How to Manage Profiles in Groups and Events

Overview

In the Groups and Events module, Profiles act as the "parent" entity for client organizations, such as travel agencies or corporate accounts. Unlike Events, which are property-specific configuration layers, Profiles are organization-wide. This means a profile created at one property is immediately visible and accessible to staff across all properties in your organization.

This article covers how to find, edit, and manage these centralized records.

To manage your organization’s profiles:

1. Go to the Main Menu
2. Click Groups and Events
3. Click on the Profiles tab at the top of the hub

1. Finding and Accessing Profiles

The Profiles tab serves as a central directory for all client relationships across your entire organization.

• Global Search: Use the search bar to locate a profile by Name, Group Code, or City.
• Filtering: Narrow your list using the following filters:
  • Type: Filter by Company, Travel Agent, or Group.
  • Status: View Active vs. Inactive profiles (Note: Currently, profiles remain active by default).
• Summary View: The main table provides an "at-a-glance" look at the unique Group Code, Profile Type, and whether the profile is marked as "Billable."

2. Managing Profile Details and Addresses

Click on any hyperlinked profile name to open the management suite.

General Information

Under the Details tab, you can update the profile name and assign a Profile Type. Here you will find the system-generated Group Code, which is the unique identifier used to distinguish between similar entities.

Dual Address Management

Profiles support two distinct address types to ensure operational and fiscal accuracy:

1. Physical Address: The organization's actual location for shipping or general correspondence.
2. Billing Address (Fiscal): The specific address required for legal invoices.

How to Edit a Locked Address

To update the Address section when it is greyed out:

1. Navigate to the Billing section within the profile's Details tab.
2. Uncheck the box labeled Use billing details for Profile Address.
3. Once the fields in the Address section below become active, enter the new address details.
4. Scroll to the bottom of the page and click Save.

External IDs

Use the External ID Reference Link field to input identifiers from third-party systems like a CRM or external accounting software to keep data synchronized.

3. Contact Management

Contacts are attached to the Profile level rather than individual events. This ensures that if a coordinator books events at multiple properties, their information remains centralized.

• Adding Contacts: Click the Contacts tab and select + Contact.
• Functional Roles: Assign specific roles such as Booking Coordinator, Account Manager, or Authorized Signer to streamline property communication.
• Primary Contact: Designate a primary contact for the profile to clarify the main point of contact.

The system allows you to store multiple contact methods for a single individual. By clicking the + Email or + Phone buttons, you can add several entries for a single contact record.

The Primary Contact is the person designated as the main point of contact for the profile and will be featured in the summary view on the left side of the management suite.

To set a contact as primary:

1. Navigate to the Contacts tab.
2. Locate the contact and click the Actions (three dots) menu on the far right, then select Edit.
3. In the Contact Information drawer, check the box labeled Set as primary contact.
4. Click Save.
5. The contact will now display a Primary contact tag in the list and their details will appear in the profile's left-hand summary panel.

4. Relationship Mapping (The Holistic View)

Because Profiles are organization-wide, they provide a powerful, holistic view of your relationships with that client across all properties.

• Associated Events: The Events tab within a profile displays every event linked to that organization across all properties in your brand. It lists the Property Name, Event Dates, and Status (e.g., Definite).

• Global Notes: The Notes tab provides a space for critical, organization-wide information. These notes are shared across all properties to ensure staff have a consistent context for a client.
  
  Key actions available in the Notes tab:
   
  • Active vs. Archived View: Use the dropdown menu to toggle between Active Notes and Archived Notes to keep your view organized.
  • Adding/Editing Notes: Simply click into the text field to begin typing your update (e.g., "VIP Corporate Account: Master account is direct bill; authorized signers: Jane Doe and John Smith.").
  • Saving Changes: After entering your note, click Save to apply the changes or Cancel to discard them.

• Profile Documents: The Profile Documents tab allows you to centralize contracts, tax forms, or agreements so they are accessible to every property in your brand.
  
  How to upload documents:
   
  1. Click the Document button in the top-right corner of the tab, and an Upload Files window will appear.
  2. Drag and drop your files into the blue box or click "browse local files" to select documents from your computer.
  3. Once the upload is complete, you can click Done to return to the document list. 
  4. Click on the document to see the file.

5. Managing Account-Level Billing and AR

Profiles serve as the foundation for centralized accounting within the Groups module.

• Fiscal Documentation: Under the Fiscal Documents tab, you can view all invoices issued to this profile across various properties and events.
• Linking AR Accounts: Profiles can be linked to a specific Accounts Receivable (AR) ledger, allowing you to track total outstanding balances for that client across all properties.
• Billing Prerequisites: To issue a fiscal invoice, ensure the Legal Name, Tax ID, and Invoicing Email are completed within the Profile details.

6. Best Practices for Duplicates and Deactivation

1. Handling Duplicates: The system allows profiles with duplicate names, which is helpful when managing different branches or offices of the same agency.
2. Unique Identification: Because names can be identical, always verify the system-generated Group Code to ensure you are linking the correct profile to your event.
3. Management: Currently, Profiles cannot be deleted or deactivated to protect historical financial integrity; however, you can use the Actions menu to Edit profile details.