Offer Unique Experiences with Tailored Proposals
Sometimes a traveler contacts your agency directly, or a loyal customer needs a tailored offer. For these cases, the Opportunities module allows you to create personalized proposals, send them via email, and track them until they become bookings. This gives you more flexibility and greater chances of closing sales.
Master the Process and Turn Proposals into Bookings
To access the module, go to VRMS → Customers → Opportunities.
The flow to create and send an opportunity is organized into four key steps:
Create
Search
Propose
Send
Each phase is essential, and by completing the process, you can transform the proposal into a real booking with a single click.
Step 1. Create the Opportunity
Within the module, click on "New" and enter the basic details:
Opportunity name.
Creation date: can be current or a previous date.
Expiration date: default is 15 days, but you can adjust it.
Associate the opportunity with a customer:
If they already exist in the system, they will be detected automatically.
If they are new, click "New" and create their profile.
Attention to Details
Ensure the customer has a valid email, as the proposal will be sent via email.
Other relevant fields:
Associated agent: VRMS user creating the opportunity.
Estimated budget.
Customer observations: visible to the traveler.
Internal notes: visible only to your team.
After completing the fields, click "Next" to continue.
Step 2. Search for Accommodations
Define what the tourist has requested:
Destination (country, region, or city of your accommodations).
Check-in and check-out dates.
Number of travelers.
You can also add additional features to refine the search but note that only certain features are compatible:
'SWIMMING POOL'
'TV'
'SATELLITE'
'AIR CONDITIONER'
'HEATING'
'GARAGE'
'PARKING'
'ADPT. DISABLED '
'ALLOW ANIMALS'
'WASHING MACHINE'
'DISHWASHER'
'MICROWAVE'
'TERRACE'
'BARBECUE'
'INTERNET'
'FENCED PLOT'
'ACCESS WITHOUT STAIRS'
'CHIMNEY'
When finished, select "Next" to proceed.
Step 3. Propose Options
The system will display accommodations that meet the defined criteria.
Click on the name to open the full profile in another tab and review its features.
Select the accommodations you wish to include in the proposal.
This way, the traveler will receive several alternatives tailored to their request.
At the end of this step, click "Next" to continue.
Step 4. Send the Proposal
Before sending it to the customer, you can:
Add a discount.
Include a personalized note in the email.
The email is generated from a template:
You can only customize the top part with plain text.
The rest of the structure is not editable.
Once sent:
The traveler receives an email with the proposed accommodations.
By clicking on each one, they will access the full listing on your web and can formalize the booking.
They can also confirm by phone or email, and then you can manually update the opportunity's status.
Tracking of opportunities is done via email (outside of VRMS). You will need to update their statuses manually.
Helpful Tip
You can provide a promotional code associated with the opportunity to encourage faster conversion and measure which proposals generate sales.
Important to Keep in Mind
The proposed days do not block the accommodations' calendar, allowing other customers to book if the traveler does not decide.
If the tourist accepts the proposal, use the Convert button:
A new booking profile will open in edit mode.
Until you save and re-edit, you cannot modify amounts or add extras, ensuring the booking reflects what was initially offered.
Best Practices
Use personalized notes: a friendly message can make a difference.
Be proactive in follow-up: don't always wait for the customer's response.
Include promotional codes to encourage conversion and measure results.
Convert the proposal into a booking as soon as the customer accepts, ensuring availability.
With the Opportunities module, you can prepare personalized proposals in minutes, send them with a click, and turn them into real bookings without duplicating work.
It's the most efficient way to guide the traveler from the initial inquiry to the final decision.
Frequently Asked Questions
Do the dates get blocked on the calendar when creating an opportunity?
Do the dates get blocked on the calendar when creating an opportunity?
No. The days remain available until the customer accepts and it becomes a booking.
What if the client doesn't exist in the system yet?
What if the client doesn't exist in the system yet?
You can create their profile directly from the opportunity form.
Can I change amounts or extras after converting the opportunity into a reservation?
Can I change amounts or extras after converting the opportunity into a reservation?
Yes, but only after saving and then re-editing the new reservation profile.
Can a promotional code be used in a proposal?
Can a promotional code be used in a proposal?
Yes. You can add it to encourage conversion and track the impact on your sales.