Introduction
The Enquiry Dashboard provides venues with a central place to manage all of your VenueNow enquiries. From this dashboard, you can view and respond to every enquiry you've received. To access it, simply click the “Enquiries” tab in the top navigation menu.
Contents
Introduction
The Enquiry Dashboard gives venues a central place to manage all their VenueNow enquiries. From this dashboard, you can view and respond to every enquiry you've received. To access it, simply click the “Enquiries” tab in the top navigation menu.
Search & Filter Enquiries
At the top of your enquiry dashboard, you'll see a filters section. This contains a "Search" field, "Enquiry Status" dropdown, "Enquiry Type" dropdown, a "Filter by Venue" dropdown and a "Clear" button.
Search Field
The search field allows you to quickly find specific enquiries you have received. You are able to search for enquiries using the following information:
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First name
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Last name
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Full name
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Real email address
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Email alias (unique email address for that client and enquiry)
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Enquiry ID (unique ID for that enquiry)
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Company name (associated company for that client)
Enquiry Status Dropdown
By default, your dashboard will show "All Enquiries". The enquiry status dropdown allows you to filter your enquiries by the following statuses:
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New Enquiry - Enquiries that haven't been responded to
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Responded - Enquires you have responded to via email or submitting a quote
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Won - Enquiries that have been updated to won by you, the VenueNow team or clients.
Enquiry Type Dropdown
By default, your dashboard will show all enquiry types. The enquiry type dropdown allows you to filter enquiries by the following types:
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Listing (L) - The client has enquired directly with your venue.
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Concierge (C) - The client has been recommended your venue, amongst other venues.
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Match (M) - The VenueNow team is working with a client and has sent an enquiry to your venue.
Filter by Venue Dropdown
By default your dashboard will show enquiries associated with your company. If your account has multiple venues added and you'd like to just see enquiries for a specific venue you can click the "Filter by Venue" dropdown and select the relevant venue.
Clear Button
If you'd like to clear your filters and view all enquiries, you can click the "Clear" button in the filter bar.
Enquiries Table
The enquiries table shows a list of all the enquires you have received, including event details and options to update the status of the enquiry.
Event Details Row
Each row of the table contains details for that enquiry and some additional options including:
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Status - The status of the enquiry
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Date & Time - Start and end date/time of the event
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Pax - Number of people
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Event Type - The type of event
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Amount - The budget the client has entered in the enquiry flow, or the confirmed booking amount
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Client - The client's full name, company (if known) and enquiry type
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Received - The date the enquiry was received
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Actions
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Won - Click to update the enquiry to won and update the confirmed booking amount
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Lost - Click to update the enquiry to won and provide a "lost reason"
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Show Details - Click to view more details about the enquiry
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Update Status Indicator - If an enquiry requires a status update (ie. Isn't won or lost and was created more than 28 days ago), a red circle will appear on the right.
Show Details - Expanded View
Clicking "Show Details" on the right side provides you with more information about the enquiry including:
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Column 1
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Venue - What venue the client enquired with
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Space - What space the client enquired with
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Layout - The client's preferred room layout
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Column 2
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Contact Details - Client's name, email and phone
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Note: For Concierge enquiries, the details of the VenueNow Venue Consultant managing that enquiry will appear, as well as the client's name.
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Company Insights - The client's company name, industry and company size (if known)
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Number of venues - The number of other venues who have received the enquiry
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Column 3
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Details on next steps
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Buttons to respond or update the enquiry
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Audit trail
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The following information is displayed if the enquiry has been updated to "Won"
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Who updated the enquiry
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If the booking amount was updated - Who updated and when
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The following information is displayed if the enquiry has been updated to "Lost"
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Who updated the enquiry
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The "Lost Reason" selected
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Responding To Enquiries
There are two key ways in which you can respond to enquires from VenueNow:
Reply via Email
When a client has enquired with your venue, the primary contact associated with your account will receive an email with the client's event and contact details. The enquiry email is sent from the client's email alias which is a unique email address for that client and enquiry. When you respond to this email address, your response is sent directly to the client.
The reason we use a unique email alias for that client and enquiry is so that we can track if and when the enquiry has been updated for reporting and automatic enquiry status updates.
The client's email alias also appears on your enquiry dashboard in the "Show Details" expanded view.
Submit a Quote
Alternatively, you can respond to an enquiry by submitting a quote. You can do this by clicking the "Respond" button in the "Show Details" expanded view. This will take you to a page to enter details such as:
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Availability
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Pricing
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Message to client
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Attachments
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Your contact details
After submitting your response, this will be sent to the client or for Concierge enquiries, the VenueNow Venue Consultant managing the enquiry.
Updating Enquiry Statuses
Updating the status of enquiries via your dashboard is important for a number of reasons. Firstly, the more enquiry statuses you update, the better your search rankings (ie. you'll appear higher in the VenueNow search results). Secondly, it is important to keep an accurate record of your bookings and booking value to ensure you are getting the most out of your VenueNow subscription. Thirdly, providing feedback on why a booking didn't go ahead (ie. "Lost Reason") allows us to tailor your experience for future enquiries.
Updating an Enquiry to Won
There are two ways in which you can update an enquiry to "Won" (ie. the client has booked your venue).
(1) Click the "Won" button for that enquiry
(2) Click the "Update Status" button in the "Show Details" expanded view, then click "Won"
After clicking won, you will be prompted to update the "Confirmed Booking Amount". This field will pre-fill with the client's original enquiry budget, however we encourage you to update the amount to the correct contracted booking amount for the event to ensure reporting for your venue is accurate.
Updating an Enquiry to Lost
There are two ways in which you can update an enquiry to "Lost" (ie. the client has not booked your venue).
(1) Click the "Lost" button for that enquiry
(2) Click the "Update Status" button in the "Show Details" expanded view, then click "Lost"
If you know that the client is not booking your venue for their event or you have tried following them up multiple times and they aren't responding to you, you can update the enquiry to "Lost". You will then be prompted to provide a "Lost Reason" such as:
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Booked Another Venue
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Event Cancelled
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No Response From Client
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Budget
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No Availability
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Duplicate Enquiry
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Other
After updating the status and providing a reason, the reason will be shown in the "Show Details" expanded view.
Enquiries To Update Button / View
If there are enquiries that require a status update on your dashboard (ie. received more than 28 days ago and are not won or lost), the "Enquiries To Update" button will appear in the top right of your dashboard. The button also includes a counter of the number of enquiries that need to be updated.
Clicking the "Enquiries To Update" button will filter your enquiries to just those that require a status update.
Clicking the "View All Enquiries" will clear your filters and take you back to view all of your enquiries.