Delphi, the Statler Hotel's Salesforce, creates follow-up tasks for sales and catering staff on its own, as inquiries and bookings move through their statuses. This page lists each automatic task, what creates it, who gets it, and when it's due.
Who gets the task. "Owner" means the booking or inquiry owner. "Catering Manager" means the booking's Catering Manager, or the owner if no Catering Manager is set.
Turned on per hotel. Some of the tasks marked AUTO: can be switched on or off for the hotel. If you never see one of them, it's switched off.
Inquiries
| When this happens |
Delphi does this |
| An inquiry is still Open 24 hours after it was created |
Creates AUTO: Follow up on inquiry for the owner, due the next day |
| The arrival date comes and the inquiry is still Open or Working |
Sets the inquiry to Turndown, with Lost Business Reason Default |
| An inquiry is set to Lost or Turndown |
Fills in the Lost Date |
The automatic turndown means an inquiry left open past its arrival date closes itself. Update the inquiry's status before then if it's still active.
Bookings by status
| When the booking becomes |
Task |
Assigned to |
Due |
| Prospect |
Initial Inquiry/Check History |
Owner |
Today |
| Tentative |
AUTO: Contract Due |
Owner |
3 days before the decision date |
| Definite |
Send Thank You and Introduce Conference Planner |
Owner |
The Date Definite |
| Definite |
AUTO: Detail the BEO |
Owner |
45 days before arrival |
| Definite |
AUTO: Call for Guarantee |
Owner |
5 days before arrival |
| Definite, with room nights agreed |
AUTO: Cutoff Date Approaching |
Owner |
5 days before the cutoff date |
| Definite |
POST CON NOTES |
Catering Manager |
The departure date |
| Definite |
AUTO: Send Thank You |
Owner |
2 days after departure |
| Definite |
Prospect to Rebook |
Owner |
30 days after departure |
| Definite, and Commissionable is checked |
Process Commission |
Owner |
The departure date |
More tasks when a booking becomes Definite
These depend on the booking's meeting class and housing method.
Guestrooms (Rooms Only, or Rooms & Catering)
| Task |
Assigned to |
Due |
| Email Reminder (60) Day Release |
Owner |
70 days before arrival |
| Prepare Rooms Resume |
Catering Manager |
15 days before arrival |
| Process Guestroom Attrition |
Owner |
The day after departure |
Rooming list (housing method Rooming List, or Rooming List & Call In)
| Task |
Assigned to |
Due |
| Send Rooming List Form |
Catering Manager |
75 days before arrival |
| Check for Completed Rooming Form |
Catering Manager |
7 days before the cutoff date |
Call-in housing (housing method Individual Call In, or Rooming List & Call In)
| Task |
Assigned to |
Due |
| Send On-Line Booking Link |
The booking's Service Manager, or the owner |
The day after the Date Definite |
| Send Pick-Up Report Rolling Task |
Catering Manager |
120 days before arrival |
The pick-up report repeats. When you complete Send Pick-Up Report Rolling Task, Delphi creates the next one, due closer to arrival. It stops once the task you completed was due within 7 days of arrival. Reopening a completed one and completing it again doesn't create an extra.
Catering (Catering Only, or Rooms & Catering)
All are assigned to the Catering Manager.
| Task |
Due |
| Send Menus/Advise Client of Planning Timeline and Due Dates |
90 days before arrival |
| Call Planner to Start Discussing Menus and Resume Details |
60 days before arrival |
| Call Planner to Finalize Menus |
35 days before arrival |
| Call for Signed BEO(s) |
14 days before arrival |
| Call for Guarantees 5 Days Before Arrival |
7 days before arrival |
Late Definite bookings. No task is due earlier than the date the booking last changed status. For a booking that goes Definite close to arrival, tasks whose normal date has already passed are due right away.
Deposits and charges
When a Charge transaction is added to a booking, Delphi creates a call task named for the charge, for example "Initial Deposit for [booking] due [date]". It's due 7 days before the charge date.
- Initial deposit: assigned to the owner.
- Other charges: assigned to the Catering Manager.
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