Congrats, you've sent an RFP! Now track hotel responses using the 'Proposal Tracker' tab. Here's a breakdown of key areas post RFP-send:
Key Metrics Dashboard
At the top of the Proposal Tracker, you'll see aggregated statistics:
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 received and viewed
In Progress – Hotel is preparing a proposal
Awaiting Reply – Hotel hasn't reviewed yet
Decline Rate: % of hotels that declined the RFP
Response Status Breakdown
A color-coded bar shows the distribution of responses:
Hotels that have submitted proposals
Hotels currently in progress or reviewing
Hotels awaiting reply or pending response
Proposal Status Breakdown
RFP has not been sent: You've created the request, but it hasn't yet been sent to any hotel
Awaiting Reply: The request was sent, but the hotel hasn't opened or started reviewing it
Reviewing: The hotel has opened your request
In Progress: The hotel is preparing a proposal
Proposal Submitted: The hotel has sent you a proposal in response to your RFP
RFP Declined: The hotel has declined to submit a proposal for your event
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 Features
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: View the complete proposal history for hotels with previous interactions
Proposal Updates: You can monitor changes and different versions of proposals you've received. Any time an updated proposal is received, it will be indicated in the tracker.
Viewing Hotel Activity Timelines
Get full visibility into the RFP progress for each hotel:
Click the chevron (>) in the Proposal Tracking column
A Timeline panel opens, showing every touchpoint including:
RFP Received
Review Started
Proposal Submitted
Planner Reviewed
*Tip: This view provides timestamps and shows who made each change throughout the process.
Available Actions
View Proposal- Access and review current hotel proposals with detailed rates, terms, and offerings.
View Previous Proposal- Review historical proposals for returning hotels to compare pricing and terms.
Access additional options including:
Follow up with hotels
Edit Contacts
Decline the proposal
Frequently Asked Questions
Q: Can I track if and when hotels view my RFP?
A: Yes, the Proposal Tracker shows timestamps for when hotels receive, open, and review your RFP.
Q: How can I see a hotel's proposal history?
A: Click the "Proposal Timeline" to view all past proposals and interactions with a specific hotel.
Q: Can I take action directly from the Proposal Tracker?
A: Yes, you can view, archive, or decline proposals, and see all status updates from a single dashboard.
Q: What should I do if a hotel hasn't responded?
A: You can follow up directly using the contact info provided or send a reminder from the Proposal Tracker.
Q: How do I know when a hotel has responded to my RFP?
A: You'll see real-time status updates in the Proposal Tracker. Hotels that have responded will be marked as "Proposal Received" or "Declined."
Q: Where can I find the email address for the hotel contact?
A: The hotel contact's email address is displayed in the Proposal Tracker once the hotel submits a proposal.