How to create a new Enquiry
New enquiries will arrive directly in your inbox as new leads when you put your Sonas contact email details on your website’s enquiry form. However if your lead is generated from a phone call or a client walks into your venue, you can manually input the enquiry details into Sonas too.
Step-by-step guide:
Click on Events in the side-menu.
In the sub menu, click on Create Enquiry.
In the Create New Enquiry page, fill out all of the boxes including:
VenuFew readersHow to change the status from Enquiry to Date-on-Hold
Once you have had one or several meetings (and discussions) with your enquiries, you can provisionally put a Date on Hold in your calendar to ensure that their preferred event date(s) is reserved for their event while you negotiate and finalize the contract.
Step-by-step guide to move an Enquiry to Date on Hold:
To put the date on hold for the couple, click on the General section of your customer’s event sub menu.
Click the Actions menu in the top rightFew readersWhat the Activities and Notes sections are for each event
Activities and Notes for each event
The Activities section tracks any events associated with the event (i.e. Meetings, tastings or phone calls to clients) as well as any significant changes in the event´s status e.g. moving from provisional enquiry to a more formal date on hold. Notes can be added to any page on Sonas to highlight actions or log any extra activities, details or concerns associated with that particular section. The full list of notes caFew readersHow to change a Date-on-Hold Enquiry to a Pre-Confirmed Event
You have an Enquiry with the provisional status of Date-on-Hold. Once you have agreed on event packages and associated costs with your customer, you can now Pre-Confirm the event. At this stage you will confirm included guest numbers (the number of guests included in the package, not the final guest count), assign drink and food packages, and create the Terms and Conditions. Here is the workflow to convert a Date-on-Hold Enquiry to a Pre-Confirmed Event.
If you cannot see this section or getFew readersHow to change a Pre-Confirmed event to Confirmed
When you have changed the wedding status to pre-confirmed (and the customer has an email with access to their Sonas portal) you must wait for them to accept your terms and conditions. Once they have accepted these you can change the status of the wedding from pre-confirmed to confirmed and the joint planning of the event in Sonas can begin.
Confirming an event from the pre-confirmed status
Step-by-step guide:
The email received by the customer will be based on the template welcFew readersHow to add a contact form to your website
If you want to add a contact form to your website which directly creates enquiries in Sonas, you just need to create an external embeddable form of type "Enquiry" like described here.
Once you are done, whenever a visitor submits the form, messages will appear directly in your inbox (if you allow to select multiple venues, one message will be created for each venue) with all the extra information that was collected through your website, includiFew readersHow to exhaust an Enquiry
To close a live enquiry you will need to exhaust it within Sonas.
Step-by-step guide:
To exhaust an enquiry, click on the General section of your customer's event sub menu.
Click the Actions menu in the top right hand corner and then Exhaust.
This will take you to another page where you can indicate the reason for shutting down the enquiFew readersHow to use the People Section
Each Enquiry and Event in Sonas has a subsection to manage People. Event People The People section allows you to identify all individuals that are directly part of the planning of the event. This would likely include the couple, maybe the person financially responsible for the event, or even an outside event planner. Sonas uses the email address of individuals in the People section to associate incoming messages to events.
(https://storage.crisp.chat/users/helpdesk/website/-/d/5/c/e/dFew readersHow to use Ceremony Availability
If your venue has one ceremony area that is used for multiple events in a single day, you can use Sonas to define the availability of the ceremony space to manage multiple events in a day with ease. For example, you have a chapel on site and multiple reception and dining areas, you can have say three defined ceremony times for the chapel, and then assign different reception and dining areas to each event, thus hosting three weddings in one day. This option will not be used by all venues, as manyFew readersHow to create external forms
Embedded forms can easily be added into your own website so you can receive enquiries or viewing/meeting bookings directly from your website in Sonas. Enquiry forms will create a new enquiry, while appointment forms link to calendar availability that you define. See: Defining Venue Availability for Appointments to learn more.
If you cannot see this section or get permission denied messages with any of the actions, pleaseFew readersHow to Add New People/Customers
Every enquiry and event in Sonas has a People Section. This is where you mange the customers associated with events, including their email access and planning portal access.
For information on the People Section as a whole, please see How to Use the People Section
How to add a new customer to the People Section
Navigate to and event's People Section, Event People
Go to Actions + Add Customer
(https://storage.crisFew readersHow to Set the Main Customer
Every enquiry and event in Sonas has a People Section. This is where you mange the customers associated with events, including their email access and planning portal access. Every event has to have a Main Customer, this article will show you how to set a Main Customer.
For information on the People Section as a whole, please see How to Use the People Section
How to set a Main Customer
Navigate to an Event's People Section, Event >Few readersHow to Give Planning Portal Access from the People Section
Every enquiry and event in Sonas has a People Section. This is where you mange the customers associated with events, including their email access and planning portal access. This article will show you how to give a customer access to the Planning Portal.
For information on the People Section as a whole, please see How to Use the People Section
Video Tutorial
How to Add Planning Portal Access to a CustoFew readersHow to Revoke Planning Portal Access
Every enquiry and event in Sonas has a People Section. This is where you mange the customers associated with events, including their email access and planning portal access. This article will show you how to remove or revoke a customer's access to the planning portal.
For information on the People Section as a whole, please see How to Use the People Section
How to Revoke Planning Portal Access to a Customer
Click on the individual'sFew readersHow to Use Event Labels in the Sales Process
Event labels are a great way to manage what step of your sales process each enquiry is on. The Enquiry status can be huge, event labels is a way to create your own sub-status labels for enquires.Few readers