TECH NOTE: Be sure the internet browser settings allow pop-ups. You can find instructions here.
Associates can send the Awarded RFP information to HB InForm via HB Connect. To make the process easier, be sure to log into HB InForm first.
1. From the selected RFP, choose Venues and then click Send to HB InForm button.
TECH NOTE: If there are multiple properties, checkmark the Supplier you want to send then click Send to HB Inform.
TECH NOTE: If you see the word SENT and a Booking ID here, this action has already been used. Check the My Bookings page in HB InForm to review the booking status.
2. HB InForm will open to the New Booking page. The Program Name will populate with the RFP Name and the Client Name will be pulled from the RFP’s Organization’s Name.
TECH NOTE: If the name is incorrect, please back it out or delete the name that pre-populated in the Client Name field and then begin typing the name.
3. You will see "Search Booked Clients" and "Extensive Clients" options. At the bottom of this pop-up window, it will show New Client Name area.
4. HB Form will try and match the Property Name from HB Connect with the InForm database. If a match is not found, you have the opportunity to add a new property. Continue with the property that is pre-populated or select Add New Property button and complete the required fields.
5. The start and end dates from the RFP proposal will transfer over. Review to be sure they are correct.
- Enter the amount of room nights for Peak Room Nights
- The Date of Peak will auto-fill based on the program dates
- The Contracted Date will populate with today’s date, edit if necessary.
In this section, you can add any supporting documents for the program by clicking on the View/Add attachments button.
NOTE: The active link "Go to promotion" will re-direct to HB InSite to review any current promotions for the property selected.
6. If in the RFP proposal, the Property's Sales Contact and Accountant information will pre-populate. Review or enter all fields in this section. Booking fields with an asterisk are required.
7. Scroll down to the Revenue Details section, ensure the selected currency is correct, or use the drop-down menu to change.
8. If you are tracking cost savings, click the checkbox Track Cost Savings Data.
9. 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.
10. The Revenue Details will pre-populate from the RFP proposal. Review and add the Commission Fee %. This does NOT pull from the RFP.
Click on the pen icon to edit any items or use the trash can to remove a revenue line item. Click the green check mark or hit tab on your keyboard to save the entry.
11. 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%.
12. Click on the green check mark or hit the tab button on your keyboard to save the entry.
13. Use the Associate Notes to enter notes for you and any teaming Associate(s).
14. 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.
15. Confirmation numbers are recommended for bookings under 10 rooms on peak. For larger bookings, rooming lists can 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.
16. 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.
17. See this HB Help article to add the Program Options to the booking and submit the booking.