Learning Objectives

In this article, you will learn how to…. 

1. Check space from the function diary

2. Block an event from the function diary

Checking Space and Blocking Events from the Function Diary

As you have already learned, there are many ways of creating bookings and events in Thynk. 

Sometimes, if it’s a booking without guest rooms, but they want to just book an all day meeting with coffee breaks or a wedding, or other local social event, and you know it’s a busy time in the hotel, you may like to first check the function diary to see if you have the space available. 

To check function space availability in the function diary first, and create a new booking from there, follow these steps: 

1. Click on the Function Diary, click on the calendar on the top right to change the date to the date requested by your customer.

2. Now, you see the dates, check what space is available here, if you are on the week view, click on the ‘Day’ preset to see the times on that day to find the right available space for the group.

3. Once you find the right slot,  right click on the time and function space and click on the ‘+ Add Event’ button. 

4. This opens a ‘New Event’ window and you create the event here, as you have already learned in another lesson.

5. Note: if this is a new event for a new booking that hasn’t already been created, you will need to create a new booking from this window by clicking into the Booking field and clicking on the  ‘+ New Booking’ and just following the prompts. When you have created a new booking, you will be returned to the 'new event' window to finish up.

6.  Complete all fields and click on ‘Save’

If you have Already Created a Booking and Want to Add Another Event to it

… follow these steps: 

1. Find the booking, and open it. To the top right of the booking screen, click on the down arrow and click on ‘Open Scheduler’

2. This opens the function diary in a new tab and it opens on the date range of the booking. Take a look around for an available function room for the requested date/time. 

3. If you see availability, click on the ‘New Event’ button on the top left of the function diary.  Of course, if you don’t see any availability, you can ask your customer if they could be flexible with their event date and hopefully steer them to a date where you can easily accommodate them.

4. Complete all fields. Making sure the number of guests isn’t bigger than the number of guests on the Booking itself.  If it is (let’s say you’re having 20 people attend the lunch, but only 15 were on the booking, you’ll need to go back to the booking, and change the number of guests from 15 to 20).

5. Click on ‘Save’ when finished entering all the details.

Best Practices for Creating New Events from the Function Diary

• You can create new events from different places. Either way, it’s a good idea to enter in a descriptive event name into the Name field in the ‘New Event’ window.  Example: XYZ Company - Gala Dinner and Awards. This will make it easier for you to identify events in the function diary.

Resources

1. How to edit a booking - Knowledge Base article