Introduction
An option request allows a hirer to temporarily reserve a space while they finalise their plans. Options are held for 5 working days, after which the hirer will be given the option to extend the hold for an additional 5 working days—you can choose to accept or refuse this extension. Managing options effectively ensures a smooth booking process and maximises occupancy. This guide walks you through handling option requests in the Location Portal.
Steps to managing option requests on lo:live
1. Receiving an option request via email
When a hirer submits an option request, an email notification is sent to the email address of every member of your team with a Location Portal account. (unless you have turned off email notifications in settings)
The email will have a "Review option" button, which, when clicked will automatically redirect you to the option request
2. Accessing option requests on the Locations Portal
Navigate to the Location Live platform and log in using your Location Provider account.
Once logged in, you will land on the Overview Page.
Click ‘Deals’ in the left-hand menu then click Options.
New requests will appear under the ‘Pending requests’ tab.
3. Reviewing an Option Request
Clicking the Review button on the option table will open a modal popup.
The modal contains the option request brief along with other relevant information.
4. Accepting or rejecting an option request on Location Live
When reviewing an option request, you can take one of four actions: Accept, Reject, Propose new, or Message.
Accepting option request: Click ‘Accept’ to confirm the option, please note that accepting an option request makes the space temporarily unavailable to other hirers to book or option.
Rejecting an Option request: Click Reject to open a modal popup, then select the reason for rejecting the option request from the dropdown menu.
5. Messaging a client who optioned a space
You can directly message the brand that sent the option request by clicking the speech bubble icon. The client will receive the message in real time via Lo:Live, along with an email notification.
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6. Amending an option request on Location live
How to Amend an Option Request
Amending an option request allows you to modify specific details before finalising a decision. You can propose to change any of the following: activation space, activation dates or price.
Opening the Option Request
Navigate to the Options section in the platform.
Locate the pending option request you want to amend.
Click Review to open the details.
Selecting ‘Propose new’
In the option request modal, click Propose new to make amendments.
You will be guided through a step-by-step process where you can modify specific details.
Amending Specific Details
1. Change the Space
Select Yes under Do you want to propose a new space?
Choose the new space from the dropdown list.
The selected space will replace the previously requested space in the proposal.
2. Adjust the Dates
Select Yes under Do you want to propose new dates?
Use the calendar to pick the new start and end dates.
Ensure availability before confirming the selection.
3. Modify the Price
Select Yes under Do you want to propose a new price?
Enter the new Gross price in the input field.
The Net price (excluding commission) will automatically adjust based on platform calculations.
4. Selecting the Reason for Amendment
You will be prompted with "Please select the reason for amending this option."
Choose a reason from the dropdown list.
The selected reason will be recorded as part of the amendment request.
Submitting the Amendment
After making the necessary changes, click Next to review the final proposal.
Ensure all details are correct before submitting.
The client will receive a real-time notification and an email update with the proposed changes.
7. Managing Active Options
Once an option request is accepted, it moves to the Active tab. From here, you can track its progress and take further actions based on the hirer’s decision.
Tracking Active Options
Navigate to the Options section.
Click on the Active tab to view all accepted options.
Each active option remains valid until the hirer takes action or it expires.
Converting an Option into a Booking
If the hirer proceeds with a booking:
The option will be converted into a confirmed booking directly.
Once confirmed, the booking will move to the Booked tab on the option table.
Cancelling an Active Option
Click on the active option to open its details.
Click on cancel option
Select the reason for cancellation, then hit cancel (This will release the option on the space)
FAQ
Q: How long does an option hold last?
A: Option holds typically last 5 working days, unless otherwise agreed.
Q: Can I modify an option request after accepting it?
A: No, but you can communicate with the hirer to discuss amendments before finalising the booking. The hirer can edit the dates of the option on their side and you can accept the new dates.
Q: What happens if a hirer does not proceed with an option?
A: If the hirer does not confirm the booking before the option expires, the space becomes available again.
Q: Can an option be extended?
A: Yes, but extensions must be agreed upon between the hirer and landlord before the original hold expires.