Event Temple offers a range of features to help you track booking changes, manage statuses, and troubleshoot common issues. This guide provides an overview of key functionalities and best practices to ensure smooth booking management.
Tracking Booking Changes
Using the Change Log
The Change Log is a powerful tool for tracking booking activities. It provides a detailed history of changes, including status updates (e.g., Proposal → Tentative or Proposal → Lost) and identifies who made the changes. To access the Change Log:
Open the booking record and navigate to the Change Log tab.
Use your browser’s find function (Ctrl/Cmd + F) to quickly locate specific entries.
This feature is particularly useful for auditing and understanding the lifecycle of a booking. However, note that reports reflecting these changes are currently under development, so changes must be reviewed individually.
Booking Graphs Report
The Booking Graphs Report allows you to visualize trends in booking status changes over time. You can filter the report by status change dates (not just booking creation dates) and break down data by user or pipeline stage. This is ideal for identifying patterns in conversions or deal movements.
Weekly Tracking with Booking List Report
For weekly tracking, use the Booking List Report:
Filter by status change dates instead of booking creation dates.
Specify transitions, such as "Lost Date = this week."
Group results by user to get a snapshot of team activity.
This report provides a clear overview of recent booking changes and team performance.
Managing Booking Statuses
Marking a Group as 'Lost'
You can mark a group as 'Lost' at any time, even if it is synced with Cloudbeds. Here’s how:
From the Booking Summary: - Click Edit next to the group name. - Change the status to Lost. - Click Save.
From Inside the Booking: - Click the current status in the top-right corner. - Select Lost. - Click Save.
Marking a group as 'Lost' will automatically cancel the group in Cloudbeds, unlink it, and retain all data in Event Temple. This is the safest way to remove a single group from the sync without affecting other bookings.
Changing Status from 'Lost' to Another Status
If a booking is marked as 'Lost,' it is archived by default. To make it visible in the pipeline again after changing its status:
Open the booking and check the Change Log to confirm it was archived.
If the booking is archived, unarchive it: - Click the booking’s current status and save any changes. - Click Actions (top-right) and select Unarchive.
Once unarchived, the booking will reappear in the pipeline view.
Troubleshooting Booking Issues
Checking Linked or Deleted Bookings
To verify if a booking was linked to a specific contact or deleted:
Open the contact record and navigate to the Change Log tab.
Look for entries indicating the booking was linked or deleted.
If no relevant entries are found, there may be no record of the booking being linked or deleted from that contact.
Resolving Missing Bookings in the Pipeline View
If a booking does not appear in the pipeline view after being marked as 'Lost' and then changed to another status:
Confirm the booking was archived by checking the Change Log.
Unarchive the booking as described in the previous section.
Ensure the pipeline view includes unarchived items.
This process ensures that all active bookings are visible in the pipeline.
Best Practices for Booking Management
Regularly review the Change Log for a clear history of booking activities.
Use reports like Booking Graphs and Booking List to track trends and team performance.
Always unarchive bookings when changing their status from 'Lost' to ensure visibility in the pipeline.
For synced systems like Cloudbeds, follow recommended workflows to avoid data inconsistencies.
By leveraging these tools and practices, you can efficiently manage bookings and address common issues in Event Temple.