Hotel sales prospecting
starts with your own book.
Matrix Prospecting is hotel sales prospecting for the business you already have. Every morning it lists the groups due to rebook, the LNRs up for renewal, the deals that went quiet and the accounts that stopped producing, each with its reason in plain words.
Cards in Top Prospecting Today: renewals and rebooks coming due first, then the biggest deals at risk.
Why the revenue in your book slips
Most of it isn't lost to a competitor's pitch.
It's lost to a date nobody was watching.
A group that met at your hotel last year is planning its next meeting, and nobody calls. A negotiated rate expires and the account drifts to the hotel down the street. A deal sits in Tentative for a month with nothing scheduled. None of it looks like a loss until it's too late to win back.
Rebooks get missed.
Groups that meet every year start planning the next one months ahead. If nobody reaches out around the one-year mark, the planner sends the RFP to whoever does.
Deals go quiet in plain sight.
An opportunity in Prospect or Tentative with no recent activity and nothing on the calendar still looks healthy in the pipeline. It's waiting on a follow-up nobody scheduled.
Negotiated accounts slip slowly.
An LNR expires, a key contact stops hearing from you, an account books well under what it promised. Each one is easy to miss in a report and expensive to find at renewal.
How Matrix handles it
The product views built
for this work.
01 · Top Prospecting Today
Six cards to work first, every morning.
Top Prospecting Today sits at the top of the Prospecting page and on the Dashboard. It picks six cards: rate renewals and group rebooks coming due within 60 days first, soonest first, then the biggest deals at risk. It shows no more than two cards of one type and one card per account. In a portfolio or global view, it picks the best six across every property in scope.
02 · Every card says why
The reason is on the card, in plain words.
Each card names the account and the deal, then says why it's there: "LNR expired Oct 9 · clone and re-qualify" or "No completed activity in 23 days · no future activity traced." Matrix rebuilds every property's cards at 6am property time, and again about 15 seconds after anyone saves an activity or opportunity, so the list keeps up with the pipeline.
03 · Act from the card
Take the next step without leaving the list.
Each card carries the actions that fit it: add a lead, an opportunity or an activity, clone the opportunity to start a renewal, or move a dead deal to Lost with a reason. Snooze a card for a day, a week or 30 days, or dismiss it. Cards belong to the property, so a snooze or dismiss changes the list for the whole team, and the card shows who did it and when.
Work the book first.
Then go find new business.
The easiest revenue a hotel books is revenue it already had: the group that came last year, the account with a rate up for renewal, the deal that only needed a follow-up. Prospecting puts that list in front of the team every morning, so new-business prospecting starts from a book that's covered.
How far ahead rate renewals and group rebooks move to the front of Top Prospecting Today.
What operators say about this
Real operators.
Verified reviews.
Quotes from public Hotel Tech Report reviews. Lightly trimmed for length, source language preserved.
“Matrix lives up to its name. It's been a game changer during RFP season and LNR renewals — saving me countless hours by having all my notes, history, and tracking in one place.”
National Director of Sales
Large Hotel
Verified review on Hotel Tech Report →“I've seen a measurable impact on the revenue I generate, thanks to the time it saves and the clarity it brings to managing group and corporate bookings.”
Sales Manager
Large Boutique
Verified review on Hotel Tech Report →Operator questions
Answered straight,
no marketing-speak.
What does Prospecting show?
Six kinds of cards in three sections. Rebook Groups holds LY Rebook cards, for groups due to book again. Stale Opportunities holds Stale Opp cards, for deals that went quiet. Corporate Negotiated Prospecting holds Rate Renewal, Dormant Account, Stale Contact and RN Shortfall cards, for negotiated accounts that need attention. Top Prospecting Today picks the six to work first.
When does a group show up to rebook?
For group types that usually rebook every year, such as corporate, education, government, religious, sports and tour groups, Matrix looks back to when the group moved to Definite or Lost. If the account has no group opportunity at the property starting within 30 days of last year's dates, a year on, the group gets an LY Rebook card. It shows from 45 days before the one-year mark until 30 days after it.
Which negotiated accounts get flagged?
Four kinds. Rate Renewal: an LNR in the Rate Renewal stage, which Matrix moves a Definite LNR into 60 days before it ends. Dormant Account: an LNR or RFP over 100 anticipated room nights that was Definite in the last 24 months and has ended, where the account has no other open opportunity at the property. Stale Contact: the primary contact on a Definite or Rate Renewal LNR or RFP over 100 room nights with no completed activity in 6 months and nothing scheduled. RN Shortfall: an account whose running LNRs and RFPs are delivering under 75% of anticipated room nights, or under 75% of the same months last year, based on the monthly production actuals.
What makes an opportunity stale?
An LNR or group opportunity in Prospect or Tentative with no completed activity in 21 days or more and nothing open or scheduled. An opportunity that never had a completed activity counts from the day it was created. Once an event has ended, its opportunity no longer gets a Stale Opp card.
How often do the cards update?
Matrix rebuilds each property's cards every morning at 6am property time. It also rebuilds them about 15 seconds after anyone saves an activity or opportunity at that property, so a card goes away soon after the work that answers it is logged.
If I snooze or dismiss a card, does it go away for the whole team?
Yes. Cards belong to the property, not to one seller, so snoozing or dismissing a card changes the list for everyone at that property, and the card shows who did it and when. Snooze for a day, a week or 30 days. A dismissed card won't come back unless its conditions change.
Your book already knows
who to call this week.
See Prospecting on your own pipeline: the rebooks, renewals and quiet deals Matrix would put in front of your team tomorrow morning.