To enter a New Booking you can send the information from your Awarded RFP in HB Connect directly into HB InForm. Click here for instructions on how to use the Send to HB InForm action button in HB Connect.
If HB Connect was not used for a program/booking, you can enter a new definite booking manually by going directly to HB InForm and selecting New Booking.
1. From the InForm homepage, click New Booking
TECH NOTE: Please note all fields followed by an asterisk * are required.
2. Fill out the Program Name & Client Name
All bookings must include the following required fields: Program Name, Client Name, and all Property Details.
NOTE: If the Client Name is not in the database, you can click on search all clients or add a new client in the pop-up window.
3. Fill out the Property Name, Start Date, End Date, and Peak Room Nights. The Date of Peak and Contract Date will auto-populate, edit if necessary.
NOTE: Contract Date is defined as the date on which the contract becomes binding – typically the date on which the final party has signed the agreement. If you are booking business that does not have a contract - for example, if you are booking into a hotel’s transient site - please enter the date the reservation was made as the contract date.
In this section, you can add any supporting documents for the program by clicking on the View/Add attachments button.
NOTE: If the Property is not in the database, you can click on the blue Add New Property button and complete the required fields.
NOTE: The active link "Go to promotion" will re-direct to HB InSite to review any current promotions for the property selected.
4. In the Property Contacts section, enter the Sales Contact and Accountant information. Enter all fields in this section. If no fax number or phone numbers are available, leave blank.
5. Scroll down to the Revenue Details section, ensure the selected currency is correct, or use the drop-down menu to change.
6. If you are tracking cost savings, click the checkbox Track Cost Savings Data.
7. If you are entering an item with a different commissionable rate, click the checkbox Show Commissionable Rate to display that column in the revenue grid.
8. Click the blue + to add a new Item.
- Use the drop-down menu or start typing in the Item box to search for or select a revenue item.
- Tab or move your cursor to the next revenue field.
- Enter the Quantity (number of rooms or 1 if a flat fee).
- Enter the Contracted Rate, and the Commissionable Rate (if different than the Contracted Rate)
- Enter the Commission Fee percentage.
- If Track Cost Savings was selected, the Cost Savings Notes will open so you can add notes.
- Click on the green check mark or hit tab on your keyboard to finish the entry.
9. Repeat step 8 until all revenue items are added.
10. Scroll down to Associate Splits. Select a Team or click the blue plus sign + to add an Associate. Begin typing a name in the drop-down box under Associate. Once you have located the correct Associate, tab to enter the Split %. The Total Split % needs to equal 100%.
11. Click on the green check mark or hit the tab button on your keyboard to finish the entry.
12. Use the Associate Notes to enter notes for you and any teaming Associate(s).
13. Use the Comments to Accounting box to communicate any notes to the HB Accounting Department. Click the plus sign New Comment button to add a comment. The comments are automatically date stamped and HB Accounting will review them.
14. Confirmation numbers are recommended for bookings under 10 rooms on peak. For larger bookings, rooming lists can provide help dispute pickup discrepancies. If provided, the data will be included on the invoice to the properties. Click here to learn how to import Confirmation Numbers into the booking.
15. Below confirmation numbers, you may select Add Another Property to add additional properties to the same program. Return to step 3 and complete all the required booking fields.
16. See this HB Help article to add the Program Options and Submit the booking.