Learning Objectives

Report Overview

The Event Listing Report displays a list of events for a specified date range.  

Report Uses 

The sales and events team can use the report … 

• To plan and forecast

• To post today's event information in the lobby for guests

• The sales and events team can use this in their morning meetings

• Operations staff can use this report to review a list of events with no function space assigned due to room conflicts and reassign these to an available function room

• The front desk staff can keep this handy in case a guest asks where to go for a specific event

How to Run the Report

To run the report, follow these steps: 

1. At the Home Page, click on the ‘Reports’ tab, ‘All Folders’ on the left side, and click on ‘Thynk Reports’.

2. Look for the ‘Event Listing’ Report or you can type ‘Event Listing’ in the ‘search all reports’ field. Click on the report to open it.  [Note: this report will show in your ‘Recent’ reports going forward.]

3. The report will run based on the filters the standard report was created. Click on the filter button on the right of the screen to see the filters.  In this case, the Event Listing report shows all bookings, with arrival date of May 2023, reservation status of Optional and Confirmed. Click on the filter icon again to collapse the window. 

4. On the top left of the report, you see a summary: Total Records = total number of events based on the report filters, Total Expected Guests, Total Revenue for the event.

5. The rest of the report shows you each event name with the following fields:  booking name, start date and time of the event, function space name, booking event name, description (if there was anything in this field on the event), expected guests, setup type, function type, show function name, event status, and keep scrolling to the right to see the total revenue. 

6. As in all reports, you can change the filters by editing the report. To do this, click on the arrow down next to the ‘Edit’ button and ‘Save as’ to save it as a new report to keep the original report unchanged. 

"Saving As" will allow you to save the report as a permanent draft.

7. At the next window, name your new report and complete the ‘Report Name’, and ‘Report Description’ fields. The ‘Report Unique Name’ will be auto generated. Select the report folder (My Folder, if you have it) and ‘Save’.

8. On the next screen, on the left, click on ‘Filters’ to make changes to the filters. 

9. To add columns or move them, click on ‘Outline’ on the left of the report edit screen. To add a column simply type in the field name in the ‘Add column’ search bar. To delete a column, click on the x. 

10. And as in all reports, to move a column to the left or right, click on the field name you want to move and drag it up or down. To change the chart, you can click on the chart icon and select from your chart options. 

11. ‘Save’ any change you make.  Remember you can ‘Save As’ here as well by clicking on the down arrow on the right of ‘Save’.  ‘Save & Run’ allows you to save and run the report in one click. If you click on ‘Run’ you are merely running the report and you can check if you like the edited version, but remember to save it if you do want to keep it. 

12. To add the new report to your dashboard, click on the down arrow next to the ‘Edit’ button. And click on ‘Add to Dashboard’. 

Resources 

1. How to Edit Reports and Dashboards - Knowledge Base article