Managing Corporate Bookings
The following guide demonstrates how you can manage Corporate Bookings. When making the Booking, perhaps they did not have know exactly who they would like to attend, or maybe they would like to make a payment for their booking via credit card?
If you are looking for how to create a Corporate Booking please refer to this guide - Making a Corporate Booking.
Adding Attendees Against a Corporate Booking
1. Find the Booking
First up, you need to find your Booking record. One way to do this is to search for the customer using the Salesforce global search at the top of your page. If you can't see the customer you are looking for in the results that popup as you type into the box then press on the magnifying glass icon to perform a full search.
You can search by more than the name. You can use a phone number, email address or anything you can think of to help you track the customer down.
Once you have found your customer, click on the Account Name to open them up. Next, select the 'Related' tab and navigate to the 'Bookings' list. From here you can see all the Bookings the customer has made, in date order. Click on the Booking Name to open the one you need.
Another great way to find the Booking you are looking for is to use the 'Make a Booking' tab from the Salesforce Navigation bar. This will allow you to quickly search for the Course on which the customer is booked -
- Select 'Make a Booking'
- Choose a Product - the qualification
- Choose the Region in which the Course is taking place
- Choose the calendar month in which the Course is taking place (this defaults to the current month)
- Select 'Filter'
- This will display a list of Courses matching your criteria. Select the Course the Booking is for to open it up.
Once you have opened your Course record, select the 'Manage Bookings' button from the top right.
This will show a list of all the Bookings made against that Course.
2. Add Attendees
After tracking the Booking down, you can add attendees against it. There are two ways you can do this.
- If you have accessed the Booking record itself (via the first method described above), locate the 'Related' tab, navigate to the 'Attendees' list and press the 'Booking Attendees' button
- If you have accessed the list of Bookings via the Course (the second method described above) select 'Add Attendees' against the appropriate Booking
Both these methods will show you the same basic page. The page should be familiar to you as it is very similar to the one used in the 'Make a Booking' wizard.
This page allows you to easily add Students against the Booking. You can either search for an existing Student, or create new ones on the fly.
For a full guide on how to use the functionality of this page, please review the Make a Corporate Booking guide - Making a Corporate Booking.
At the top of the page in the 'Booking Details' section, you can see a count of how many attendees the Booking was made for and how many have been added so far. If you exceed the 'Number of Attendees' you will be presented with an error message.
Taking a Payment
If a credit card payment was not taken at the time of Booking, you still have the ability to process one at a later date.
To do this, first find your Booking using the second method described above - using the make a booking page to find the Course record and then selecting 'Manage Bookings' from the buttons on the top right of the page.
As well as the 'Add Attendees' button you will see a 'Phone Payment' button. Click on this to initialise the transaction.
Salesforce will calculate the payment amount for you based on the original order. All you need to do it fill out the customers credit card details as prompted and select 'Process Payment'.
You can see more details around what happens to a payment once it is processed in the guide to making a corporate booking - Making a Corporate Booking.