Overview
Accounts work a little differently in Matrix than in many systems: an account exists once and is shared across every hotel in your subscription. Understanding that shapes how you create, name, and clean up accounts.
Accounts are shared across your portfolio
There is one account record per company, shared by all of your hotels. What makes each hotel's business unique lives on the opportunity, not on a separate copy of the account. Two consequences:
- Always search before you create. If the company already exists, use it. Creating a second account for the same company makes duplicates that someone has to merge later.
- Keep hotel-specific detail on the opportunity, not the account.
When to use a Generic Account
For one-time SMERF business (weddings, reunions, sports, religious groups), use a Generic Account (for example "Wedding" or "Sports-Soccer") instead of creating a brand-new account for a group you may never see again.
If a group booked under a Generic Account turns out to have repeat potential, create a dedicated account for it and re-associate the opportunities and contacts.
Merging duplicate accounts
Duplicates happen, especially after an import. To merge, pick the record you want to keep, move the associated opportunities, contacts, and activities onto it, then delete the duplicate. Because accounts are shared, clean accounts help everyone in the subscription. See Cleaning Up Your Pipeline.
Naming standards (quick reminder)
- Enter the account name from a reliable source (the company's Google listing, email signature, etc.) and use proper casing.
- Do not put event words like "Meeting" or "Training" in the account name. Those belong on the opportunity.
Questions? Email support@m1intel.com