details including the RFP ID, details about the sender, and the RFP Status
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If the RFP Status is New, you might need to refer to your previous sales and catering system to identify the current status of this inquiry.
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If the RFP Status is Self Awarded, this inquiry needs to be linked to a definite booking.
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If you have a matching booking in Delphi, you need to link the inquiry and booking together. In the Booking section of the Inquiry page, click Link Booking. Select the appropriate booking and click Save.
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If you do not have an existing booking, follow the instructions on this page to create a booking. The RFP information from MeetingBroker is used to create the booking.
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If the RFP contained attachments, you can find them in the RFP History section of the Inquiry Detail page.
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If any inquiries were created from RFPs that should have been turned down before the transfer, the inquiry status needs to be updated in Delphi. Updating the inquiry status to Turndown sends a notification to the customer. To avoid duplicate communication, Amadeus recommends clearing the Send Turn Down Email When Turning Down RFP from Integrated S&C Systems checkbox in MeetingBroker. Administrator access is required. To access this checkbox, click the Administration link in MeetingBroker, and open your property in the Locations tab. In the General tab, clear the checkbox and click Save. When all applicable inquiries are turned down, this setting can be reselected if needed. See Turn down RFP inquiries for more information about turning down an inquiry.
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Watch your email for new RFP notifications. Now that you are integrated with Delphi, you can manage these RFPs in Delphi, on the Inquiries tab. You no longer need to open MeetingBroker.
Learn more...
Create bookings from RFP inquiries
Add an inquiry to an existing booking using multi-link
Confirm receipt of RFP inquiries
Satisfy MeetingBroker escalation
Send proposals from RFP bookings