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New/Edit Lead Request

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Location: App – Bookings – Lead Requests – New

App – Bookings – Lead Requests – (Select Existing Lead)

Required Setup: In order to view this page, you must be assigned one of the following roles: Booking Agent, Booking Manager, Bookkeeper, Front Desk, General Manager, or a custom role that includes the permissions for any of these roles.

Scope: This feature is available in all versions of Kigo.

About the New/Edit Lead Request Page

From time-to-time, prospective guests (or leads) may have specific questions before booking a reservation. These questions are converted into lead requests by Kigo. Before the lead request can be converted to a booking, you may need to contact the person, and resolve any questions or provide additional information.

LeadRequest

Some common actions that can be performed here include:

  • Creating a New Lead Request
  • Converting a Lead Request into a Booking
  • Recording Call Information
  • Deferring a Lead Request
  • Discarding a Lead Request

Field Definitions

Lead Request

  • Assign To: This is the person that the lead request is assigned to. If you are creating a new lead request, this defaults to your user name, but you can select another Kigo user from the drop-down list.

Lead Details

  • Name: This is the first and last name of the lead. This field is required.
  • Greeting: This is the lead's preferred name. By default, this is the lead's first name (as entered in the Name field), but this can be changed to reflect a nickname.
  • E-mail: This is the lead's e-mail address. This field is optional.
  • Home Phone: This is the lead's home phone number. This field is optional.
  • Cell Phone: This is the lead's cell phone number. This field is optional.
  • Lead Source: This is how the lead heard about your vacation rental properties. This field is required.
  • Language: This is the lead's preferred language.

Suggested Properties

The fields below only display after you have chosen at least one property.

  • Headline: This is the name and headline for the property.
  • Bed/Baths/Sleeps: This is the number of bedrooms, number of bathrooms, and the number of people that can comfortably sleep at the property. Each is separated by a forward slash (/).
  • Total/Avg. Night: This is the total cost for the number of nights and the average cost per night. This column does not populate until the Stay Information has been completed, and the lead request record has been saved.

Message from Lead

This displays the text or question that the prospective guest entered in the contact form.

Internal Notes

This section can be used to record optional notes and information about this lead. This information can only be viewed by Kigo users and is not displayed on any customer-facing documents or screens.

Property Information

  • Property: This is the property that the prospective guest is interested in booking.
  • Unit: If the selected property has multiple units (developments or hotels), then this identifies the specific unit that the prospective guest is interested in. This field only displays if the selected property has multiple units associated with it.

Stay Information

  • Check-in: This is the proposed check-in date for the lead.
  • Check-out: This is the proposed check-out date for lead.
  • #Adults: This is the total number of adults associated with the prospective booking.
  • #Children: This is the number of children associated with the prospective booking.
  • #Nights: This is the total number of nights of the stay. This is automatically calculated after you select a Check-in date, and a Check-out date. If you update this field, the Check-out date is automatically updated.

Statement

The Statement section only displays once the Property Information and Stay Information sections have been completed. The statement provides a detailed estimate of charges for the prospective guest's stay. You can add items to the statement by clicking the Add Line Item button, or remove an entry by selecting it, and then clicking the Delete button. You can modify specific line items by clicking the entry.

  • Taxed: If the item is taxed, this column contains a "Y." If the item is non-taxable, then this column is blank.
  • Type: This is the category of the line item, such as "Rent" or "Fee." If a line item has been modified, an asterisk (*) is displayed after the type name.
  • Qty: This is the quantity associated with the line item.
  • Description: This is a specific description of the item.
  • Rate: This is the cost associated with the item. If this is a discount, it has a negative value.
  • Amount: This is the total cost of the line item. In other words, this is the Rate x Qty.
  • Total: This is the total amount associated with the statement. In other words, this is the sum of Amount column.
  • Amount Paid: This is the amount that has already been paid by the guest.
  • Total Due: This is the remaining total due.
  • Due On: This is the date that the balance must be paid on this booking.
  • Amount Due Now: This is the amount that is due today.
  • Special: This is the special discount or concession associated with the booking. To change this, select a special from this drop-down list, and then click the Apply button. This only displays if the property is associated with at least one special.

Creating a New Lead Request

Typically, leads are created when prospective guests submit an inquiry on a Kigo web site. You can also create a lead request manually, if needed.

  1. From the Lead Requests page, click New. The Lead Request page opens.
  2. By default, the lead is assigned to you. To change this, select the person that you want to assign this lead to from the Assign To drop-down list.
  3. In the Lead Details section, complete the following:
    • Enter the lead's first and last name in the Name field. This field is required.
    • If the lead has a nickname or other name preference, optionally enter this in the Greeting field.
    • You can enter the lead's e-mail address in the E-mail field. This field is optional.
    • You can enter a home telephone number for the lead in the Home Phone field. This field is optional.
    • You can enter a cell phone number for the lead in the Cell Phone field. This field is optional.
    • Choose where the lead originated from by choosing an option from the Lead Source drop-down list. You can choose from any lead sources that have been configured for your properties. This field is required.
    • Select the Language that the guest prefers to communicate in. This field is optional.
  4. In the Property Information section, choose the property that the lead is interested in in the Property field.

    If you want to recommend other, similar properties, click the Auto Suggest button in the Suggested Properties section.

  5. In the Stay Information section, you can include the lead's expected check-in and check-out dates, as well as the number of people staying. As long as the property is available, the Statement section displays, which contains detailed rate and payment information.
  6. If you want to include any private notes about this lead request, you can add these in the Internal Notes section. These notes are only displayed here, and are not visible to the guest.
  7. When finished, click Save to save your changes, or click Cancel to discard this lead request. When you Save the lead request, a message states that a default notification has been sent. This only occurs if you have added an e-mail address for the lead. Click OK to close this message.

Converting a Lead Request into a Booking

  1. From the Lead Requests page, use any combination of the search filters to locate the lead request that you want to work with and click Search. The filtered records display in the Lead Request List below.
  2. Locate the record that you want to work with in the Lead Request list and click anywhere in the row to open the record. The Lead Request page opens.
  3. Click Book. All of the information from the lead request record is transferred to the booking record.
  4. Click Save or Save & Close to save your changes. If you do not want to create a booking, click Cancel instead.

Recording Call Information

  1. From the Lead Requests page, use any combination of the search filters to locate the lead request that you want to work with and click Search. The filtered records display in the Lead Request List below.
  2. Locate the record that you want to work with in the Lead Request list and click anywhere in the row to open the record. The Lead Request page opens.
  3. Click the Call button and the Make Call modal opens.
  4. Write any notes in the Notes field, and choose an Outcome from the drop-down list.
  5. Click Save to save your changes and return to the lead request, or click Cancel to discard your changes.

    When you record call information, your notes are appended to the Internal Notes section.

Deferring a Lead Request

If you wish to follow up with a lead at a later time, you can defer the lead.

  1. From the Lead Requests page, use any combination of the search filters to locate the lead request that you want to work with and click Search. The filtered records display in the Lead Request List below.
  2. Locate the record that you want to work with in the Lead Request list and click anywhere in the row to open the record. The Lead Request page opens.
  3. Click the Defer button and the Defer modal opens.
  4. Select a Reason for the deferral from the drop-down list.
  5. Next, select a date and time to contact the lead at the Follow-up On fields.
  6. Add any relevant Notes.
  7. Click Save to save your changes. You will receive a confirmation message. Click OK.
  8. You are returned to the Lead Request page and the status of the lead request is updated to "Scheduled."

Discarding a Lead Request

  1. From the Lead Requests page, use any combination of the search filters to locate the lead request that you want to work with and click Search. The filtered records display in the Lead Request List below.
  2. Locate the record that you want to work with in the Lead Request List and click anywhere in the row to open the record. The Lead Request page opens.
  3. Click the Discard button. The Discard modal opens.
  4. Select the Reason that you are discarding the lead from the drop-down list.
  5. Add any relevant Notes.
  6. Click Discard to remove the lead. You will receive a confirmation message. Click OK.
  7. You are returned to the Lead Requests page.

Additional Information/Related Topics

Lead Requests

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