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 Name, begin typing the name of the CVB.
- If you don't see the CVB, click the blue + Add New Property button to add it.
4. Enter Contract Date, Program Terms and the Sales & Accounting contact details
- For this type of booking, enter the first date of the program/service in the Date of Peak Room Night field and enter zero (0) for total number of Total Number of Rooms.
- In this section, you can add any supporting documents for the program by clicking on the View/Add attachments button.
- Enter all fields in the Sales Contract and Accountant information. If there is no fax or phone number, leave those sections blank.
5. Scroll down to the Revenue Details section & ensure the currency is correct.
- 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 item name that matches the agreement, Fee - Sourcing.
- Tab or move your cursor to the next revenue field.
- Enter the Quantity (either # people or 1 if commission is based on total revenue or a flat fee).
- 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)
- Enter the Commission Fee percentage (represents the Commission “%” on the revenue amount entered. If a Flat Fee and the Fee amount is the amount to be billed then the commission “%” should be at 100%)
- 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.
NOTE: Other booking fields pertain to room bookings, so you can skip any fields that do not apply to the this type of booking.
9. When finished entering options, click the Submit button at the top to submit the booking to HB Accounting or choose Save for Later
- New to HB InForm - Associates may now make changes to a booking while it is importing by finding the booking in their My Bookings section and clicking the pen icon to begin editing.