The Sales Calls command allows you to generate a record of any interaction you have with a guest or company contact, and is part of your Guest Relations, aiding you in keeping your relationships with potential and past guests alive. You can also view these record entries using the Sales Call command, or you can produce a Sales Call Report to view specific information on your Sales Call records.
Sales Calls should be added for any type of activity, allowing you to always have a record of what transpires between users at your Property and the contact.
NOTE: There are two schools of thought when entering in Sales Calls: add a new call in every time you speak with the client, or have one call per client and continue to edit it. It is important to note that if you use the Sales Calls report to show how many Sales Calls a manager made during a specified time period, the manager will only get “credit” for a new Sales Call. If you use an “ongoing” Sales Call protocol, where you modify the same sales call each time you speak with a client, rather than generating a new sales call each time you speak with the client, you will only get credit for one Sales Call. If your Property is one that does not add a new Sales Call in each time, Skyware Systems has added two date fields, the original date and the contact date.
Sales
Calls information for any particular guest or group can be accessed from anywhere you see a Red Telephone icon in the toolbar.
This includes Guest Information, Guest Stay Information, Group Information, and Group Stay Information records.
If you are not already in a guest, account or stay record, you will use the Sales Call command in the Sales and Catering Area of Skyware to open the "Sales Call For ..." screen, and select the contact record you wish to edit, or generate a new entry.
If your Property does not currently have our Sales and Catering Module and you are interested in adding it, please contact us at Sales@SkywareSystems.com.
To access the Sales Calls command:
The Sales and Catering Menu may be reached either directly from the Quick Menu, or by using the Full Menu and selecting Sales and Catering => from the Other section.
1. Select Sales and Catering => from the Quick Menu (left side of screen).
OR
2. Select Sales and Catering => from the Other section of the Full Menu,
Click the icon on the left for the Full menu.
This will display the Full menu in a tabular form, with four sections, Registration, Status, Cashier and Other.
Select Sales and Catering => from the Other section.
This will display the Sales and Catering menu in a tabular form, with four sections, Selling Tools, Groups, Sales Reports and Catering Reports.
The Sales Calls command is in the Selling Tools section.
To use the Sales Calls command:
When the Sales Calls command is selected, the Sales Calls For ... screen will open.
The Sales Call For ... screen display is split into two frames, with the left side of the screen listing any already configured Sales Call records for the Property and the right side containing the fields you need to complete in order to add or edit a Sales Call for the property. The screen will open with the details of the FIRST record in the list of records on the left shown on the right. Any changes made on the right, once saved, will be updated in the listings to the left.
Note: If you entered the Sales Call screen using the telephone icon from a SPECIFIC guest or group record, only Sales Call records pertaining to the record you entered from will be displayed on the left. The Sales Calls command shows ALL Sales Call records.
The currently configured options are displayed by:
Closed: The Sales Call is either open or closed. You may choose to group them by No for calls still open, or Yes for closed.
Original: This is the date that the Sales Call was originally ENTERED into Skyware Systems.
Company: This is the name of the Company associated with the sales Call, if there is one.
Last Name: This is the last name of the guest associated with the Guest ID.
First Name: This is the first name of the guest associated with the Guest ID.
Note: These fields may be blank if the ID is associated with a Company only, with no primary contact selected.
Call Type: This is the type of call made, was it a cold call or a follow-up call?
Call By: The Sales Call was made by this User.
Contact Date: This is the date that the Sales Call was last updated. This field will always have an entry, however depending on how your Property performs Sales Calls, it may or may not be the same as the Original Date.
Your options include the following:
Generate a new entry:
Click the New 
button from the toolbar to add a new Sales Call record.
Complete the fields described below.
OR:
Select an existing Sales Call from the list on the left, and click the Replicate 
button from the toolbar. Then change the field information as described below.
Edit the current selection:
Change the field information described below.
Guest ID: If you know the Guest ID number, enter it into the field manually. Otherwise, click on the gray "more options" box to the right to open a separate pop up window for you to search for and select from the correct ID for this Sales Call record to be associated with.
It is suggested you save (using the Save icon in the local tool bar) the record as soon as you have selected the Guest ID, and then subsequently edit the additional fields below.
This field is required.
Note: Once you have selected the Guest ID and saved the new Sales Call record, the selected contact information appears at the top of the screen (the screen title will now display the Guest ID name after the words Sales Call For (for example, Sales Call For Company X).
Primary Contact: Once you have selected the Guest ID AND saved the new Sales Call record, if the account connected with the Guest ID number has MULTIPLE contacts associated with it, you will be able to select from the drop-down menu the contact that you spoke with for this Sales Call.
Title of Sales Call: This is the Title of the Sales Call record, and should be a short description of the reason for the call. For example, Menu Change, or Future business.
Call By: The Sales Call was made by this User. The field is a drop-down menu of all Users associated with the Property. Select the correct name.
This field is required.
Comments Section: A detailed description of the reason for the Sales Call should be entered here, adding in what transpired between you and the client.
Original Date: The date you began this Sales Call entry. Skyware Systems will AUTOMATICALLY complete this field.
This field is required.
Next Step: The next course of action you need to take after this Sales Call. These are activities that your managers perform to hopefully generate more business for your Property. This is a drop-down menu of specified actions for you to select from.
The Next Steps selection options available here are part of the Property and System Configuration area of Skyware.
This field is required.
Contact Date: This should be the last time you spoke with the client in reference to this Sales Call. Select the correct date using the drop-down options or using the calendar icon.
Note: If you are keeping your notes in one ONGOING Sales Call, this should be updated each time you speak with the client. If you add a NEW Sale Call record each time, the date will default to the current date and you will not need to change it.
This field is required.
Call Type: This is a drop-down menu, choose the relevant type. Was this Sales Call a Cold Call, or was it invited or expected? Was it a follow-up to a previous call? The Call Types selection options available here are part of the Property and System Configuration area of Skyware.
This field is required.
Trace Date: This should be the date you (or the User you select for the Trace to be directed to) want to be reminded of this Sales Call through your Personal Tracing Calendar in order to follow up. Select the correct date using the drop-down options or using the calendar icon.
This field is required.
Trace To: This is the User at your Property that should receive the Trace in order to follow up. This will default to the User that is logged into Skyware Systems. The field is a drop-down menu of all Users associated with the Property. If the User to receive the Trace is NOT the current User, select the correct name.
This field is required.
Closed: Once you have completed the next step for this Sales Call or if the call does not require any further action or a forward trace (you don’t need to be reminded about it for follow-up through traces), check the box marked Closed.
Closed Date:Enter the date this Sales call record was closed. Select the correct date using the drop-down options or using the calendar icon.
This field is required IF the Closed check box has been selected.
Note: If the call is closed, there is no need to enter a “next step” or update the trace date. A “Closed” call will not appear on trace lists.
When you are finished adding or editing a Sales call record, click the save button (
) in the local tool bar.
Date Updated June 15, 2021