What You’ll Learn:
How to interpret proposal statuses
How to view and manage received proposals
How to track response rates and engagement
Who’s This For:
Meeting and Event Planners managing RFPs through Hopskip.
Overview:
The Proposal Tracker helps you stay organized by displaying the current status of all hotels you invited to respond.
You can view submitted proposals, follow up with hotels that haven't responded, and monitor overall performance metrics like response and bid rates.
Using the Proposal Tracker:
The Proposal Tracker provides a comprehensive overview of your RFP responses. It allows you to monitor proposal status, track response rates, and manage hotel communications from a single dashboard.
Key Metrics:
At the top of the Proposal Tracker, you'll see aggregated stats:
Requested: Total number of hotels that were requested for a proposal
Received: Number of proposals submitted
Response Rate: % of hotels that responded (regardless of acceptance or decline)
Bid Rate: % of hotels that submitted a proposal
Response Status Breakdown:
Reviewed – Proposal has been submitted and viewed
In Progress – Hotel is reviewing your RFP
Awaiting Reply – Hotel hasn’t responded yet
Decline Rate: % of hotels that declined the RFP (0% in this example)
Response Status Breakdown
The color-coded response status bar shows the distribution of responses:
Hotels that have submitted proposals
Hotels currently in progress or reviewing
Hotels awaiting reply or pending response
Hotels Requested for Proposals
This section provides detailed tracking for each hotel in your RFP list.
RFP Statuses (for Planners)
Here are the main RFP statuses you may see as you manage your sourcing process in Hopskip:
RFP has not been sent: You’ve created the request, but it hasn’t yet been sent to any hotel.
Hotel has not opened RFP / Awaiting Reply: The request was sent, but the hotel hasn’t opened or started reviewing it.
Hotel is reviewing RFP / Reviewing: The hotel received your request and is preparing a proposal.
Hotel Submitted Proposal / Proposal Submitted: The hotel has sent you a proposal in response to your RFP.
Hotel Declined / RFP Declined: The hotel has declined to submit a proposal for your event.
Planner Selected Hotel / Property Selected: You (the planner) have chosen this hotel’s proposal—they’ve won your business!
Planner Declined: You’ve declined this hotel’s proposal.
Contract Signed: You and the hotel have signed the contract—your event is booked.
Planner Cancelled: You’ve cancelled the RFP. All hotels you invited are notified immediately.
Tip: These statuses help you quickly track the status of each RFP and proposal, so you always know your next step.
Proposal Tracking:
Timestamps: Shows exactly when proposals were received, including date and time stamps.
Contact Information: Displays the email address of the hotel contact who submitted the proposal.
Proposal Timeline: You can view the complete proposal history for hotels with previous interactions.
Viewing Hotel Activity Timelines:
This view gives you full visibility into the progress of the RFP for that hotel, along with timestamps and who made each change.
Click the chevron (▸) in the Proposal Tracking column.
A Timeline panel will open, showing every touchpoint, including:
RFP Received
Review Started
Proposal Submitted
Planner Reviewed
Available Actions
View Proposal: Access and review current hotel proposals with detailed rates, terms, and offerings.
View Previous Proposal: Review their historical proposals for returning hotels to compare pricing and terms.
Actions Menu: Access additional options, including:
Follow up with hotels
Edit Contacts
Decline the proposal
FAQs
How do I know when a hotel has responded to my RFP?
You’ll see real-time status updates in the Proposal Tracker. Hotels that have responded will be marked as “Proposal Received” or “Declined.”
What do the different response statuses mean?
RFP has not been sent: You’ve created the request, but it hasn’t yet been sent to any hotel.
Hotel has not opened RFP / Awaiting Reply: The request was sent, but the hotel hasn’t opened or started reviewing it.
Hotel is reviewing RFP / Reviewing: The hotel received your request and is preparing a proposal.
Hotel Submitted Proposal / Proposal Submitted: The hotel has sent you a proposal in response to your RFP.
Hotel Declined / RFP Declined: The hotel has declined to submit a proposal for your event.
Planner Selected Hotel / Property Selected: You (the planner) have chosen this hotel’s proposal—they’ve won your business.
Planner Declined: You’ve declined this hotel’s proposal
Contract Signed: You and the hotel have signed the contract—your event is booked.
Planner Cancelled: You’ve cancelled the RFP. All hotels you invited are notified immediately.
Where can I find the email address for the hotel contact?
The hotel contact's email address is displayed in the Proposal Tracker once the hotel submits a proposal.
Can I track if and when hotels view my RFP?
Yes, the Proposal Tracker shows timestamps for when hotels receive, open, and review your RFP.
How can I see a hotel’s proposal history?
Click the “Proposal Timeline” to view all past proposals and interactions with a specific hotel.
Can I take action directly from the Proposal Tracker?
Yes, you can view, archive, or decline proposals, and see all status updates from a single dashboard.
What should I do if a hotel hasn’t responded?
You can follow up directly using the contact info provided or send a reminder from the Proposal Tracker.
Still need help?
You can contact us using the message icon at the bottom right corner of your Hopskip account or by emailing us at help@myhopskip.com.