MAX for Sales FAQ

MAX for Sales is the first product in the MomentusMAX suite of native AI products, an application for venue sales teams. This FAQ answers the questions customers and implementation teams ask most often about requirements, roles, scoring, holds and sync, and troubleshooting. Use it for quick answers. For detailed setup and how-to steps, see the full MAX for Sales articles.

Questions

Availability and fit

Users, roles, and access

Instructions and email drafts

Scoring and recommendations

Holds, calendar, and sync

Contacts, notes, and imports

Reporting and logs

Troubleshooting

Availability and fit

Does MAX for Sales replace my sales team?

No. It supports your team. MAX for Sales does the admin work, such as lead triage, availability checks, and proposal formatting, so reps spend more time with clients. The AI recommends and drafts, and the rep reviews, edits, and decides.

What do I need to use MAX for Sales?

  • An existing Momentus Enterprise subscription (version 26.2 or later) or Momentus Elite subscription (June 2026 or later).
  • MAX for Sales is a paid option. It is part of the platform, so there is nothing separate to install.
  • It is available to both Enterprise and Elite customers.

Which regions and languages does MAX for Sales support?

  • Hosting regions: US, Canada, Ireland, and Sydney.
  • Languages: English, Spanish, German, and French.

📌 Note: You can instruct MAX for Sales to write emails in other languages. We recommend proofreading those drafts for accuracy.

How does MAX for Sales work with a multi-org Enterprise database?

MAX for Sales connects to a single org. It defaults to org 10, and you can change the org code. You cannot switch between orgs or run MAX for Sales separately for each org.

Can I turn on MAX for Sales for only some venues?

No. There is no venue-level split. We have recorded this as product feedback.

What are the known limitations?

⚠️ Known issue: MAX for Sales does not recommend composite spaces, resources, or packages.

How often are updates released?

We release smaller updates weekly and larger feature updates every two weeks.

Users, roles, and access

Who does MAX for Sales add automatically?

MAX for Sales adds only the system admins in Enterprise or Elite automatically, as MAX for Sales admins. An admin must add everyone else.

What roles are available?

There are three roles: Admin, Sales Manager, and Sales Rep. A user needs one of these roles to see MAX for Sales in the navigation bar and open it. There is no longer a None role, and users without a role no longer appear in the user list.

Can I remove or downgrade other admins?

Yes. Admins can remove or downgrade other admins. At least one admin must always remain, so you cannot remove the last admin.

Can all reps see all opportunities?

Yes. Everyone in your account sees every opportunity, whoever owns it. If a rep is out of office, a colleague can open the opportunity and see the full picture without transferring it first. Pipeline visibility is the same for every role.

📌 Note: Quota and target data is private. Only the rep and their manager can see it, not other reps.

Who sees the communication history on an opportunity?

The communication timeline belongs to the opportunity. Anyone who opens the opportunity sees the whole exchange, including emails synced from Outlook and the AI-generated thread summaries.

Instructions and email drafts

What are predefined fields?

Predefined fields are a small set of facts you fill in once for each email instruction. MAX for Sales uses them, so it does not have to guess these facts when it drafts an email. There are seven: - Sales person name - Title - Venue name - Contact phone - Account phone - Email - Sign-off closing

MAX for Sales treats these as fixed facts and uses only the details you list. If you leave a field blank, MAX for Sales leaves the detail out of the draft instead of inventing it. MAX for Sales also uses Sign-off closing as the closing line of the email.

💡 Tip: Leave Sales person name blank. It fills in automatically with whoever is sending the email, so each rep's drafts go out under their own name.

Do I need a separate email instruction for each salesperson?

No. Email instructions belong to the venue, and the whole team shares them. Each instruction covers a task, not a person. When a rep drafts an email, they pick the instruction that fits.

💡 Tip: Name instructions for the situation the rep is in, such as "Follow-up, no response after proposal," not "Email template, Sally Sales." You end up with a few well-tuned instructions instead of one per person to maintain.

Can the tone of email responses differ for each salesperson?

Not per person. Tone is set on each email instruction with Tone preset (Professional, Friendly, Warm, or Concise), and every rep who picks that instruction gets the same tone. To offer a different tone, create another instruction. We have recorded per-person tone as product feedback.

Scoring and recommendations

What does the Recommendation Score mean?

MAX for Sales suggests spaces for a new event by comparing it to past events held in those spaces. It compares six factors: Capacity, Duration, Event Type, Seasonality, Revenue, and Name. For each factor, it works out how closely the new opportunity matches the past event.

Each factor works in its own way: - Capacity, Duration, and Revenue: the further apart the numbers are, the lower the match. - Event Type is either the same or not. - Seasonality looks at how close the dates fall in the calendar.

What is a match limit?

A match limit sets how different a past event can be on one factor. If the past event is more different than that, MAX for Sales leaves it out, even if it matches well on every other factor.

Match limits go from 0 to 100%. A higher match limit allows more difference, so the match is looser.

Example: your new opportunity is a 3-day conference, and the Duration match limit is 60%. A past event can be up to 60% longer or shorter and still pass. - Past event A was also 3 days, so it passes. - Past event B was a 1-day event. That is more than 60% shorter, so it fails, even if it had a perfect Revenue or Capacity match.

How do I decide what to set a match limit to?

Use the two tools on the Space Plans Recommendation Score settings page: - Eligible Events for Recommendation shows how much historical data you have for each factor. A match limit has little effect on a factor with little data. - Suggest settings looks at your data and suggests weights and match limits for you.

How were the default scoring values chosen?

They came from discovery work and from reading how venues typically behave. Venues differ, so the defaults are a starting point. We recommend checking your own data to set values that fit your venue.

What influences the score for returning clients?

Repeat business raises the score based on how many events the account has held with your venue in the past. MAX for Sales does not calculate account-level lifetime value.

Can I override the score by event type?

Event type overrides are available for Value and Urgency. There is no event type override for Probability.

What does availability pressure measure?

It measures how full your calendar already is on the dates the client requested. MAX for Sales looks at peak utilization across those dates and counts both confirmed bookings and holds as committed space. High demand lowers the score, because nearly full dates are harder to win. If MAX for Sales has no availability data for the dates, it uses a mid-range value.

Holds, calendar, and sync

What happens when a hold expires?

Hold expiration does not free the room. It flags that the hold has been on the calendar longer than your venue considers appropriate, and the rep decides what to do next. Admins set Default expiration and Expiration warning in Calendar Settings, and the rep gets a Hold Expiring task before the hold expires. To free the space, the rep selects Release, which deletes the hold and cannot be undone.

What happens in Enterprise or Elite when I place a hold in MAX for Sales?

The hold stays in MAX for Sales as the rep's working record. - Enterprise: the first hold creates an event, named after the opportunity, with a booking for each held room. Your operations team sees it on the calendar like any other held space, and the hold protects the rooms from that point. - Elite: the event already exists before you place a hold. MAX for Sales creates it automatically, shortly after it creates the opportunity, once the account and contact are in Elite. The event has Inquiry status. The hold adds the booked rooms, dates, times, and rates to that event. Only your first hold or space plan goes to Elite.

Where do I choose whether tentative bookings hold a space?

In Settings > Space Planning / Holds > Booking Settings, not in Calendar Settings. On Enterprise, turn on Tentative to treat tentative bookings as occupied. Reps then cannot offer or hold those spaces. Leave it off if reps should keep selling a date until it is firm. The setting changes what every rep sees as available.

📌 Note: On Elite, this screen is read-only. Prospect and tentative bookings do not hold a space, and confirmed bookings do.

Can I change the colors in Calendar Settings?

No. Momentus manages the colors, and you cannot edit them. Use the page as a reference for what each color means.

What syncs between MAX for Sales and Enterprise or Elite?

The two systems share some things right away and others later, and the timing differs between Enterprise and Elite. - When an inquiry arrives: on Enterprise, MAX for Sales creates the account and contact right away and links them together. On Elite, it creates them shortly after the inquiry arrives. The opportunity stays in MAX for Sales either way. If MAX for Sales thinks an inquiry may duplicate an existing record, it holds the account and contact back until a rep confirms how to handle it. - When MAX for Sales creates the event: on Enterprise, at the first hold. On Elite, automatically, shortly after it creates the opportunity, once the account and contact are in Elite. The Elite event has Inquiry status. - When a rep creates the event from the opportunity: on Enterprise, MAX for Sales pushes the event with its notes, bookings from held spaces, and attached documents. On Elite, it finishes the existing event with the notes and any bookings not yet sent. It does not mark the event Definite. That step stays in Elite. - After that: this is not a full two-way sync. MAX for Sales is the system of record for opportunities. On Elite, once the event is Definite, Lost, or Canceled, later changes in MAX for Sales no longer update it.

📌 Note: In Enterprise, the account and contact do not link back to the opportunity in MAX for Sales. To see work in progress, look at the calendar in Enterprise or Elite for the event.

Contacts, notes, and imports

Where do the contacts on an opportunity come from?

For existing accounts, account and contact information comes from your Enterprise or Elite records. If a contact looks wrong, correct it there first. For new accounts and contacts, or contacts not found in Enterprise or Elite, open the opportunity's logs in MAX for Sales. They show when MAX for Sales created the contact and where it came from.

📌 Note: MAX for Sales should capture client contacts only, not your own staff.

Do I have to map every note category in Notes Class Mapping?

No. Mapping is optional. Map only the categories your sales team uses and leave the rest blank. Nothing breaks and you lose no notes. - Each category accepts one Enterprise note class. The dropdown lists your own Enterprise note classes, which is why you may see several similar entries. - If you later assign that class to a different category, it moves rather than duplicating. - The categories are the note tabs on an opportunity in MAX for Sales, not a report. Enterprise notes flow in either way. Each one arrives labeled with its Enterprise note class and lands on the matching tab, or on its own note page if there is no exact match.

Why can I assign each legacy event type to a system event type only once?

This is expected. Mapping lets MAX for Sales understand the data that comes from Enterprise. If you mapped a legacy type to several system types, the data would be harder to read and the signals behind scoring would be weaker.

Reporting and logs

Where can managers see goals and performance?

Open Performance from the main navigation. Sales Managers and Admins can switch between Rep View and Manager View, which covers the whole team, and use the Rep filter to narrow it to one person. Sales Reps see Rep View only. Reps also see their own progress in the Performance widget on Today's Focus.

📌 Note: "Team" means everyone at your venue. There is no grouping by team, region, or reporting line.

Where can I see a history of what users did in MAX for Sales?

Open System Log in the left navigation. This is separate from the Global Activity Log in Elite, so activity in the two products appears in two places.

Troubleshooting

MAX for Sales does not appear in my navigation bar. What should I check?

  • Confirm you have a MAX for Sales role. Admins add users with the Admin, Sales Manager, or Sales Rep role.
  • Confirm your organization has MAX for Sales enabled. If nobody has requested or approved it for your environment, contact your primary Momentus contact.
  • If both are in place and it still does not show, contact Momentus Support with a screenshot of the page you are signing in from.

What is the Company Background tab?

It records information for a feature that is still in development and not deployed to production. Only Momentus Support users can see it. Admins and other users do not.

Was this article helpful?
0 found this article helpful.
Return to top

Related articles