What You’ll Learn:
How to add industry and hotel property contacts to your RFP
How to view, organize, and categorize contacts by organization or hotel
How to assign specific hotels to each contact for targeted support
How to handle overlapping or missing contact representation
Who’s This For:
Meeting and event planners who want to include supporting contacts in their RFPs.
Overview:
Managing RFP contacts in Hopskip allows you to control which industry partners (NSO, GSO, DMO, etc.) are included in your RFPs and ensures hotels receive your requests through the appropriate channels.
Accessing the Manage Contacts Tab
Navigate to your RFP in the Request Builder.
Click the Manage Contacts tab from the left sidebar.
The Manage Contacts tab displays your current contact list that's set up to be included in this RFP.
Viewing your RFP Contacts
You can view your contacts in your RFP by:
Industry Contacts: This allows you to see contacts categorized by their Organization and User Role
Hotels: This option lets you view which contacts represent which specific hotel properties
Adding RFP Contacts by Industry Contacts Organization
Click the Add Industry Contacts button in the upper right.
Choose how you’d like to add the contact:
Add from Toolbox: Add a contact you’ve previously saved in your Planner Toolbox.
Add New Contact: Create and add a new contact for your RFP.
A side panel will appear for you to select contacts from your Planner Toolbox to include in your RFP.
Specifying Which Hotels Your Contacts Support:
In the “Supporting Hotels” column, you can identify and specify which hotels your contacts are set up to support for this RFP.
Click the pencil icon to select the hotels you want this contact to support.
Based on your contact's organization, the hotels displayed in the side panel will only be those in that contact's hotel portfolio.
Indicating how you would like the contact to support your RFP:
Receive Hotel Suggestions: If you want to receive hotel proposals from hotels suggested by the contact.
Support Your Handpicked Hotels: If you want the contact only to support the hotels you have handpicked and not make any hotel suggestions.
Adding RFP Contacts When Viewing by Hotels:
Click the "+" sign in the "Supporting Contacts" column to add a new industry contact. Specify the contact or organization you wish to include in the RFP.
Click the update contacts button to finalize the addition.
Tip: This is particularly useful for overlapping contacts representing the same hotel.
Adding RFP Contacts when viewing by Hotels.
Click the "+" sign in the "My Hotel Contacts" column to add a hotel property-level contact that you would like to be the recipient of your RFP.
Note: The "My hotel contact" contact is a property-level sales contact, not national or global.
Adding a Hotel Contact to Support your RFP:
You can add a hotel property level contact to support your RFP by either:
Adding an existing hotel contact that you've saved to your planner toolbox or
You can create and add a new hotel contact.
Contact Warnings and Notifications:
Missing NSO/GSO Contacts Warning:
You will get a warning if you add a hotel to your RFP that is represented by one of your industry contacts saved in your Planner Toolbox, but you haven’t yet added that contact to your current RFP.
Overlapping Contacts Warning:
If you add a hotel represented by multiple industry contacts, you'll receive a warning, meaning more than one of your contacts has an overlapping representation of the same hotel in this RFP.
When this happens, you can specify which hotels you want each contact to support, so you can customize their involvement as needed.
FAQs
Can I add or remove contacts after I’ve already sent my RFP?
Yes! You can add or remove contacts at any time. Newly added contacts will receive the RFP immediately, and removed contacts will no longer have access to that RFP.
What happens if I remove a contact from my RFP?
The contact will no longer receive updates or be able to access details related to that RFP.
Can I assign specific hotels to specific contacts?
Yes. When multiple contacts represent the same hotel, you can specify which hotels each contact should support for that RFP.
How do I add a new hotel property-level contact?
You can add a new contact by clicking the + sign in the “My Hotel Contacts” column, entering their information, or selecting from your Planner Toolbox.
What’s the difference between industry contacts and hotel property contacts?
Industry contacts (like NSOs, GSOs, or DMOs) represent multiple hotels or brands and don't typically submit proposals.
Hotel on-property contacts are responsible for submitting proposals and are typically specific to a single hotel property.
What should I do if I get a warning about missing or overlapping contacts?
Follow the prompt to review which hotels each contact supports, and customize assignments as needed to avoid duplicate communication.
Still need help?
You can reach out using the message icon at the bottom right corner of your Hopskip account or by emailing us at help@myhopskip.com.