Learning Objectives

At the end of this lesson you will know how to…. 

1. View the function diary and how to read it

2. View the guest room availability and how to read it

3. View the combined availability and how to read it

Viewing the Function Diary and Guest Room Availability

Viewing the function diary and availability screens are one of the most common tasks for many different users.  General Managers may want to get an idea of what’s happening in their hotel, F&B Directors may want to see the function diary, and of course, revenue and sales are constantly using these to do their own jobs. 

To View the Function Diary 

To view the function diary, follow these steps: 

1. On your Thynk screen, click on the ‘Function Diary’ tab 

2. This opens up the function diary and depending on how many properties are you set up to view, you will see either just one or more. You can select a property if you only care to see a specific one. 

3. The dates will default to today’s date, you can adjust your dates on the top right of the function diary. You can adjust the ‘View Preset’ to show you a weekly, monthly or custom function diary. 

4. The top part of the function diary will show any special dates like tradeshows, city-wides, or public holidays. If you are not seeing these, ask your Thynk admin who can 

5. Scroll down to see all the other information, grouped by property. 

6. You can click on any of the events for further information. 

To View Guest Room Availability

We know that you can view your guest room availability in your own PMS but if your Thynk is connected to your PMS you can view it here. The advantage of looking in Thynk is that if you want to drill down into a booking or specific function/event  from the availability screen, you can do that easily within the same system.  

Note: if you are not connected to your PMS, you will not see the guest room availability in Thynk.  You will need to turn to your PMS.

To view your guest room availability, follow these very simple steps:

1. In Thynk click on the Global Actions + button on the top right of your screen.

2. Click on ‘Check Availability’, which will open your guest room availability on today’s date. You will see 7 days on your screen. You can change your dates by clicking into the ‘From’ field and you can also change the number of days to view.

3. You can also select a specific property if you are working with more than one property. Click into the ‘Property’ field under the ‘From’ field,  and choose it from the drop down list. 

4. Next, let’s take a look at the numbers under the dates. Move the mouse over the numbers on your dates, and you will see a window explaining them. The three numbers are:

1. The first number represents the total number of rooms  still available to sell (minus any out of order rooms). 

2. After the / the second number is the total number of rooms sold.  

3. The last number in bold is the occupancy percent for that day. 

5. Under the hotel name, you will see a ‘+ Total’ - click on the + expands this area to show you availability by room type. On the left you will see the room type name, followed by two numbers: 

1. The first number is ‘available’ number for this room type to sell

2. The second is the number of rooms of this room type sold

6. Depending on how many days you have selected to view, remember to scroll to the right to see them all. 

To View Combined Availability

If you have guest rooms function spaces and book events, and you are connected to your PMS, this is a great view to see both your function diary and your guest room room availability in one place!  This allows you to check the function space and at the same time, you can check if the guest rooms are available. 

To view the Combined Availability follow these steps: 

1. Click on the tab called ‘Combined Availability’. If you don’t see one click on the 9 dots App Launcher on the top left and type in the search field ‘Combined Availability’. 

2. This opens it in a tab, where you can save it onto your tabs by clicking on the down arrow on the tab called ‘Combined Availability’, and click on + Add “Combined Aval… to Nav Bar”. You will only have to do this once. From now on, the tab will always show until you remove it from your Home Page. 

3. The Combined Availability will show your function diary on the top for the current date for all properties, for all booking events. You can change the properties you wish to view (if you have just one property, only the one will show), and you can change the start and end date and the view preset to Week, Month, or Custom. 

4. You can click into any event to view it.

5. Scroll down to see the guest room availability by room type for the same filters above. In this case, you will see numbers of rooms under each calendar date. 

1. The first number is the total number of rooms of the specific guest room type available to sell

2. The second number is the number of Definite rooms for that room type sold

3. The final number is the number of Tentative rooms for that room type sold

6. The colours will vary based on the booking status and how it’s been set up in your configuration. 

Best Practices 

• The colours on your function diary and availabilities are based on the booking or booking event status.  If these are not already configured for your property, please ask your Thynk Admin to set these up. They can contact Thynk Support if needed.