- Slides: 23
Visit Savannah Extranet Tutorial JANUARY, 2018
How to Log In to the Extranet Go to the Member Extranet: https: //savannah. extranet. simpleviewcrm. com Username: Your username is your email. Password: You should have received an email with your password but if you do not have it, you have two options: 1. Click “Forgot Password” and a temporary password will be emailed to you. You will have to change your password once you log in. 2. Contact Us at 912. 644. 6434 to have us reset your password
Introduction to the Navigation Menu Home Screen – This button will always bring you back to the Extranet home page Profile – Review your membership information, contacts and renew your membership dues Collateral – Update the information that appears on Visit. Savannah. com: Add/Edit your description, social media, events, special offers, images, videos and much more! Opportunities – Manage RFPs and Service Requests sent by our Sales and Tour/Travel teams Reports – Member to Member Discounts, Convention Calendar, Convention Alert and Monthly Definite reports
Home Page If you are associated to more than one membership, a list of your accounts will be listed here. Pay attention to what account you’re accessing so that you make edits to the correct account. We will periodically post “How To” guides, upcoming chamber event information or other important notices in this section. You will be notified if a new entry is posted.
I don’t see some of the menu buttons Non-Hospitality members will not have access to certain sections available to Hospitality Members – see the chart below. Hospitality Members have access to some sections not available to Non-Hospitality members because it allows them to edit their member page on Visit. Savannah. com OR to receive request for proposals from our Convention Sales and Tour/Travel teams. )
Legend ACTIONS § Pencil – Allows you to EDIT this section § Eye – Allows you to view only, no edits § Upside Down Triangle – Drop down menu Click this button to edit this section Click this button to return to the previous screen After you make your edits in each section, please make sure you click this SAVE or your changes will be lost. Note: You will not see your changes immediately online. Instead, a member of our staff will be notified of the changes you made and these will be submitted through an approval process. Please allow up to 10 business days for the changes to take place.
Profile: Accounts In this section you will have the options to manage information (amenities) about your property and manage your meeting space; depending on your industry. NOTE: Some of these sections populate the information that appears on your member page of Visit. Savannah. com and will be explained in the next few slides.
Management: Amenities General § § Account ID, Account Name, Region, Email, Website, Address, Phone, Fax, Major/Minor Code AAA, Military, Senior Discounts Neighborhood & Communities Accommodations § § Family Friendly, Free Breakfast, Pet Friendly *Airport Transportation, Fitness Center, Parking, Pool, Refrigerator, Restaurant/Bar On-site, Sauna/Hot-Tub, Spa, Number of Doubles, Number of Singles Restaurants § *Alcohol Beverages served, Bus Parking, Meals served, Outdoor Seating, Private Dining Capacity, Private Dining Rooms Available § Cuisine type Wedding Facilities § Description of your property that would interest Brides/Grooms § Upload up to six images (Image must be a minimum of 900 pixels wide) Event Venues § Description of your property that would interest groups looking for meeting space Attractions § *Group maximum/minimum, group menu available, rates To edit your business contact information please contact us at 912. 644. 6434 * Asterisk indicates this information is only used internally by our staff.
Manage: Meeting Space Standard Amenities § Number of Meeting Rooms § Largest Room Capacity § Exhibits § Description § Large Floorplan File Images § Upload up to six images (Image must be a minimum of 900 pixels wide) Meeting Room Information § Room Name § Theater, Classroom, Banquet and Reception Capacity all this information will populate your page on visitsavannah. com
Profile: Contacts NOTE: To add or remove a contact, please contact us at 912. 644. 6434 § In this section you will see a list of the contacts associated to your membership profile. § You can sort the list of contact by clicking on any of the headings (Actions, Full Name, Accounts, Title, Email or Contact Type) § Contact Type is important to pay attention to because it will indicate who your Primary Contact is, along with your Secondary Contacts and any Inactive contacts
Profile: Invoices § In this section you will see a list of your paid/unpaid membership renewal invoices § You can sort the list of contact by clicking on any of the headings (Actions, Invoice ID, Account, Type, Invoice Date, Invoice Amount, Balance Due, Payment Date, Description) Click this button to go to our secure payment portal
Collateral: Listings The listing type “Visit. Savannah. com” affects your member page on our website, Visit. Savannah. com: View your company information (address, website, phone) as it appears on our site § You cannot edit these yourself, please contact us at 912. 644. 6434 to make any changes View the list of images on your page § Upload up to 12 images (Images must be a minimum of 900 pixels wide) Add a general description of your property that would interest leisure travelers Trip Advisor and YELP – Choose your category and tell us if you want your reviews to show up on our website or not
Collateral: Special Offers § In this section you will be able to add Special Offers and Member to Member Discounts Special Offers – these special offers will show up on Visit. Savannah. com and are available to the public Member to Member Discounts – these discounts can only be seen on the extranet, under the REPORTS section and are only available to other chamber members § § § Choose a category: Places to Stay, Food & Drink, Shopping, Attractions & More, Tours & Adventures Select Offer Dates: Redeem From/To, Post From/To Add an Image Add Offer Title, Link, Description NOTE: Under “Offer Listing”, make sure you pick the Visit. Savannah. com listing so that it shows up on Visit. Savannah. com Add the Phone, Email, Disclaimer and Special Offer Code related to the special offer Indicate if this is also a member to member discount by selecting YES or NO
Collateral: Calendar of Events § In this section you will see a list of your events or events that are being held at your property. § § § If the event was entered by another member that indicated your property was the “location” – you will not be allowed to make edits to that event. If you feel your property was listed as the location by error, please contact us at 912. 644. 6435 and we can make the change for you. § § Start Date, Start/End Time, Recurrence (Daily, Weekly, Monthly, Yearly) Event Title, Description, Category Contact, Email, Phone, Website, Admission Price ***Venue Listing – if the event location is another member of the chamber, look for their listing by typing in their name in this field (the rest of the location fields will be automatically populated for you) If the location is not another member then fill out the location fields (Address, City, State, Zip) Add one image related to the event
Collateral: Media In this section you have the ability to add up to 12 general leisure images and 1 You. Tube video Image Specifications: § Add up to 12 images § At least 960 pixels wide § High-res (if possible) § Landscape view is best § JPG, GIF or TIFF files are accepted Video Specifications: § Must be hosted on You. Tube
Member to Member Discounts These are special offers available to you from other Chamber members Reports *Please limit to one mailing per client, and do not add them to your general mailing list. If clients are overloaded by mailings, we will stop giving out all client contact information. Convention Alert This section is a list of next month’s Savannah meetings with over 200 attendees. Custom Definite Convention Calendar Report This section lists all meetings, reunions and conventions coming to Savannah within the next year. Contact name and a mailing address is included*. Member/Partners Definite Report This section is a list of all meetings, reunions and conventions booked last month by the Visit Savannah sales team.
Opportunities: RFPs After you click the RFP icon and then RFPs, you will be presented with your property’s Sales and Tour Leads. The filters in this grid determine what Leads are presented. You can change your filters to narrow your results. This is done by editing the filter fields and clicking the Apply Filters button. By Default, you will see all of your Open Leads and Opens Leads you have already bid on.
Opportunities: RFPs (cont’d) § On the RFP page, your leads will be listed in a grid under the filter/search box. § To Sort through leads– click on the column header that you wish to sort by. § You can change the column headings to your preference by clicking the sprocket icon in the top right corner of the data grid. § Group Type – this column specifies whether the lead is Meeting Sales or Tour/Travel. § To view a Lead, click on the Eyeball icon or the Lead Name
Opportunities: RFPs (con’t) § You can skip to different sections of the lead by clicking the left navigation. § Attachments can be found in the Lead Information section. This is a picture of the “Lead Information” page, the attachment is listed under “Meeting Specs”
Opportunities: RFPs (cont’d) § When adding/editing your response, you will need to tell Visit Savannah if you are pursuing the business by selecting Yes or No to the Pursuing this Lead option
Opportunities: RFPs (cont’d) § The Room Information section of the response page is where you can enter the number of rooms, by room type, that your property can commit to for this Lead.
Opportunities: RFPs (cont’d) § To attach a proposal to your response, scroll to the File Attachments section of the response page and click the Attach File button, to browse for the attachments. You can also click and drag your attachment from your computer to the attach file section. § Once you have finished entering all your response information don’t forget to click the save button!
Lead Status Glossary On the extranet you will see 10 different statuses in which a Lead can be in: Closed / No Bid Sent: These Leads can be Tentative, Definite, Lost, or Cancelled. The Closed/No Bid Sent status signifies this is business your property did not bid on and the response due date has passed. Open: These are Leads in a tentative status that your property has not bid on and the response due date has not passed. Open / Bid Sent: These are Leads in a tentative status that your property has already placed a bid on and the response due date has not passed. In this status, you can update your response at any time. Turned Down: These Leads can be Tentative, Definite, Lost, or Cancelled. The Turned Down status signifies you responded to the Lead, but stated you are not pursuing the business. Closed / Decision Pending: These are Leads in a tentative status that your property has placed a bid on, but the response due date has passed thus you cannot edit your response. Closed / Lost to Another City: These are Leads you were pursuing, but the business has been lost. Closed Cancelled: These are Leads where you won the business, but the group has cancelled. Closed / Won: These are definite Leads in which your property was selected. Closed / Won - Properties TBD: These are definite Leads but the group has not decided on a hotel yet. Closed Lost: These are definite Leads in which your property was not selected for the business.