Migration FAQs: Answers to common questions

Amadeus offers two types of data migrations: ACA (which includes accounts, contact, and activities) or full (which includes accounts, contacts, activities, bookings, guestroom blocks, and events data). If your property purchased an ACA migration, you’ll need to enter future business on the books. This is a one-time only task and a good way to really learn the system. With a full migration, there’s still a bit of work to do, which includes updating guestroom blocks and detailing BEOs.

You might. We take a copy of your data on the designated migration date and then paste it into Delphi Select. Any data entered into Hotel Sales or CateringPro after the migration date must be re-entered into Delphi Select to ensure the new system is up-to-date. That's why we recommend that you do not enter any new data after the migration date.

As part of the full migration, your linked group blocks (guestrooms) and functions (events) are now in two separate bookings. We encourage you to move the guestrooms to the booking that holds the events, you don't have to, but it makes it easier if everything is in one place.

To join the two bookings, follow these steps.

1. Open the booking with the events.
2. Add the group’s guestroom block. You can view the guestroom details for all bookings using the GRC 12 Months and Revenue by Arrival reports from hSP.
3. Open the group’s guestroom booking.
4. On the Booking page, set the Status field to Turndown and then select a Lost Business Reason. Selecting a lost business reason of duplicate booking or something similar makes it easy to exclude these bookings from the Lost Business report.

The data is migrated before your property enters your guestroom types. Therefore, during the migration, all guestrooms are blocked in the ROH room type. After your administrator enters your specific room types, you can open the booking and allocate the rooms to the correct room type.

1. On the Bookings page, in the Guestrooms section, click Details.
2. In the Room Block Details window, click AddRoom Types. Now you can see the newly created room types.
3. Block the guest’s requested rooms and enter the applicable rate.

If your property chose to only migrate accounts, contacts, and activities, then you will need to create a booking, and add the group’s events and guestrooms for all future business. If your property had a full migration, your events will be there. The event name, date, time, attendance, function room name, function room setup, and revenue are migrated from hSP. You’ll need to detail the BEO. Watch this video to learn how to Create a BEO.

If you have a full migration, three years of historical data from the date of your migration will be migrated into the system for you. If your property chose an ACA migration, you will have three years of activity history from the date of your migration, but no bookings or revenue.

Three years of historical data was migrated, and if an activity was not marked complete before the migration, it’s still there and still active. Here’s how to clean this up. On the left sidebar, click Activities. On the My Open Activities tab, click the Complete icon. This moves the activity to the Completed Activities tab and off your list. If you have tens, or hundreds, to be completed talk to your administrator and they can use their Admin Settings to bulk complete them for you.

In Delphi Select, there's only one type of account. If the account is a travel agency, enter the IATA number. All other information is the same.

With the migration data from the last three years is migrated. If you had duplicate accounts in hSP, those will copy over. What might be confusing you is that accounts and contacts are now shared between all properties in your database. If you do have duplicate accounts, we have a way to clean those up. Your corporate administrator can use the join accounts feature to merge duplicate accounts. Before joining accounts, we recommend the team have a conversation about account management. Will you have one account for ABC account? One for each property? One account is great for capturing and viewing true account production. Learn more about the nuances of account management in the Property administrator Guide under Set Some Standards.

Accounts are migrated based on an active flag in the database. This is regardless of their definition in the hSP Status field. An account in hSP is only considered inactive if it was previously joined as a child record with another account functioning as the parent record.

Inactive contacts are migrated as active under all migrated accounts, so we can ensure that any inactive contact that is associated with an activity, booking, or event is migrated in the three years of historical data. There is also no way to make a contact inactive in Delphi Select, only to mark them as Do Not Call or Do Not Email.

It's always good to keep information centrally located. Instead of jotting information on a sticky note, create an inquiry. If the group decides to book, you can convert an inquiry to a booking. If it doesn't materialize, you can turn it down and track the lost business.

Tracking is now called volume contracts—this is where you enter and manage local negotiated rate business. On the Volume Contract page, in the Forecasting Periods tab, enter tracking in the Actual Rooms and Actual Rate fields.

New product, new colors! Here’s what the colors mean:

• Prospect bookings display in red.
• Tentative bookings display in blue (this one might take a bit to get used to).
• Definite bookings display in green.

Not automatically. You’ll need to manually net your guestroom blocks. On the Booking page, open the Guestroom Details window and in the Blocked row enter the net number of rooms. This is what will be removed from inventory. Save time when blocking guestrooms by entering day one and then using the copy feature to copy the rooms and rates through the departure date.

When your administrator adds your property’s menus and items, they can choose to hide the item price on the BEO. However, this is an all or nothing option, not something you can set when printing the BEO.

BEOs are not automatically marked done. Typically, users select the Done check box on the BEO when it’s detailed and ready to be distributed. When you Batch BEOs, you can choose to only include BEOs that have been marked done. It's important to select the Done check box on the BEO because it signals the system to pull the revenue from the BEO, as opposed to the forecasted average check on the event. This is an important step for accurate reporting.

The system comes with a variety of contracts for you to choose from. Your administrator can add your property logo and custom text to the templates available. There are different formats available to choose from including rooms and events, rooms only, express, for small groups or social business, and full for large properties or groups that require more terms and conditions. You can add your personal touch using Word before you save and send it.

Absolutely! Corporate administrators can temporally set a user’s access level to property administrator. Of course, after the property’s items have been entered, open the user’s profile and set the access level back to User.

When adding a new user, you're required to enter a username and email. The username must be in email format and unique. If the username is not available, you’ll be prompted to enter another one. You can enter a new username that is slightly different from the original, for example, john.smith1@hotel.com instead of the original john.smith@hotel.com. In the Email field, enter the user's current email address.

Administrators can give users access to one or more property. This allows the user to view availability and create bookings in multiple properties. To give a user access to a property, on the User Details page, in the Property Access Management section, select the Property and then assign the access level, either Property Administrator or User. A user can switch between properties by clicking the name of the property in the top right corner of any page. Remember, accounts and contacts are shared between all properties.

If a user already sells using the Advanced module, but will now start to cross-sell for a Delphi Select property, they can continue using Advanced to sell for both properties.

Prior to the migration, the property provides Amadeus with a list of Delphi Select users. Amadeus then cross references the list with current active hSP users. All active hSP users on the user list are then created as part of the migration. Any user on the list, but not active in hSP will need to be manually added, after the migration. Any accounts, contacts, etc that are migrated without an owner, will be assigned to the corporate administrator. These records can easily be reassigned using the Reassign Owners feature.

Administrators can quickly reassign accounts, bookings and activities from one record owner to another. Click your Name in the top-right corner, select Admin, and click Reassign Owners. For newly migrated properties, we collect the name of the record owner from the previous system and add (Migrated) after their name in the Reassign Record Owner page. This makes it easy to identify which owners should be replaced.

The system comes with a BEO, banquet check, proposal, and a variety of contracts for you to use. You can add your property logo and custom text to the templates available. Use the options under Setup to add your property's logo and custom text. Choose from contracts that include rooms and events, rooms only, express or full contracts. Use the Active check box to select which templates you want to make available and make the others inactive.