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Property administrators guide

Welcome administrators! Setting up and managing the ongoing needs of your property can be simple and efficient if you follow the steps outlined below. This guide lists the tasks in the order that makes the most sense for a brand new property, allowing you to ease your team into the core features (like accounts and contacts) while you're still wrapping up the rest of your configuration and adding details to really make the system your own.

Before you get started, make sure you see the Training & Help panel on the right. If you don't, click to turn it on—this is your training, jump in and learn as you work! Similar to a GPS, as you move throughout the system the content will update and guide you as you go.

Multi-Module administrators. If you work in a multi-module environment, please follow the steps below to add new Delphi Select properties. It might be tempting to use Delphi if you're more familiar with it, but you'll quickly see how easy it is to add a property here because complex tasks are automated for you. Plus this will help you learn how to use the system and better understand how to support your team.

Step 1: Add property, guestrooms, and custom text

Time: approximately 1 hour

After completing these steps your team can enter accounts, contacts, activities, volume contracts, guestroom only bookings, and merge documents like proposals and contracts.

On the left sidebar, click Properties and then follow the instructions in Training & Help to add your property.
On the left sidebar, click Setup, click Property Details, and then click to expand each section and complete all the details.
Under Setup, click Guestrooms and enter your property's guestroom inventory.
Under Setup, click Document Options to upload your logo, add custom text for proposals, contracts, and BEOs. Then select the document templates that you want to use. It's easy to copy and paste the information from your current documents, and then look for fields that can be replaced by merge tags, like arrival date and account name.
If your property has existing business on the books, have a corporate administrator select Enable Backdating Bookings on the Property Details page. This allows your team to temporarily backdate the Booked Date and Last Status Date fields to accurately reflect lead time and conversion dates in pace and productivity reports. See Backdating bookings to learn more.

Step 2: Get the team logged in

Time: approximately 10 minutes

Under Setup, click Users and add each new user to the system. While you're in there, give yourself access to the new property.
Send new users these links: Log in and manage passwords video and Getting Started Guide.

After you create a new property, you need to give yourself access to it. On the left sidebar, click Setup, Users, click your Name, and in the Property Access Management section, assign yourself access to the new property and set your access level.

Step 3: Enter function rooms and detail event classifications

Time: approximately 20 minutes

After completing these steps your team can enter bookings that have events.

Under Setup, click Function Rooms and enter your meeting space.
Under Setup, click Event Classifications and enter your average checks, default start time, and end time for each one.

Step 4: BEO and banquet check

Time: approximately 2 hours

After completing these steps, your team can create BEOs and banquet checks.

If your property will be using the banquet check, BEO with totals, or booking check, under Setup, click Revenue Classifications and enter your administrative and gratuity percentages that should apply to BEO items. Then click Taxes and enter your property taxes.
Under Setup, click Items and enter your BEO items. If you want another team member to help with this, go to the Users section of Setup, open their user profile, and give them Property Admin access to your location. If you're selling packages, when you're done entering items, make sure to go back to Event Classifications and add default items to your package events.
If you sell packages, create your templates in the Packages section of Setup. See Administrator checklist for packages.

Step 5: Optional tasks

Time: approximately 1 hour

The following optional tasks can be completed at your convenience.

Under Setup, click Setup Values and if necessary, add new values or set existing ones to inactive.
Under Setup, click Autotraces and edit based on how your property manages business.
Under Setup, click Budgets and enter your group budget so you can track progress in the Pace report.
Under Setup, click Activity Goals and enter goals for each user by week, month, or quarter.
If you have MeetingBroker, complete the steps in the Setup MeetingBroker Integration topic.

Enter all future business and retire previous system

It's a good idea to assign everyone some immediate work so they gain confidence in logging in and using the system. We recommend each user starts by entering a list of accounts and contacts that are associated with group business. If you have existing bookings, divide up that list. If you are a pre-opening property without many bookings, identify some accounts that you want to call on soon. Creating bookings is much faster if the account and contact are already in the system.

Once each user has entered a handful of accounts and contacts, you need to get all of your future bookings into the system, especially if you have event space. Until all future bookings are entered, the Function Diary will not be accurate. Unless you're pre-opening, you've probably been using a calendar, spreadsheet, or some other file to check availability. Now is the time to move away from that practice and start entering that information in your new system.

Divide the bookings in your old system amongst all of the users. We recommend starting with the bookings that are the farthest out in the future and working your way back to today. As soon as a month has been completely entered and you have confirmed that the Function Diary matches your existing calendar, let the team know that they should now start using the new system to check availability—the old system should be retired. Perhaps you could provide everyone with status updates using the Daily Notes section of the Home page—for example, "December 2026 + is live!". If a new inquiry is received that arrives in that month or later, it will only be entered into the new system. Then when November is entered and verified as a match with your current system, broadcast a new update. Your goal should be to get all future bookings entered in the system no more than one week after users receive their log ins. Depending on the number of bookings you have, you might want to schedule entry sessions on each person's calendar for an hour or two each day. The sooner you are live, the sooner you can abandon the old system and not have to maintain availability in two places.

If you enabled backdating mode, have a corporate administrator clear the Enable Backdating Bookings check box on the Property Details page as soon as your booking entry is complete.

Set some standards for data entry

When you open a brand new, blank system, it's a wonderful opportunity to bring the team together and collaborate on the best way to do things in your office. If everyone has the same understanding of how and when to enter information, your ability to find what you need and run reports is much more successful than if each person does things their own way. Below are some options for typical business process standards. Choose the ones that fit your needs, or customize them to make your own list. We recommend creating a document that details your decisions and providing it to your team when you create their login.

Account Management	When should a new account be created? Will you use umbrella accounts? An account will be created for every legitimate business with repeat potential that contacts the sales office. An account will be created only when a contract is requested. Until then, create the contact, activities, and inquiry/booking in an umbrella account, like "Inquiries 2020" (with the year being the arrival date of the booking). All social business that does not have repeat potential (graduation parties, retirement parties, bar/bat mitzvahs, etc.) go into a "Social 2020" account. Social business with repeat potential (holiday parties, annual family reunions, military reunions, school reunions, etc.) can have its own account. All weddings go into a "Weddings 2020" account. All in house meetings (orientations, sales meetings, engineering meetings, etc.) go into an "In House 2020" account. A single account will be created for each organization. Unique addresses go on the contacts. For example, there will be one account for Amadeus. The address on the account will be the headquarters address, or it will be blank. If you receive an inquiry from the New Hampshire office, a new contact will be created with the New Hampshire address using the existing account. If you receive an inquiry from the Florida office, a new contact will be created with the Florida address using the existing account. Multiple accounts for the same organization can be created if they are located at a different address—for example, Amadeus - New Hampshire and Amadeus - Florida. Multiple accounts for the same organization can be created if they are located in a different state/country/region, etc.
Contact Management	A contact will only be created one time in the system, in the account where they are employed. For example, if Barbara Jackson is a travel agent who is employed by ABC Travel Agency and she books a group for Platinum Industries, an account will be created for ABC Travel Agency, and Barbara will be created as a contact in that account only. She will not be added to the Platinum Industries account. She will, however, be linked as the agent in the Platinum Industries booking. A contact can be created multiple times if they are associated with multiple accounts. For example, if Barbara Jackson is already a contact in the ABC Travel Agency account, and then she books a personal birthday party, you can create her again in the social account. If an existing contact changes jobs and moves to another company that books group business with you, do not move that contact to the new account (you want to be able to see the history of what they did with the old account vs. the new one). Instead, indicate that they no longer work for the old account (type "inactive" after their last name), and then create a new contact in the account where they are employed.
Lead Management	Will you use inquiries? When should you create an inquiry vs. a booking? Every request for a group quote that has specific dates (phone call, email, walk-in) must be logged in the system as: An activity in an inquiry account. Do you want to create a contact each time, or can you put the contact details in the activity body? An inquiry. If the account exists, add the inquiry to that account. If the account doesn't exist, do you want to add the inquiry to an inquiry account or create a new account? A prospect booking. If the account exists, add the booking to that account. If the account doesn't exist, do you want to add the booking to an inquiry account or create a new account? If someone just requests a sales kit or a brochure but doesn't have specific dates, do you want to log an activity in an inquiry account? Are there any details that should be captured in the body of the activity? Do you want to create an activity to follow up? Inquiries are created if you don't want the group to display in the GRC or Function Diary. Bookings are created if you send a proposal. Bookings are created only if you send a contract. If you immediately know you must turn down a lead, do you want to create an inquiry or booking to track the lead source, lost business reason, and potential revenue?
Booking Status Definitions	Prospect - Depending on what you decided about when a booking should be created, this status typically means one of the following: A proposal has been sent. A customer provided specific dates and we told them we have availability. A proposal may or may not have been sent. Tentative - A contract has been sent. Definite - A signed contract has been received. Do you also require that a deposit has been collected before you consider something definite? Lost - The customer decided against our property and the booking was never definite. Turned Down - We declined the business and the booking was never definite. Cancelled - The booking was definite and then didn't materialize.
Service for Definite Bookings	When a contract comes back signed, what steps are required? The signed contract is scanned and saved in the shared drive or emailed to a distribution list or put in a filing cabinet... How is the Service Manager assigned? How/when does the Service Manager introduce themselves to the customer? Who is responsible for managing cut-off dates for guestroom bookings? How far before the arrival date are the BEOs required to be completed? Is a diagram required for all events? Is the customer required to sign and return the BEOs? When a BEO is detailed, should it be marked Done? When are BEOs distributed? As soon as they are done, or once a week in a packet? What happens when a change is made to a BEO that has already been distributed? How are guaranteed attendance numbers communicated? Who enters the actual consumption into the system when the booking is complete (picked up guestrooms and rates, and total event attendees and revenue)? Do you send a thank you letter or survey? Who is responsible? Do you log the results of the survey or guest feedback in your bookings?