Booking Statuses and Pipeline Stages are used to track the sales process and history of a Booking.
Properly identifying this information, and understanding the subtle differences between the two is crucial in order to properly manage your sales cycle and report accurately.
What are the Booking Statuses & Pipeline Stages?
Booking Statuses
There are four Booking Statuses, which are hard-coded in Event Temple. When a Status is updated, the details are saved within Event Temple & can be used for reporting. Statuses are color-coded for easy differentiation throughout the app.
Status also applies to the Group and Events within a Booking. Groups and Events can have a different Status to their Booking.
Lead (grey) - An Initial Inquiry, they haven’t booked yet
Tentative (yellow) - They haven’t booked yet but they’ve asked you to “pencil it in” or the contract is sent but not signed. This is the same thing as a “hold”.
Definite (green) - They have agreed to book with you and have signed your legal Agreement/Contract/Offer.
Lost (red) - The business was lost. They may have booked with another property or you turned the business down.
Pipeline Stages
Pipeline Stages are used to track Bookings throughout your sales process and are used in conjunction with Booking Statuses.
New properties will come with the following Pipeline Stages, which are customizable by any Admin User Role so will differ for each property based on what parts of the customer journey you'd like to track.
New Inquiry: This stage represents the initial contact or inquiry from a potential customer. This could be a phone call, email, website inquiry, or walk-in where the customer expresses interest in the hotel’s services. The customer’s contact information and basic requirements are usually captured at this point.
Qualifying: This is where the sales team assesses the potential customer’s needs and fit. They determine the customer’s requirements (like dates, room type, event services), budget, and decision-making authority. The goal is to understand whether the customer is a good fit for the hotel’s services and whether to proceed further with this lead.
Proposal Sent: After qualifying the lead, the sales team creates a tailored proposal based on the customer’s specific needs. This proposal could include room rates, event packages, or any other services that the hotel offers, and is then sent to the potential customer for review.
Contract Sent: Once negotiations are successful, a formal agreement or contract detailing the final agreed-upon terms (like pricing, duration of stay, services to be provided) is sent to the customer for signature.
Confirmed: This is the final stage where the customer has agreed to the terms in the contract, signed it, and usually made a payment (either deposit or full amount) to confirm
How to Change a Booking's Status
From The Pipeline
Click on the down arrow
Select Change Status
Select the new Status & Date
Click Submit
From the Booking Summary Page:
Click on the current status
Change the status
Click Save
How to Change a Booking's Pipeline Stage
From the Pipeline:
To change one Booking's Pipeline
Click & Drag the Booking to the new Pipeline Stage
To change multiple Booking's Pipeline Stage
Click the checkbox on the relevant booking/s,
At the top of the page select batch action
Select Change Stage
Select Apply
Select the new Pipeline and Stage from the dropdown
Click Submit
From the Booking Summary Page:
Open the Booking you wish to change
At the top of the Booking Summary Page, click on the Pipeline Stage
Alternatively, to change to a Stage found in a different pipeline entirely:
Open the Booking you wish to change
Select the Pipeline name (Written out as "Pipeline Name > Pipeline Stage")
Select the new Pipeline & Stage from the dropdown
Click Submit
Reporting on Booking Status and Pipeline Stage
Use the Filters in Booking Lists and Reports to view specific Bookings with a specific Status, Status Date, or Pipeline Stage.
Multiple Filters can be added to further narrow down the parameters of the report you are viewing. Filters can be saved by using the Save View feature.
Filter Calendars by Booking Status. If a status is unchecked, the Booking will be hidden from the calendar. This option is based on each user.
Important Considerations About Booking Statuses and Pipeline Stages
Both the Booking Status & Pipeline Stage need to be updated manually.
When updating a Booking Status to Lead/Tentative/Definite you have the option to update the Group and/or Events status at the same time. Simply check the boxes as is appropriate for your needs.
If a Booking Status is changed to Lost, any associated Groups and Events will also be changed to Lost. You also have the option to add a Lost Reason to properly track your lost business.
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