The RFP Details – Destinations / Hotels

The Destinations / Hotels tab is the first step in setting up the RFP. It guides you through entering general information and selecting hotels. Fields marked with an asterisk (*) are mandatory and must be filled out before proceeding. The system highlights these fields in red, if left incomplete.

RFP Details
Once you press the Create RFP button, the system takes you to the first page of the RFP setup, which begins with general details. 

1. Company Logo: You can upload your company (airline) logo.
2. Company Name*: This field is auto-filled by the system.
3. RFP Round*: This field is auto-filled by the system and displays “1” for the first round.
4. RFP Title*: You must provide a title for the RFP, which later on helps you to identify and sort the different RFPS. Usually, city or 3-letter code and year are included.
5. City*: You select the destination city by typing the name in the provided field and choosing from the dropdown options.
6. Airport*: After selecting the city, the system automatically suggests the primary airport. You should review and adjust this selection, if needed.

Once the general information has been created until the moment you publish the RFP or Start a Pre-RFP Phase (this will be explained later on), the RFP will appear in the system in the ‘’Editing’’ Stage. In this stage, the RFP is solely visible to you. All information provided until moved to the next stage will be auto-saved. Therefore, you can continue editing the RFP over a large period of time or prepare all RFPs ahead of your contracting period.

Shortlisted (Individual) Hotels
After completing the general information, you proceed to the hotel and group selection process. This step ensures that the RFP includes a carefully curated list of hotels.

Adding Hotels

• You add hotels by clicking the orange button labeled Add Hotels.
• This action opens the Preference Hotel Search, where you can:
  1. Apply desired filters (e.g., price range, amenities, location, etc.), as described in the previous chapter.
  2. Update the search results by using the Actualize Search function.
• Clicking on a hotel name opens its profile for further details.
• Use the search bar n the right-hand side to look up specific hotel names.

Selecting Hotels

• Once the desired hotels are identified, you can selects them and click the orange button Add to Existing RFP.
• The selected hotels then appear in the Shortlisted Hotel Overview 

Shortlisted Hotel Overview
In this overview, you can

• Open individual hotel profiles by clicking on the hotel name.
• Review and manage the shortlisted hotels and delete them via the Action dots.
• Place an internal comment for the hotel. This comment is solely visible to you. Should you duplicate the RFP, this comment will be duplicated into the new RFP, if the same destination is being sourced.

Hotel Suggestions

Hotel group users / chain representatives can suggest additional hotels for your RFP. This is especially interesting in case of new openings, re-brandings or after hotel refurbishments. This button is disabled in the editing stage and will only be active, once the RFP moves to the Pre-RFP or Publish Stage and Hotel Suggestions have been made from the invited Hotel Group Users.

Sharing the Shortlist

If you wish, you can share your shortlisted hotels with other departments and your colleagues.

• Please click on the blue button labeled Share Shortlisted Hotels to share the shortlisted hotels.
• This action copies a link to the clipboard.
• You can paste this link into a browser tab or share it with others via email or messaging platforms.

The shared link allows external stakeholders, even those without a Croowy account, to view the shortlisted hotels.

Shortlisted Hotel Groups

In addition to shortlisting individual hotels, you can include hotel groups in the RFP. These groups can represent specific ownership entities or hotel brands you wish to engage with.

To add a hotel group to the RFP, please:

• Press the orange button labeled Add Hotel Group. This action opens a new interface specifically designed for selecting hotel groups.
• Enter the name of the hotel group in the search bar. The system displays available options.
• Note: Hotel group names may vary, so please verify the details of each group to ensure the correct group is selected.
• Review the provided information about the group, including:
  • The total number of hotels in the group
  • The number of hotels within the selected destination
  • The e-mail addresses of the group users
• Confirm or delete the selection by clicking the Confirm button to add the selected hotel group to the RFP or the red cross to delete the selection.

Once all mandatory fields are filled out, you can continue editing the RFP and move on to the next step by clicking the  Cover letter or the next button.