Capture hotel group and corporate requests by email and prepare the offer
Minutes after a request is forwarded it is in the CRM, and the same thread holds availability and an offer draft.
- Trigger
- Email to the agent inbox
- Guide value
- ≈ 15 minutes per property and day (estimate)
- Systems
- PMS / Channel manager
- CRM & leads
Today
Type up every group request, check availability, log it in the CRM and write an offer from scratch.
Afterwards
Minutes after a request is forwarded it is in the CRM, and the same thread holds availability and an offer draft.
How to set it up
- 01
Describe the task
In plain language, the way you would explain it to a new colleague. The description below is a starting point.
- 02
Review the first run
Discontinue shows you the result before anything runs on a schedule.
- 03
From then on it runs
On a schedule or when something happens. You can change it in chat at any time.
When someone on the team forwards a group or corporate request to your inbox: pull out company, contact person, dates, number of rooms, room types and meeting needs. Check in the PMS whether enough rooms are free for the dates. Create a deal in our CRM or update the company’s existing one, with the request as a note. Reply to your colleague in the same thread with a short summary, availability per night and an offer draft based on our group terms. Don’t write to the customer yourself.
Step by step in the documentation: Create an agent in chat.
What the result looks like
The agent works from your description and reports what it did and what is open.
What stays with you
You negotiate offers and terms. Discontinue writes to no customer; your sales team sends the offer.
- Request
- Corporate conference · 35 rooms · 12–14 Mar
- Availability
- 12 Mar: 35 free · 13 Mar: 28 free
- CRM
- Deal created · company already on file
Sample data. Your output uses your property’s data.
Systems and permissions
| Software, any one of them | Access | What for |
|---|---|---|
| PMS or Channel manager | read | Check availability for the requested dates |
| CRM & leads | read and write | Find or create company, contact and deal, add the request as a note |
| Knowledge & SOPs (optional) | read | Look up group terms and the offer template |
Apaleo
Oracle OPERA Cloud
Cloudbeds
Beds24
Hospitable
Channex
Pipedrive
Attio
Close
Notion
CodaWhich data and actions are available depends on each system’s interface. When you connect a system you decide what is granted; every run is logged.
Frequently asked questions
Does the customer get the reply?
Only if they are copied: the reply goes to whoever forwarded the request and everyone they copied. So forward requests without the customer in copy.
Which permissions does “Capture group requests” need?
PMS or Channel manager (Apaleo, Oracle OPERA Cloud, Cloudbeds, Beds24, Hospitable, or Channex): read, Check availability for the requested dates; CRM & leads (Pipedrive, Attio, or Close): read and write, Find or create company, contact and deal, add the request as a note. When you connect a system you decide which areas and actions are granted. Everything else stays off-limits.
What happens when a rule does not apply?
Agents only work with the systems and actions you granted. Where a rule does not apply, a person decides, and every step is logged.