How to create a New Account and edit an Existing Account
Learning Objectives
How to search for an account
How to create a new account
How to edit an existing account
Which best practices to follow
Standard Features in Thynk
When working in Thynk, there are some very easy features that apply the same way in different areas in Thynk, e.g. accounts, contacts, bookings, events etc.
Some fields can have drop down lists, free type, and some will have search built in, so when you start typing into the field, the system automatically searches Thynk so you can click on the selection found - this is called a ‘lookup field’.
Fields with a ‘i’ have a help text, which you can see when you hover your cursor over it. If you find the help text is incorrect, please let your Thynk Admin know and they can make the change.
Fields with a red * are mandatory fields, so you must complete them. The mandatory fields are decided by your Director during the initial configuration.
Accounts are categorized as a...
- Company (typically a Corporation, anything except an agency or private event),
- Agency (travel agency that books on behalf of individual travellers, or companies),
- Private Event (usually a social event, e.g. birthday party, or a dinner for a local event).
To Create a New Account
You have received a lead from a new customer. You haven’t heard of this account, you research it and decide it has potential for your hotel. To create this new account in Thynk, follow these steps:
First, and always, search for the account using the global search bar on top of your Home Page.
If the account doesn’t exist, create a new account by clicking on the down button next to Accounts and on ‘+ New Account’.
In the ‘New Account’ window complete as many fields as possible.
Enter the account name as thoroughly and cleanly as possible. The name should match the company logo. You shouldn't enter it in ‘all caps’ unless the company name is in all caps. Make sure to follow your property’s SOPs.
The next field is ‘Parent Account’. If you know there is a headquarters account elsewhere and this is a division or regional account, search for the parent account in this field, select it to save it. If you leave this blank, this account automatically becomes a parent account.
Select the account ‘Type’ from the drop down list. Choose between Company and Agency - make sure you select the correct one, because you will not be able to change it later if you have bookings attached to this account. Only the Thynk Admin will be able to make the change.
Select the ‘Subtype’ from the drop down list. This subtype can be dependent on your choice on the previous ‘account type’ field. Example: if you selected ‘Agency’ in the ‘Type’ field, you will only see the Subtypes that pertain to Agencies.
Enter the ‘Status’ of the account. Since you are creating a new account, select ‘Active’.
Enter the website link. In the ‘Billing Name’ field, enter the account’s name as it should appear on invoices. This can be the same as the account name or can be something different if they need invoices to be sent to a different entity.
Define if the Account is tax exempt or not. When a Booking's 'Bill to' field has this Account Assigned, the Booking will calculate the Tax according to the Accounts Value.
The ‘Commissions’ section applies to agencies. If they have standard commissions you can enter them here, and they will pull into bookings, documents and reports.
When you have completed all fields, click on ‘Save’
All the information you have entered appears in the ‘Details’ tab on the Account page.
To Edit an Existing Account
There are two ways to edit an account. The first method of editing is as follows:
Find the account you wish to edit
Open the account by clicking into it
Move your cursor to any field you see a ‘pencil’ icon, and click on the pencil.
This allows you to edit any fields. Enter in the correct information
‘Save’ when done
The second method of editing is:
Find the account you wish to edit
Open the account by clicking into it
Click on the ‘Edit’ button on top right
This opens up an account window showing you all account fields. Here you can edit one or multiple fields
‘Save’ when done
Best Practices
An Account has to be categorised as ‘Company’ (corporations), ‘Agency’ (travel and retail, wholesale agencies that book on behalf of others), and ‘Private Event’ (used for private social events, or in some cases, for generic accounts to organise social events, eg. weddings, birthday parties etc).
Enter the most complete phone number format as possible. If you are doing business internationally, use the + sign before the country code. Be consistent with the phone number input.
Before adding a new account, always search first to avoid creating duplicate accounts
When creating new accounts, always complete as many fields as possible to build a comprehensive account. This will help you not just with keeping a clean database, but with prospecting tasks, and reporting.
If an account has offices in different addresses/cities/countries, you should always create a new account for that location separately. You will then be able to link it to a headquarter account (called ‘parent’ account), to establish the correct relationship.
There are two addresses in Salesforce, which can be confusing. Billing Address is the billing address of where the bills/invoices go. Shipping Address is the physical address where a company is located. In many cases, the billing and shipping address are the same.
Addresses from the PMS fall into the ‘Billing Address’.
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