How to Create and Edit a BEO
Learning Objectives
How to create a new BEO
How to edit a BEO
Why you should try to produce the BEO in PDF format instead of Word
Creating BEOs
Part of the sales managers’ process of creating bookings and moving the customer from proposal to contract stages, is of course blocking guest rooms, function spaces, meeting packages (if requested), and products. Once you have added all of these in the booking, you will create a function sheet (or BEO), which gets distributed to the chef and to operational teams as needed. Once you have created BEOs, you can also email them directly to the customer from Thynk.
In order to create a BEO, the booking will need to be at a certain booking status. Before creating at a BEO, check that the ‘Dates’ have been created on the booking. You can see this on the right side of the booking screen, scroll down to ‘Dates’. Dates get created automatically usually at the 2nd stage of the booking.
Depending on your set up, your booking status may also need to be at minimum ‘Tentative’ or ‘Definite’ status (check your statuses) before you can create a BEO. This would have been decided by your Director during your system’s configuration.
Creating a New BEO
Editing a BEO
Of course during the planning phase of any booking event, changes happen.
Customers may want to change the setup of the room, make changes to the food and beverage items, change the packages, AV items for the function room, or you may change the function space to better accommodate other groups.
Best Practices for BEOs
Remember that if you generate a BEO/function sheet in Word format, while you are able to edit it before sending it to your customer, we recommend NOT to do this because your changes won’t save.
For example, if your changes affect the contents of the BEO, we recommend making the changes in the booking, and regenerating the BEO in PDF format.
If the format of your BEO needs to be changed, you need to ask your Director who would have been involved in the initial configuration. They will work with the Thynk Admin as needed.
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