How to associate guests to lessons
Every ski school guest can be created in the system. This will include their contact details and additional information such as Notes, Note Dietary and Note Medical.
Each lesson booked can be associated with one (group lessons) or more (private lessons) guests. Linking guests to bookings allows you to track all lessons for a guest and keep a complete lesson history.
If all guests are added it is also possible to manage guest check-in by linking all guest to an RFID chip ID, this is the technology used in many lift tickets. A guest can also be identified by scanning their lift ticket.
Guests can be entered by the customers themselves and associated with lessons during booking using the booking engine. This can also be done by booking agents or users within RoomBoss.
To remind staff and agents to link guests to bookings:
Navigate to Accounts → Edit Account Details
Enable:
Warn agents they need to link guests to bookings
and/or
Warn users they need to link guests to bookings
The top of the Edit A Booking page will display the reminder:
Customers can associate themselves to each lesson when they book using the booking engine. However, if a booking is manually entered or is received without each guests’ information, guests can be manually added to their lessons:
On the Edit A Booking page for the booking.
Open the Guests tab.
Click Edit in the Additional Guests section. Fill in the details for each guest clicking Add after each entry
Once all guests are added click Save.
Navigate back to the main booking tab, click Edit in the Guests section. Select the guest(s) for each individual lesson, and click Add. When you have added all guests to all lessons, click Save.
Agents can enter guests and associate them with lessons inside their account.
However, only the lead guest of a booking is shown in the ski school account (the vendor), therefore the association and agent guests need to be copied into the ski school account.
This can be done using the Copy Guests function:
Navigate CRM → Manage Guests → Copy Guests
Enter the desired date range From and Until, click Submit.
Guest information and lesson associations will be copied into your account.
It is recommended to check that all lessons are properly associated with guests on a rolling basis. You can check associations using the Check Bookings function:
Navigate to CRM → Manage Guests → Check Bookings
Enter the desired date range From and Until, click Submit.
A list of bookings will be displayed, click on each one to check for association.
On a rolling basis, check bookings x days in the future and follow up as necessary.
Each morning, use the Copy Guests function to copy guests and associations. Then use Check Bookings throughout the day to locate bookings that are not associated with guests and follow up as a priority.
The maximum date range for Copy Guests and Check Bookings is 7 days.
