External Contacts

External Contacts stores details for people and organizations outside your company who regularly book facilities (for example, event coordinators, training providers, or community groups). Store their contact information, company details, email addresses, and any discounts they receive.

When creating a new Facilities Booking, select an External Contact from the list to automatically populate their details rather than typing them manually each time. Apply percentage discounts to room rates, inventory items, or catering costs based on agreements with repeat customers.

Settings > Facilities Booking > External Contacts

The link will open the External Contacts grid. It is a grid view which can be searched, sorted and customised as normal.

To add a new External Contact click New , to edit an existing External Contact click Edit . A pop up window will appear which will allow the creation or amendment of a External Contact.

Click to view - External Contacts Fields and Descriptions

Field Name	Description
Company Details
Company	The company of the External Contact.
Address	The address of the External Contact.
Postcode	The postcode of the External Contact.
Country	From the drop down select the Country of the External Contact - for more information see Countries. Available from 4.4.5
Comments	Enter relevant comments about the External Contact.
Contact Details
Title	The title of the External Contact e.g. Mr or Mrs.
Job Title	The job title of the External Contact.
First Name	The first name of the External Contact.
Last Name	The last name of the External Contact.
Tel	The telephone number of the External Contact.
Discount %	The discount percentage given to the External Contact.
Email	The email address of the External Contact.
Discount Applies To
Discount Applies To - Room	Check the box if the discount applies to the rate of the room.
Discount Applies To - Items	Check the box if the discount applies to the rate of the Inventory items.
Discount Applies To - Catering	Check the box if the discount applies to the rate of the Catering Menus.

Complete the fields and click Save and Close .