Learning Objectives

Report Overview

As you know, inquiries/requests are very useful to track very general leads that have minimal information, or you don’t think they will materialize, or for leads that are considering multiple properties in your organization.  While you track them in Thynk as Requests/Inquiries, you need to be able to report on them. 

If you have ‘open’ inquiries, this means that the inquiry has not been changed to a booking, or the status hasn’t changed to lost. If you have open inquiries, it’s a good plan to run through them and phone the contact on the inquiry to secure the business. 

The Open Inquiries Report displays a list of new, and in progress inquiries to allow for tracking of incoming requests and to ensure they are being moved through the sales pipeline. 

Report Uses

The sales team can use this report… 

• To track all their inquiries

• To follow up on inquiries and ensure prospects are receiving timely responses

• To prospect for new accounts

How to Run the Report

To run the Open Inquiries Report, follow these steps: 

1. At the Home Page, go to the ‘Reports’ tab and click on ‘All Folders’ and ‘Thynk Reports’.

2.  Look for the ‘Open Inquiries Report’, or you can type in ‘Open’ in the ‘search all reports’ field.

3. To check which filters are used by this report, click on the ‘filter’ icon on the top right. The report will run automatically based on the following filters: 

1. All requests

2. All arrival dates (past and future dates)

3. Statuses: received, and in process

4. The top left of the report shows a summary number: ‘Total Records’ = total number of open inquiries, and ‘Total Guests’. 

5. ‘Request Created Date’ is the date you entered it into Thynk.

6. The ‘Request Name’ is the auto generated number, and you can click into it if you wish to open the inquiry.

7. ‘From’ and ‘To Dates’ are the arrival and departure dates, ‘Guests’ are expected guests. 

8. If the ‘Account’ and ‘Contact’ fields are in blue, this means they exist in Thynk, and you can click into them. If they are not in Thynk, you will see a dash with no account and contact names here. You can still click into the request name field and open the inquiry and view the information you would have free typed into those fields. 

9. ‘Agent’ and ‘Agent Contact’ will be in blue if they were existing in Thynk, and you had added them to the request. If not, they will show as blank with a dash. 

10. ‘Brief’ - is a description of the request - this is important to enter so you can view it on this report, and so you remember what the inquiry was for when you chase the customer to hopefully convert this into a booking. 

11. ‘Status’ - depending on your filters, your statuses will appear here.

12. ‘Created by’ is the user who created the request in the first place. 

13. To check the filters used by the standard report, click on the filter icon on the top right.  If you would like to change the filters, you will edit the report but we suggest that you save the report as a new report with a different report name so you don’t inadvertently write over the original one. Click on the arrow down next to the ‘Edit’ button and ‘Save as’ to save it as a new report to keep the original report unchanged. 

14. At the next window, name your new report and complete the ‘Report Name’, and ‘Report Description’ fields. The ‘Report Unique Name’ will be auto generated. Select the report folder and ‘Save’.

15. On the next screen, on the left, click on ‘Filters’. If you want to see ‘lost’ status inquiries because maybe you want to prospect for new accounts, click on the ‘Status’ box and uncheck the status you don’t want to include, and check the ‘Lost’ status by clicking on those statuses.
    

16. Click on ‘Apply’ for the filters to be saved. 

17. If you would like to add columns or move them, click on ‘Outline’ on the left of the report editing screen. To add a column simply type in the field name in the ‘Add column’ search bar. To delete a column, click on the x.

18. To move a column to the left or right, click on the field name you want to move and drag it up or down.

19. To sort a column, click on the down arrow on the field you want to sort, and select your sort. 

20. To add a chart, click on the ‘Add Chart’ button on the top right and select from your chart options. 

21. ‘Save’ any change you make.  Remember you can ‘Save As’ here as well by clicking on the down arrow on the right of ‘Save’.  ‘Save & Run’ allows you to save and run the report in one click. If you click on ‘Run’ you are merely running the report and you can check if you like the edited version, but remember to save it if you do want to keep it. 

22. To add the new report to your dashboard, click on the down arrow next to the ‘Edit’ button. And click on ‘Add to Dashboard’. 

Resources

1. How to use Thynk to prospect for new accounts - Knowledge Base article 

2. How to build a report - Knowledge Base article

3. How to edit reports and dashboards - Knowledge Base article