A FIT (Free and Independent Traveler) Booking – a program that does not meet the definition of a group; minimum 10 rooms peak night:
- Remember: FIT programs are not representative of the typical program model for HelmsBriscoe. HB Associates typically shy away from FIT programs because they are very labor intensive relative to the commission received. However, we realize that on occasion FIT programs are necessary to satisfy a Client's request.
HB InForm Entry:
1. From HB InForm click New Booking
2. Enter the Program Name and then begin typing the Client Name.
- As you type you will see your previously booked clients.
- If you don't see your client name, you can use Find other Clients or add a New Client Name.
3. In the Property Details section, enter the Property Name, Start Date, End Date, and Peak Room Nights. The Date of Peak and Contract Date will auto-populate, edit if necessary.
- 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.
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 currency is correct or use the drop-down menu to change
- 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.
- Choose the item - revenue type
- Tab or move your cursor to the next revenue field.
- Enter the Quantity
- Enter the Contracted Rate (the per person charge the commission is based on or the total revenue or the flat fee the commission is based on), and the Commissionable Rate (if different than the Contracted Rate)
- Enter the Commission Fee percentage (represents the Commission “%” on the revenue amount entered.
- Click on the green check mark or hit tab on your keyboard to finish the entry.
6. 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 %.
- NOTE: The Total Split % needs to equal 100%.
- Click on the green check mark or hit tab on your keyboard to finish the entry.
7. Use the Associate Notes field to enter notes for you and any teaming Associate(s).
8. Use the Comments to Accounting box to communicate any notes to the HB Accounting Department. Click the + New Comment button to add a comment. The comments are automatically date stamped and HB Accounting will review them.
9. Manually add or import the confirmation numbers here:
10. When finished entering options, click the Submit button at the top to submit the booking to HB Accounting or choose Save for Later