Matrix automatically creates activities on your behalf as opportunities move through their stages. These are called Auto Activities: pre-configured tasks that fire based on specific conditions so nothing falls through the cracks.
You can identify them by the AUTO tag in the lower right corner of the activity card.
Auto activities apply to two opportunity types: Corporate Negotiated (LNR/RFP) and Group. They do not apply to Leads.
Corporate Negotiated (LNR & RFP)
These automations are designed around the lifecycle of a negotiated rate, from confirming the rate is bookable to maintaining the relationship through account reviews and renewals.
Auto activities fire when a Corporate Negotiated opportunity enters the Definite or Negotiated But Not Preferred stage, or when it moves to Closed or Lost.
| # | Activity | When It Fires |
|---|---|---|
| 1 | Brand Test Sell: confirm rate is visible and bookable on brand.com | At Definite or Negotiated But Not Preferred stage |
| 2 | Get GDS Screenshot & Online Booking Tool Screenshot: capture confirmation from travel agent and client | At Definite or Negotiated But Not Preferred stage |
| 3–5 | Account Review / Client Visit / Thank Client & Grow Share: recurring touch base based on room night volume (see cadence below) | Recurring after Definite or Negotiated But Not Preferred |
| 6 | Account Review for Renewal: proactive renewal conversation | Prior to rate expiry |
| 7 | Booking Link Audit: verify booking link is still active and correct | Periodic |
| 8 | Contact Revenue Manager to Remove Rate: reminder to pull the rate from availability if not renewed | When the opportunity moves to Closed or Lost and the rate was not renewed |
Client Meeting Cadence
The frequency of your recurring account review (Cases 3–5) is determined by the negotiated room night volume on the opportunity:
| Room Nights | Cadence |
|---|---|
| 50–99 RNs | Every 120 days (4 months) |
| 100–199 RNs | Every 90 days (3 months) |
| 200+ RNs | Every 75 days (6 weeks) |
Higher-volume accounts get more frequent attention. This keeps your most valuable negotiated relationships warm and protects renewal rates.
An automatic stage change
Corporate Negotiated opportunities also carry one automatic stage change: sending a Rate Load Request from the opportunity moves it to the Rate Loading stage for you. You do not need to set it by hand, and the change is logged on the opportunity's History tab as an automated one.
Group Opportunities
Group auto activities walk you through the full group lifecycle, from initial inquiry through post-stay follow-up. They ensure your team never misses a contract deadline, a block pickup check, or a thank-you call.
Pre-Stay
| # | Activity | When It Fires |
|---|---|---|
| 9 | Follow Up on Group Inquiry | +1 day after entering Prospect stage |
| 10 | Group Signed Contract Due | +4 days after entering Tentative stage |
| 11 | Block Group in PMS | At Tentative stage (when guestrooms are included) |
| 12 | Group Resume: reminder to send resume to property team | At Definite stage |
| 13 | Follow Up on Group Block Pickup: cutoff is 5 days away | 5 days before cutoff date |
| 14 | Receive Rooming List | 10 days before rooming list due date |
| 15 | Deposit Payment Due: Guestrooms | Based on deposit terms (guestroom bookings) |
| 16 | BEO Sent | At Definite stage (when an Event Grid is attached) |
| 22 | Deposit Payment Due: Event | Based on deposit terms (event bookings) |
| 23 | Create Group Master in PMS & CC Auth Due: Guestrooms | When credit card or master billing is configured |
| 24 | CC Auth Due: Event | When credit card or master billing is configured (event) |
Cases 15 and 22 (Deposit) and Cases 23 and 24 (CC Auth) are conditional. They only fire when the relevant payment method is set on the opportunity. Cases 16 and 24 only fire when an Event Grid is attached.
If your property sends CC Authorization Forms through Sertifi, Cases 23 and 24 are marked complete on their own once Sertifi confirms the card is authorized. See CC Authorization Forms.
Post-Stay
| # | Activity | When It Fires |
|---|---|---|
| 17 | Enter Actual Pickup in Opportunity | Day after group checkout |
| 18 | Send Thank You & Feedback Request | Day after group checkout |
The post-stay activities are easy to overlook under the pressure of the next inquiry. Having them automated means your relationship doesn't end at checkout.
Automated Stage Transitions
Two stage transitions in the group workflow happen automatically. No manual action needed:
| Trigger | Result |
|---|---|
| Contract sent for signature (via DocuSeal) | Opportunity automatically moves to Tentative |
| Fully executed contract received | Opportunity automatically moves to Definite |
This keeps your pipeline accurate in real time without relying on salespeople to manually update stages after sending paperwork.
Tips
- Don't delete auto activities. They document your sales cycle and contribute to activity reporting. Complete them or reschedule them instead.
- Add details when completing. Even though the activity was auto-created, the notes you add when completing it are valuable for future reference and handoffs.
- Auto activities respect scope. They fire based on the property and opportunity type, so each property's pipeline gets the right set of tasks.
Questions? Email support@m1intel.com