Learning Objectives

At the end of this lesson you will know … 

1. The two ways of getting reminders

2. How automatic reminders can be set up during the initial configuration 

Getting Reminders

In other lessons you will learn how to create new bookings, edit them, how to even edit packages and BEOs.  Now you want to remind yourself to call your customers when you receive an inquiry, or chase them for a decision if they have asked for a proposal or contract. 

There are two ways of getting booking related reminders: creating your own manual task, or using automated tasks. 

1. To set up your own booking related manual task, you have already learned how to create your own future tasks on the booking level.  

2. But here is a refresher: To create your own manual reminder/task, find and open the ‘Booking’ the activity is about. Click onto the ‘Activity’ tab to create a ‘New Task’. Enter into the ‘Subject’ line the reason why you need to call the customer, set the date etc, and ‘Save’.

3. The second method is automated tasks. In many cases, hotels have had automated tasks created as ‘flows’ in Thynk during the initial setup. These are decided by your leadership and set up during the Thynk configuration. If these are not set up, and you think there is a need for this, please contact your Thynk administrator.

4. They are configured based on booking status. For example, when a booking has a status of Inquiry, your hotel may be set up to automatically create a reminder/task to ‘follow up on inquiry’ x days after the booking was created.  This would then automatically appear on your task list.

5. When you change the booking ‘status’ to Tentative, another automated task  could be created automatically to ‘follow up on the contract’, and it would appear on your task list for you to follow up with your customer. 

6. Again, when a booking ‘status’ changes to Definite, more automated tasks could be created based on your hotel’s operation.

7. So, if your automated tasks are set up already, you don’t have to create manual booking related tasks, and instead just let Thynk remind you to make the necessary phone calls or send email to chase your customers. 

8. And remember, it is important that once you have completed a task, you mark it ‘completed’, or it will show as an overdue task. 

Best Practices for Setting Reminders to Chase Customers

• If you are not set up to have automated tasks, and when you are creating them manually, we recommend you use the ‘Subject’ line in the new task to summarise what your task is. Examples: ‘Call to follow up on Proposal’, ‘Call for decision due’, ‘Call for Rooming List’. 
  

• If automated tasks are not set up, and you think there is a need for this, please contact your Thynk administrator.
  

• Remember to always mark all activities ‘complete’ when you have acted on them, otherwise they will appear as ‘overdue’
  

• Important: When a booking is lost or cancelled, any booking related future tasks can be set up to cancel automatically, so you don't have to do this manually. Please contact your Thynk Admin as there is a field called 'Task Auto Cancel Status' they will need to adjust with the help of Thynk Support. 

Resources

1. How to track sales activities and future calls etc? - Knowledge Base article