Manage Inquiries – Momentus Support Center

If your venue is using an integrated Online Inquiry Form, the form submissions will appear in Momentus Elite as an Inquiry. An event with an inquiry status has an account, contact, venue, and dates but no specific rooms booked. Inquiries capture the information you need to decide whether to pursue this event.

Because these inquiries are created via an online form, you'll need to establish a process to track and manage those inquiries. This article has some suggestions to get you started.

New Inquiries

The first step is to know that an online form has been submitted and a new inquiry created. You can keep track of submissions by either an access or a distribution model: do you want to access the inquiries when you are ready to process them or do you want the information distributed to you as the inquiries are submitted?

To make processing inquiries easier, you can have your email application or list of inquiries in one tab, and then open each one in a new tab (CTRL+click on PC or CMD+click on Mac) to process it. This will save you having to reopen your list after each inquiry. And if you have two monitors, you can drag the new tab to the other monitor and see things side by side!

See New Inquiries in Elite (Access)

If you have a high volume of submissions or if you would prefer to process all inquiries as a batch, we recommend creating an Inquiry view in the Event List. Filter the list by event status of Inquiry and work through it to qualify the leads and promote to prospect or else mark as lost. Click the event name to open its details page and see the information submitted via the form.

See Create a Custom Activity Log View/Report for instructions.

Email Notification (Distribution)

If you would like to know each time an inquiry has been created, add an email notification for Any Inquiry Created. This notification can be filtered by venue, so if you only handle sales for one of your venues you can receive inquiries just for that venue. The notification will include a link to the inquiry, allowing you to access it with one click.

There is usually an automatic email notification from the inquiry form itself as well. This can go to an individual or an email group.

See Email Notifications for instructions to set up a notification.

Assign a Sales Manager

If you work with a sales team and will not be handling all inquiries, we recommend creating a Sales Manager staff assignment. As you process new inquiries, assign the appropriate person as the sales manager. If your staff has selected the Event Assigned To Me notification, they will get an email when you do this.

See Staff Assignments for Events for more information about staff assignments and how to designate a staff assignment on an event.

Viewing Inquiries

As mentioned above, you are able to view all your inquiries via an event list. This view is sorted by date of the inquiry (date of the potential event) by default. You can also filter this view by staff assignment, to see only "your" inquiries or the inquiries belonging to certain staff members.

If you would like to see the inquiries which came in over a time frame, we recommend creating an Inquiry Created view in the Global Activity Log. Filter the actions to only Inquiry Created and choose the date range you would like to show, perhaps a relative date range of one or two days before today or use the Past 7 Days preset if you'll do this weekly. Click a log to open its details slider and click the link in the slider to go to the inquiry's details page.

See Create a Custom Event List/Report.

Inquiries also display at the top of the calendar if they fall in the time frame you are viewing. To see a list of inquiries for that time frame, click the Inquiries button in the header and a slider with a list will open. If the button does not display, there are no inquiries in that time frame.

Progressing Inquiries to Events

Inquiries are useful to gather information about a potential event in the very early stages of the sales process. When you receive an inquiry, you'll need to qualify the lead: decide whether this business is a good match for your venue and if you want to pursue it.

If you don't wish to pursue the inquiry, mark it as lost. Marking the inquiry as lost will allow you to report on the inquiries you're receiving and why they are not valid business.

If you do qualify an inquiry, it should be promoted to either prospect or tentative, depending on whether or not you wish to hold the space. Be sure to discuss this with your colleagues, so everyone is on the same page and follows the same process! Some notes:

To create a proposal without holding the space, promote the inquiry to a prospect. The event will have the spaces listed, but will not cause conflict alerts if others try to book the space at the same time.
To create a proposal and hold the space, promote the inquiry to a tentative. This will hold the space on your calendar. Anyone booking the space on the same date at the same time will be assigned a hold rank after this event.
If you are sending a contract, be sure to promote the inquiry to at least a tentative so that the space is held!

Full instructions are in Add Spaces to an Inquiry.

Be sure to consult with others on your sales team so that you follow your venue's event workflow and everyone is on the same page about when to promote an inquiry and which statuses to use.