Half the value of a proposal guests can change is that they can change their mind without a string of emails. Optional items and comments do most of that work.
Optional items
On the proposal page, optional items have a tickbox. The guest ticks or unticks them and the total updates straight away. Good for:
- Extras: a late licence, a second photographer, more AV.
- Things the guest is unsure about, like a drinks package.
- Upgrades, such as a chef's table or private bar staff.
Which items can be switched off
Everything the guest chose on the booking form can be switched on and off on their proposal: extras, dishes and packages.
Two lines are fixed:
- Venue hire, because it's the heart of the booking.
- Catering minimum top-up, so guests can't get under your minimum spend.
If something must stay on a quote, make it part of a menu package with a fixed price rather than a separate choice.
How the total updates
When the guest ticks or unticks an item, the subtotal, VAT and total are worked out again straight away. The catering minimum top-up stays as it was when the quote was made, so unticking dishes can't take the guest below your minimum spend.
Comments
Guests can comment on the whole proposal, or on a single line, such as "Can the welcome drinks be alcohol-free?" They give their name and email the first time. You'll see every comment on the quote in your dashboard.
To reply, email or call the guest. Comments are a way for guests to tell you things; there's no reply box in the dashboard.
You can turn comments off for a single product with Allow comments on the proposal.
Good habits with comments
- Both sides can see comments. Keep your own thoughts in the lead's Internal notes.
- Comments stay on the quote, so they're a handy record if there's ever a disagreement.
Bigger changes
Guests can't change the date or guest numbers by ticking boxes. Instead they use Request a change on the proposal and see the new price before they send it. You approve or decline it from the quote in your dashboard. Approving creates a new version of the quote, and the guest's link opens the new version.
To add something they didn't choose, the guest can go through your booking form again. If they use the same email within your repeat-enquiry window, the new quote is added to their existing lead.