New property guide

The content of this page is specific to the Delphi Core product type. If you are using the Delphi product type, click here to access the Delphi-specific online help.

The following information on new property creation is for administrators only. Follow the steps below.

Step 1: Add the property, guestrooms, and function rooms

If your org is on version R42 or higher, you have the option to add your own property.

Do not add your own property if you are migrating data from another sales and catering system or if you are purchasing a new property services package and meeting with a consultant. Amadeus can add the property for you.

After you complete this step your team can enter accounts, contacts, inquiries, bookings, volume contracts, and activities.

  1. Navigate to Properties and click New.
  2. Follow the inline Training & Help in the right side panel as you step through the pages.

Step 2: Detail the property

  1. Complete the additional fields on the Property page.
  2. If this is the first property in a new org, review the corporate setup values that were created and update them if necessary. Navigate to Setup Values and use the list view options to check each type.

Step 3: Document templates

After you complete this step your team can send proposals and contracts.

Using Amadeus default templates

When you created your property, if you selected Create Contract and Proposal Templates, some merge templates were automatically created for you. These include BEOs, banquet checks, a proposal, and a variety of contracts. Amadeus recommends using these default templates while you learn the system. After you become familiar with document templates, you can customize them further.

To set up the default templates for your property

  1. On the Property page, click Edit.
  2. Navigate to the Document Merge section of the page. Upload your logo and enter your property's policies that you want to display on document templates. When you are done, click Save. See Custom text for default merge templates for examples of where each field goes.
  3. Go to the Document Templates section of the Property page and choose which template you want to remain active.

Adding your own merge templates

If your company has a standard set of contracts and proposals you want to use, you can convert the Word document version into merge templates in the system. See Training lesson: Merge document templates for complete steps.

Step 4: Detail event classifications

After completing this step your team can enter bookings that include guestrooms and events. If you do not have function space, you can skip this step.

  1. On the Property page, go to the Event Classifications section.
  2. Click Edit by each one to:
    • Select Active for the ones your property wants to use.
    • Set your property's default start and end times.
    • Select Default Posted, if applicable.
    • Enter your average check amounts and average check factors.
  3. Add any additional event classifications your property needs.

Step 5: BEOs and banquet checks

After completing these steps on the Property page, your team can create BEOs and banquet checks.

  1. Review the available Revenue Classifications. Add any additional classifications you need.
  2. Go to the Property Admin and Gratuity section and enter admin and gratuity percentages that apply for each revenue classification.
  3. Go to the Tax Groups section and enter your taxes.
  4. Make sure the correct tax group is assigned in the Default Tax Group field. This is found in the Booking & Event Configuration section of the Property page.
  5. Go to the Items/Menus/Text section and enter your menus.
  6. When your menu entry is complete, return to your event classifications and add default event classification items where appropriate.

Step 6: MeetingBroker Integration

If your property plans to have an integration with MeetingBroker, these steps need to be completed before the integration is enabled.

  1. On the Property page click Edit.
  2. Navigate to the MeetingBroker information section, select the Default Lead Coordinator, and complete the room type fields with the appropriate values.
  3. Click Save.

When you are notified by Amadeus that your MeetingBroker location has been created, follow the steps to set up MeetingBroker integration.

Step 7: Packages

A package is a collection of services that are sold for a flat daily rate on a per person basis. Examples of packages include day meeting packages or complete meeting packages with guestrooms and events. See Packages Overview.

Navigate to the Property page and complete the following.

Step 8: Additional tasks

The following optional tasks can be completed at your convenience.

Step 9: User access

Only corporate administrators can add new users.

  1. Go to Setup.
  2. Enter 'Users' in the Quick Find search box.
  3. When you see 'Users' in the results below, select it.
  4. Click New User.
  5. Complete the fields on this page, as needed. The following topic includes detailed instructions on how to create users.

Step 10: Backlog entry (if applicable)

With your users created, they can now log in to the system and start creating accounts and contacts. If you have existing bookings from your previous system to add into Delphi, have a corporate administrator enable Backdating Bookings. With this option enabled, your users can enter correct booked dates and status change dates.

After each user enters some accounts and contacts, the next step is to enter your future bookings into the system. The Function Diary is not accurate until all future bookings are entered.

A recommended process for backlog entry is to enter bookings chronologically, starting with the furthest out in the future and working backwards toward today's date. When a future month is complete, and matches your old system, you can alert the team. Inquiries received for that month and forward can now be entered in the new system.

For example, all bookings for December 2030 and later have been entered. You have compared the GRC and Function Diary with the old system and confirmed they are a match. You communicate to the team that December 2030 is live. Now, everyone can focus on entering bookings for November 2030. If an inquiry comes in for December 2030 or later, you can check availability in Delphi and enter the booking in Delphi only. If an inquiry comes in for a date earlier than that, you must use your old system to check availability and enter the booking in both systems. Complete this process as soon as possible to minimize the time you need to spend in two systems.

Options for setting standards

If all users enter information the same way, finding what you need is more successful than if each user does things differently. We recommend you create a document with your business process standards and give it to your users when you create their login. Below are some options for typical business process standards.

Business process details
Account Management Decide when a new account needs to be created and if umbrella accounts are to be used.
  • An account is created for every legitimate business with repeat potential that contacts the sales office.
  • An account is created only when a contract is requested. Until then, create the contact, activities, inquiry and booking in an umbrella account, for example, 'Inquiries 2030,' with the year being the arrival date of the booking.
  • All social business that does not have repeat potential, for example, graduation and retirement parties, go into a 'Social 2030' account. Social business with repeat potential, for example, holiday parties and family reunions, can have its own account.
  • All weddings go into a 'Weddings 2030' account.
  • All in house meetings, for example, orientations and meetings, go into an 'In House 2030' account.
  • A single account is created for each organization. Unique addresses are entered on the contact records. For example, the Amadeus account's address is either the headquarters address or blank. If you receive an inquiry from the New Hampshire office, a new contact is created with the New Hampshire address using the existing account. If you receive an inquiry from the Florida office, a new contact is 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 located in a different state or country.
Contact Management Decide when a new contact needs to be created.
  • A contact is only created once in the system, in the account of the employer. For example, Barbara Jackson is a travel agent at ABC Travel Agency. When she books a group for Platinum Industries, an account is created for ABC Travel Agency. Barbara is created as a contact in that account only. She is not added to the Platinum Industries account but is linked as the agent in the Platinum Industries booking.
  • A contact can be created multiple times if associated with multiple accounts. For example, Barbara Jackson is already a contact in the ABC Travel Agency account. When she books a personal birthday party, she can be created again in the social account.
  • If an existing contact moves to another company, 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 versus the new account. Instead, indicate that they no longer work for the old account, and create a new contact in the new account.
Lead Management Decide if inquiries are to be used and when they need to be created versus a booking.

  • Every request for a group quote that has specific dates needs to be logged in the system as:

    • An activity in an inquiry account - Decide if a contact needs to be created every time or if the contact details can be entered in the activity notes.
    • An inquiry - If the account exists, add the inquiry to that account. If the account does not exist, decide to either 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 does not exist, decide to either add the booking to an inquiry account or create a new account.

  • A request for a sales kit or a brochure, without specific dates, can be logged as an activity in an inquiry account. Make sure to capture any details in the activity notes. Create another activity to follow up.

  • Inquiries are created when the group does not need to display in the GRC or Function Diary.

  • Bookings are created when a proposal is sent.

  • Bookings are created when a contract is sent.

  • Inquiries are created for leads that are instantly turned down to track the lead source, lost business reason, and potential revenue.

  • Bookings are created for leads that are instantly turned down to track the lead source, lost business reason, and potential revenue.
Booking Status Definitions Decide on the company's definition of each booking status.

  • Prospect - This status means a customer provided specific dates and availability was confirmed.

  • Tentative - This status means a contract has been sent.

  • Definite - This status means a signed contract has been received and a deposit has been accepted.

  • Lost - This status means a customer decided not to book with the property and the booking was never definite.

  • Turned Down - This status means the property declined the business and the booking was never definite.

  • Cancelled - This status means the booking was definite but did not materialize.
Service for Definite Bookings Decide what steps are required when a signed contract is returned.
  • The signed contract is scanned and saved in a shared drive.
  • The signed contract is saved in the filing cabinet.
  • The service manager is assigned to the booking.
  • Diagrams are required for all events.
  • Cutoff dates are established.
  • The customer is required to sign and return the BEOs.
  • When a BEO is detailed, it needs to be marked Done.
  • BEOs are distributed as soon as they are done.
  • BEOs are distributed weekly.
  • Changes to distributed BEOs are communicated.
  • Guaranteed attendance numbers are communicated.
  • The banquet team enters the actual consumption into the system when the booking is complete.

Ongoing data maintenance

Here are some recommended steps to keep the data accurate.

If you have technical difficulties, contact Amadeus Support.

Updates to Delphi are released throughout the year. New releases include bug fixes and new features. When a new version is available, look at the Release Notes in Training & Help. Contact Amadeus Support to request a complimentary update.