Update Member Record Instructions

Transcription

1 Update Member Record Instructions Logging In / Getting Started Sonoma County Tourism 3637 Westwind Blvd. Santa Rosa, CA

2 Updating your Business Profile on the Sonoma County Tourism Partner database The information you provide will be used to update your listing on It will also be used for the Sonoma County Visitor Guide, various marketing programs, and for our sales efforts for meetings, group travel, and weddings. And because we assist hundreds of journalists per year, we will use it to tell your story to travel and business media. Viewing Your Member Record (top navigation item titled MEMBER RECORD ): You can view five items under your Member Record: 1. Account Details 2. Contacts 3. Listings (or categories; the page or section your business will appear on the website) 4. Web (Coupons/Special Offers and Media/Images) 5. Amenities (services you offer and information about your business) 6. Social Media (Facebook, Twitter and YouTube URL) Account Details: Review this to make sure your address, web URL, business and phone numbers are correct. This section is read-only. If you need any of this information changed, please contact your representative at Sonoma County Tourism. a. Beth Snow, Marketing Manager; b. Sandy Shuster, Information Specialist; Page 2

3 Contacts Tab: 1. To add a new Contact, click the Add New Contact button. Required fields are in red. a. Complete any appropriate fields, the essential information we need is First/Last name; Type (Primary is for the main contact, Secondary for all else) and Phone (if different from the main phone number). 2. To update an existing contact record, edit the contact by clicking the edit/pencil icon to the left of the contact. a. IMPORTANT NOTE: If a contact leaves the property, you will need to edit the contact and change their Contact Type field to Inactive. b. New contacts: use the add new contact button instead of replacing a contact that is no longer there. (See note above.) c. You can also clone a contact by clicking on the Clone link to the left of a current contact (which will make a duplicate of that contact). Change the information that needs to be updated: name, address, phone. d. When adding or editing a contact, you will need to select the appropriate Security Access for that individual. The choices are: Sales Lead Contact, if they respond to leads; Member Record, if they will update the member record; Media Contact, if they respond to media leads; and select None if none apply, or you do not know. This field can be found at the bottom of the Add/Edit Contact window. CONTACT TAB Page 3

4 EDIT CONTACT ListingsTab Viewing a Listing: Listings display which page your business will appear on for the website. These cannot be edited, if you want to change the page, or add an additional page, please contact Beth Snow at bsnow@sonomacounty.com. Page 4

5 VIEWING YOUR LISTINGS Below are the Listing pages that your business can be viewed on and the corresponding listing category: Web Page Listing Category Business Listing Page Breweries Brewery Culinary Experiences Arts & Culture Farms & Farmers Markets Page 5 Culinary Cultural Arts: Galleries, Museums, Organizations, Performing Arts Farms & Farmers Markets Chambers/CVBs Chambers/CVBs Hotels & Lodging Lodging: Hotel/Motel/Lodge; Bed & Breakfast, Vacation Rentals & Agencies Golf Courses Golf Campgrounds Lodging-RV Campgrounds Night Life Night Life

6 Outdoor Activities Things to do (indoor or outdoor) activities such as ballooning, biking, boating, fishing, gardens, hiking/walking, horseback riding; kayaking/canoeing, racing, skydiving, surfing, and family fun. Restaurants Restaurants Sightseeing & Tours Sightseeing Tours Shopping Shopping Spas & Wellness Spa Transportation Transportation Wineries Wineries MEETINGS AND SALES Meeting Venue: Unique, Golf, Restaurant, Lodging, Winery Travel Trade: Restaurants and Wineries Web Tab: There are two sub-tabs underneath Web: Coupons and Media. In Coupons, you can create and update any special offers you would like to be made available to visitors. In Media, you can upload an image and/or YouTube video; both will be displayed with your listing. Note: Both Coupons and Media (images and videos) will need to be approved before they go live, and before you can edit them. WEB TAB: COUPONS and MEDIA Page 6

7 Images To attach an image to your listing(s), click on the Web tab, and then the Media tab. If you have any images already uploaded you will see them there. For guidelines on the photos submitted, please see the note below. To add new images: 1. Click on the New Logo/Image button on the right hand side of the screen 2. For your photo gallery images choose image for Type. 3. Enter the Title of the photo you are uploading. 4. Browse to find the file on your computer. 5. Click the box to the left of the listings for the page you would like the image to appear on. (In the example below it is Restaurant.) 6. Click Save to save your image to your account. 7. Once uploaded, click the pencil icon to edit your image, and the red X to delete an image. NOTE Photo Specs: Use these guidelines when preparing your images so they display correctly in the photo gallery and with the best quality. 600 x 450 pixels (Landscape layout) any other layout will not display correctly 72 to 100 PPI (pixels per inch) web quality JPG format If you need help resizing your images, here is free online resource: ADDING A NEW IMAGE Page 7

8 UPLOADED IMAGES YouTube Follow the same instruction above to upload a video from YouTube. Instead of uploading from your computer, you will paste in the YouTube link. Page 8

9 Coupons/Special Offers: NOTE: To add a photo to the coupon, the photo must first be uploaded in the Media Add Image tab 1. To create a new coupon/special offer to be included on click on the Web and then Coupons sub-tab. 2. Any past offers you have posted will be listed in this screen. a. You can filter them so that only the pending coupons show. b. They can also be sorted by category. 3. To add a new coupon, click on the Add New Coupon button. 4. Complete the fields on the form. a. Offer Title b. Offer Link (If you have a web page on your site that specifically details this offer.) c. Offer Text: Description/details of the offer include benefits, price, restriction dates and how to redeem offer if applicable. d. Coupon Image: Select from the drop down box of images previously uploaded to your account through Web-Media Image. e. The Redeem From & Redeem To Dates: These will print on the coupon as dates which the coupon is valid (e.g. expiration date) f. The Post To and Post From Dates: Determined by you, your coupon will only show up on the website during these dates. It will automatically be removed on the day after the Post From date. g. Select the category of your listing and move it over to the right hand column. (Spa is selected in the sample below.) NOTE: Coupons will be listed on the website in categories, such as lodging, restaurant, spa etc. to make them easy to find by visitors. h. Click the box next to the listings that you want your coupon to be attached to. i. Click Save to submit the coupon for approval. Note: Both Coupons and Media (images and videos) will need to be approved before they go live, and before you can edit them. 5. Upon approval, your offer will appear on your individual listing, as well as on a page listing all Coupons/Special Offers that Partners have available. 6. To edit the coupon, you just need to click on the Edit link to the left of your coupon, and make the desired changes. Page 9

10 ADDING COUPON WITH IMAGE ADDING COUPON: Redeem and Post Dates, Categories and Listing defined Page 10

11 Amenities There are several sub-tabs under this section that you can use to promote your property. Most of the tabs in this section pertain to the web page your listing is displayed on. It includes information (or filters) for visitors to quickly find your online listing. The information in the Amenities tab is also used for the Visitor Guide and media requests. Find the Amenity Tab that applies to your business. Underneath the screen shot (below) is a list of business categories and the corresponding amenity tab. PLEASE COMPLETE AS MUCH INFORMATION AS YOU CAN. This will provide a better guest experience and allow users to find your business quickly through filters. NOTE: The Media Marketing tab has information that will be used internally for journalists and media requests. Information here will not be published on the website. AMENITY TAB TYPE OF BUSINESS The information in the following tabs will be displayed on the leisure/visitor business listings Accommodation RV/Camping Wineries Restaurant/Nightlife Spas Golf Shopping Outdoor Activities Hotel, Motel, Lodge, B&B, Inn, Vacation Rental or Agency RV/Camping and Campgrounds Wineries/Tasting Rooms Restaurant/Nightlife-Music/Breweries Spas Golf Courses Shopping centers, stores, food and unique gifts Things to do (indoor or outdoor) activities such as ballooning, biking, boating, fishing, gardens, hiking/walking, horseback riding; kayaking/canoeing, racing, skydiving, surfing, and family fun. Page 11

12 Farms & Farmers Markets Culinary Cultural Arts Tours/Transportation Visitor Center/Chamber Farms to visit, Farmers Markets Food/beverage producers Art Galleries, Museums, Organizations, Performing Arts Sightseeing Tours and Transportation Chambers and Visitor Centers The information in the Meeting Facilities tab will be displayed on the Meetings and Sales side of the website and display your business in the meetings pages. Meeting Facilities Lodging, Restaurants, Wineries, Golf and Unique Venues with meeting space The information in the Media Marketing tab will NOT be displayed on the website. This information will be used internally for the many media requests that we receive. What is entered here helps us direct inquiries to what fits their interest. Media Marketing All businesses please complete as much as you can Edit Amenities 1. Find the Amenity tab that corresponds to your business. 2. Click Edit Amenities, complete information and hit the Save button. Word of warning: When you are in the edit screen of an Amenity, do not click outside the edit screen, or it will cancel and you ll lose any information you ve entered before saving. AMENITY TAB The screen shot below is for Accommodations. RV/Camping has its own tab. Page 12

13 3. When adding in your reservation URL, add the complete URL with the http. (Example is If you do not have a reservation URL, leave this blank. EDIT AMENITY TAB 4. All business complete the Media Marketing tab Page 13

14 5. Lodging, Wineries, Restaurants, Unique Venues and Golf Courses complete the Meeting Facilities tab (if you have meeting space) Social Media: 1. Under the Social Media tab, add or update your Twitter user name, YouTube user name, and FaceBook URL. This information will pull into your web listings. a. Add the complete URL. Example: b. Click the Update button to apply your changes Thank you for updating your business profile in the Partner Extranet. If you have any questions or suggestions, please contact Beth Snow at Page 14