How to Create and Edit a BEO

How to Create and Edit a BEO

Learning Objectives

  1. How to create a new BEO

  2. How to edit a BEO

  3. 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

To create a new BEO/function sheet, follow these steps: 

  1. Now that you have added all the items to the booking, to create the BEO, move your cursor to the right side of the booking and click on ‘Documents’

  2. Scroll down to find the BEO and click on the PDF button to create a PDF format. This will open a preview of the BEO - check it and ‘close’ the preview window.

  1. If you click on the DOCX format button, you will create a Word document which can be edited.  But remember if you edit this Word document, your changes are not going back into the booking.

  2. Once the BEO is created in either format, it is automatically saved in ‘Files’ on your Booking. You can click on it to open it, download it and send it as an email attachment to your customer.

  3. If your system is set up with email templates, and you want to email the BEO,  click on the ‘Communication’ tab on the booking and find the BEO email template. Here, click on the ‘Email’ action button.  

  1. This will open an automatically created email with the information already completed (e.g. contact name, email address, booking information, dates etc.) and with the BEO already attached to the email for you to send to your customer. 

  2. Read through it to ensure all is correct, and click on ‘Send’.

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. 

To edit a BEO, follow these steps: 

  1. Open your booking and make any needed changes. Example: if the customer asks for a specific brand of tea or coffee, go into the booking and on the right, find the ‘Products’ section, and here, find the product line, click on it to open it and write in the comment into the ‘Description BEO’ box. Always remember to ‘Save’.

  1. Make any other necessary changes elsewhere in the booking, and always click on ‘Save’.

  2. Once all the changes have been made, you are ready to generate a new BEO with the changes already made.  Go back to the Booking, and click on the ‘Documents’ tab. 

  3. Here, scroll down to find the BEO and click on the PDF button to regenerate a new one. 

  4. Each time a BEO is generated, it is saved in the ‘Files’ section in the ‘Documents’ tab. 

  5. And again, as before when you create a new BEO, you can download the BEO or send it as an email to your customer. 

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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