Please see the the below processes and how each one is completed.

When a diner receives these emails, they appear as below:

The check availability button allows the recipient to go straight to the site to book the visit. This will turn red once the visit has been booked and state “Sorry this visit has already been booked.”

Fancy emails (FE)

These emails are sent from the Visit Fulfilment inbox, and are used mostly for international and airport dines. These can also be used on an individual basis if the visit becoming hard to fill. We can add pictures and a little more detail to these emails, hopefully making the visit more appealing. There is a folder of templates for those clients that we tend to send these for more often, as well as a basic template that can be used when creating a new one.

 A fancy email should have all the information a diner needs when booking a visit, without it being as detailed as a brief. It should include:

1. Venue
2. Location
3. Visit ID
4. Visit Criteria
5. Reimbursement
6. Points
7.  Fee
   

Images can be taken from the brand/venue’s website. Social media sites such as Instagram are also useful. All images need to be professional quality and should not contain any people.

Make sure that the images are reflective of the venue, we don’t want to be showing diners something they won’t be getting!

Sending fancy emails: Copy the email from the document template into the body of the email, add an attention-grabbing title and send!

Calling (C)

Calling for visits is usually used as a last resort, as it is time consuming and not often fruitful. However, it can be used for last minute visits that aren’t being picked up. 

https://www.selectabase.co.uk/tools/postcodes/#pct

Add the postcode of the venue for the visit into the box. This can be found by hovering over the visit name.

We then work on a radius building up from 5 to then finally 10 miles. The website will list all postcodes within these radii. Work through adding these postcodes in the search box on the eligible diner’s page. Click on the diner and find their preferred number.

Voicemail: Leaving a voicemail regarding visit fulfilment should be simple and quick. The diner just needs to know:

1. Who you are
2. Location of visit
3. Points & Fee’s
4. Visit availability
5. Our number
   

 If you leave a message, make sure you place a call note to their profile detailing this. Add in the visit ID and what you did.

Previous/ Future diners contacted (PDE/C)

When trying to book tricky visits we can contact diners that will not be seeing the visit as they are no outside of the return rule, because either:

1. They have previously done the visit too recently.
2. They have a visit for that location booked in the near future.

Finding previous diners: Go to the search visits page> select the client> select the location.

We normally email from 6 weeks prior. You must check that the diner you are contacting has not been banned from the client you are emailing about, that they don’t have the visit already booked in the future and if they want emails. Work through the diners from this date by either calling or emailing. Add a note to their profiles stating what you did as you go.

Finding future diners: Find the visit you are trying to book. On the visit page there will be a list of the most recent and any future diners.

You can contact these future diners and ask if they would be happy to move their visit forward. (Adding notes to profiles as you go). If they are interested; remove their current visit and allocate over the new one.

Airport workers contacted (AWE/C)

For visits in airport locations, particularly airside branches, we have a list of diners that work in airports. These diners will normally have airside passes so can get across to do visits without flying. To find these diners go to the Diners page and search for all diners with the Airport tag.

Flights lists diner contacted (TDE/C)

For visits in airport locations we can also contacting diners that ae travelling through the airports. Diners are able to flag the airport/terminal they are visiting and the date of travel on the website. This page is located under the My TMDC section on the system.

From here you can select diners that will be at that airport location during the visit dates. Then a fancy email can be sent, or calls can be made to these diners, making sure to add notes to their profiles as you go.

This is a useful tool for getting ahead with fulfilment as diners often put when they are flying on the list months in advance. Meaning you can email out airport visits as soon as they are added to the system no matter how far ahead.

If there are both Airside and Landside visits for the same airport, always try and book flying diners onto the Airside as less people have access to these sites.

News feed posts (NF)

We can add posts to the diner newsfeed for clients with large amounts of unallocated dines or hard to shift visits. You can find this by going to the My TDMC section of the website. The posts should be attention grabbing and short but clear with all the information a diner needs.