Why is hospitality hard to manage?
Because the record is spread across too many places. The contract is in a shared drive. The guest list is in a spreadsheet. The last conversation is in one salesperson's inbox. The renewal date is in someone's head. When that person is on holiday, or leaves, the club loses the thread.
Hospitality clients are businesses, so they belong in a business CRM. Toutix CRM is a CRM for a club's sponsors, partners, suppliers and hospitality clients.
How do you keep one record for each client?
Give every hospitality client one company record, with:
- The people at the company, and who at the club owns the relationship
- What they bought: suite, box, table or package, and for which events
- The deal value and stage
- Every email, call, meeting and note
In Toutix CRM: each client is a company with its contacts, deals, tasks and notes. Deals carry a stage and a value. Existing contacts can be imported from a spreadsheet.
How do you manage guest lists?
For each event, the club needs to know who is coming, with which client, and any needs such as dietary requirements or access.
- Ask clients for names by a fixed deadline before each event
- Keep one list per event, linked to the client who bought the space
- Check after the event who actually attended
How do you keep follow-ups from slipping?
After each event, and after each client conversation, someone has to write it up and send the next message. That is the step that most often slips.
In Toutix CRM: the AI assistant summarises email, calls and meetings and drafts the follow-up for your team to review and send. Tasks keep the next step on someone's list, with a date.
How do you handle renewals?
Hospitality renewals are easier when the client has had a good season and you can show it. Before the renewal conversation:
- Review how many events the client used and who they brought
- Read the summary of the season's conversations
- Note anything that went wrong, and what was done about it
- Prepare next season's offer with that history in mind
In Toutix CRM: each renewal is a deal with a stage and a value, so the commercial team can see which clients are due, which are in conversation and which have signed.
Can we use it from Claude?
Yes. Toutix CRM has a Claude connector. A team member can ask Claude to look up a client, add a note or draft an email, and Claude sees only what that person can see in Toutix CRM. A Claude workspace owner adds the connector first.
Where do fans fit?
Not in Toutix CRM. It is for business relationships: sponsors, partners, suppliers and hospitality clients, and it never treats fans as sales leads. Fans belong in Fan Passport, Toutix's separate fan product.