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Planner Toolbox- Complete Guide

Katelyn Neary avatar
Written by Katelyn Neary
Updated over a week ago

Overview

Your Planner Toolbox stores personalized RFP information to reduce data entry and save time when creating future RFPs. Update the information in your Toolbox regularly to streamline your RFP workflow.

To access: Click the Toolbox icon on the left side of your HopSkip screen.



Toolbox Sections

Questions

Create and save questions that you ask hotels on a recurring basis.

Add a New Question:

  1. Click "Add New"

    1. Optional: Select a group label to help organize your questions

  2. Enter your question (200 characters max)

  3. Choose Response Type:

    • Free Text: Hotels respond in any text format. Optionally set minimum and maximum character limits

    • Number: Hotels respond with a number only

    • Choice(s): Hotels select from multiple-choice answers you create.

      • Check "Allow multiple selections" if needed

  4. Check "Include this question in all new RFPs" to auto-populate in the future

  5. Click Save and Add Another or Save and Exit

Edit a Question:

  • Click the three dots next to any question

  • Select Edit or Delete

Auto-Populate Questions:

  • Check the box next to "Include" for any question

  • A green checkmark indicates the question will be included in future RFPs

  • You can edit or remove pre-populated questions within each individual RFP

Share Questions:

  • Click the "Share" button

  • Select which questions to share

  • Choose organization members to share with

  • Shared questions appear in recipients' "Questions" list

Concession Requests

Create and save standard concessions that you request from hotels on a recurring basis.
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Add a New Concession:

  1. Click "Add New"

  2. Optional: Select a Group label

  3. Enter the concession request (300 characters max)

  4. Check "Include this request in all new RFPs" to auto-populate

  5. Click Save and Add Another or Save and Exit

Edit a Concession:

  • Click the pencil icon next to any concession

  • Select Edit or Delete

Auto-Populate Concessions:

  • Check the box next to "Include" for any concession

  • A green checkmark indicates the concession will be included in future RFPs

Share Concessions:

  • Click "Share" to share with other organization members

  • Select which concessions and members to share with

Industry Contacts

Maintain a list of your NSO, GSO, DMO, CVB, and affiliate contacts for easy attachment to RFPs.
​

Add a New Supplier/Affiliate Contact:

  • Click on the "Contact Directory" tab (also called "Industry contacts")

  • Click "Add Contacts" then "Add New"

  • Enter the contact's email address and click "verify"

  • This will confirm that they have an existing user account in Hopskip

  • Add contact details and select the appropriate role:

    • National Sales: For Marriott, Hyatt, etc.

    • DMO or CVB: For Destination Marketing Organizations or City Visitors Bureaus

    • Sales Affiliate: For ALHI, Preferred, DMI, etc. (enter company name)

  • Configure default settings:

    • Include on all new RFPs? Auto-add this contact to each new RFP

    • Suggest hotels for RFPs? Allow contact to forward your RFP to hotels in their chain/portfolio/geography

    • Initiate chat messages? Allow contact to reach out via HopSkip instant message

  • Click "Add Contact"

Update Contacts:

  • Check the checkbox next to any contact to automatically include them in new RFPs

  • Edit default settings at any time (changes can be adjusted per individual RFP also)

*Tip: You can also add Hotel Contacts to your toolbox but please note that Hoteliers are specifically on property contacts, not NSO/GSO's. Adding a Supplier as a hotel contact will interrupt their Hopskip experience.

Contracts Clauses

Create and save standard contract language that you would like added to hotel agreements. Some planners use placeholder language at this stage and refine it later during contract negotiation.

*Important Note: Hotels do not agree to the terms in your clauses; they only acknowledge that you'd like this clause included in the contract.
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Add a New Clause:

  1. Click on the "Contract Clauses" tab

  2. Click "Add New"

  3. Enter the clause title

  4. Copy and paste the body of the clause

  5. Check "Include this specific contract language in all new RFPs you create on HopSkip" to auto-populate

  6. Click "Add" to save to your contract clause library

Templates

Any RFP template you create will be saved here!
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Manage Templates:

  • Click the template name to open and edit it

  • Use the Actions button (three dots) to:

    • Use Template: Create a new RFP from this template

    • Delete: Remove the template

Create an RFP from a Template:

  • Click the Actions button in the right-most column

  • Select "Use Template"

Hotel Reviews

Provide reviews and ratings of hotel properties. Share reviews internally across your organization, publicly to other planners searching the same hotel, or privately with the hotel.
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Create a New Review:

  1. Enter the hotel name in the search box

  2. Click "Go"

  3. Select the property from the dropdown results

  4. Complete your review with ratings and feedback

  5. Click "Publish" when finished

Publishing Reviews:

  • After publishing, reviews cannot be modified or deleted

  • Published reviews are visible to other planners considering that hotel

View Reviews:

  • Your "My Reviews" list contains both published reviews and draft reviews

  • Click the three dots next to any unpublished review to view, edit, or delete it

  • Published reviews can only be viewed (no editing or deletion)

Tips for Success

✓ Regularly update your Toolbox to keep information current
✓ Use auto-populate features for frequently used items
✓ Share resources with team members to maintain consistency
✓ Organize items with Group labels for easy filtering
✓ Review and clean up unused items periodically

Our support team is happy to further assist! Please reach out via chat for the fastest response, 8am-8pm EST, M-F.

Related Articles
Including your NSOs, GSOs, DMOs, and Affiliates in your RFPs
Adding contract clauses to your Planner Toolbox
Adding concessions to your Planner Toolbox
Adding your NSOs, GSOs, and DMOs to your Planner Toolbox
Building The RFP
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