How to edit the group quote forms?

Collecting strategic information, such as quotes for groups, is easy and efficient with our virtual assistant. Set up custom and unique forms for this type of reservation to streamline the collection process and improve the customer experience. Your reservation center will be able to respond accurately, elevating customer service to a higher level and increasing your hotel's bookings.

Topics Covered:

Benefits

Types of Fields

Step by Step

Benefits

For managers, supervisors, and directors:

1. Autonomy and Flexibility: Customize the lead capture form for groups according to the company's internal strategy.
2. Group Definition: Choose the minimum criteria to consider a reservation as a group, based on the number of people, rooms, or adults.
3. Customized Questions: Register specific and relevant questions for your hotel's reality.
4. Enhancement of Marketing Strategy: Collect valuable data about groups that can be used to target specific marketing strategies.

For reservation center agents:

1. Relevant Quotes: Receive only quotes that meet the established minimum criteria, saving time and effort.
2. Elimination of Unnecessary Work: Avoid the need to manually verify if a quote meets group requirements.
3. Quick Action on Leads: Streamline the lead qualification process in your negotiations, focusing on genuinely interesting opportunities.

Types of Fields

To make your form more dynamic and adapt to the type of information you need to collect from customers, we have defined different configurations for the fields you wish to implement in the chatbot:

• Text: Free-text input field, typically used for information like name, address, or comments.
• Number: Numeric input field, used to collect information such as age or quantities.
• Dropdown List: Selection field that presents a list of options for the user to choose from. Useful for collecting information like marital status, country, or room type.
• Date: Field used to collect date information, such as the guest's arrival or departure date.
• Phone: Field used to collect phone number information, with numeric format validation.
• Email: Field used to collect email address information, with email format validation.

Step by Step

1. Access your Administrative Panel.
2. Click on Settings.
3. Now, click on the Forms option.
4. Upon accessing the form screen, all pre-existing forms in your chatbot will be available for you to edit. Simply choose the Request for Group Quote option and click on the pencil icon on the right side of the screen.
5. Fill in the necessary fields to activate the group quote form:

• Destination Email: Here, you should enter the email address responsible for handling group budget and reservation inquiries, as all forms submitted by the robot will be sent there.
• Group Definition: In this field, you should enter the minimum number of guests that the hotel considers as group
• To activate this option, simply check the box to Specify minimum quantity.
• Then choose one of the reference units to configure a group: number of rooms, people, or adults.
• After selecting the unit, enter the minimum quantity using numbers only.

With this configuration activated, your virtual assistant will present a filter with this minimum quantity for groups. If the traveler selects the option related to the limit, they will be directed to the group quote form; otherwise, they will be directed to the conventional quote.

This configuration is extremely relevant to optimize the service of your reservations center specializing in groups or events, as it will receive and work with more qualified leads, leading to more conversions.

• Introduction Message to the Form: Here, you should configure the message that your virtual assistant will send after the selection of the group quote option, as an introduction to the form.
• Predefined Fields: This configuration will display the most common and important fields for composing a form. In this context, fields that are already selected in a lighter color are mandatory fields for the quote context, information that is important for the reservations team. The unselected fields are optional and can be made available in the form after you enable them in your panel.

• Custom Fields: In this configuration, you can create custom question fields to request more information from the lead. You can edit or create new fields and define them as mandatory or optional. In this context, it is important to only include essential questions for your service because it is validated that the more questions in a lead form, the lower the conversion rate. The step-by-step for registering these options is as follows: Write the question you want to ask in the first field. Choose the response format (text, number, dropdown list, date, phone, or email). Choose whether the question is mandatory or optional.
• Message to be displayed by the robot after the group form is sent: Write the text you want to be displayed immediately after the robot sends the group form in the conversation with the traveler.