Overbooking capabilities for Function Spaces

Overbooking capabilities for Function Spaces

Learning Objectives
In this article, you will learn…
  1. What overbooking capabilities are
  2. What overbooking capabilities are available in Thynk
  3. Understanding the different types of overbooking capabilities

What are overbooking capabilities?

The term ‘Overbooking’ is when a function space is booked with a booking, and either another or the same booking books the same function space at the same / overlapping time and date.

When your sales team books function spaces, it's essential for the system to prevent overbooking unless specific configurations allow you to overbook. We incorporate various settings to maximize system flexibility while ensuring overbooking is only allowed when intended.

What overbooking capabilities are available in Thynk?.

There are three settings regarding ‘overbooking’ in Thynk:
  1. Allow Overbooking on Confirmed events (Configuration)
  2. Exclude Overbooking Stage (Configuration)
  3. Overbooking User (Profile Permission)
During on-boarding your org would have been set up according to defined preferences. However if you need to change any of these, please contact Thynk support.

The first setting is to ‘Allow overbooking on confirmed events’ without getting an overbooking message. This gives users flexibility to continue to overbook function spaces. By default, this setting is disabled.

For example in this scenario: We have Booking A, in ‘Confirmed’ stage for 10 guests, with an Event assigned to the Grand Ballroom with a max capacity of 10.

We also have Booking B that moves from ‘Proposed’ to ‘Confirmed’ stage for 5 guests in the same space, the Grand Ballroom. I will not receive any overbooking message.

The ‘Exclude stage from overbooking’ setting allows users to overbook function spaces until a certain stage.

For example if the ‘Qualify’ stage is exempt: We have Booking A, in ‘Qualify’ stage for 10 guests, with an Event assigned to the Grand Ballroom with a max capacity of 10.

We also have Booking B that is also in ‘Qualify’ stage for 5 guests. I can add a new event to the Grand Ballroom as well and I l not receive any overbooking message because the ‘Qualify’ stage is exempted.

If Booking A moves to the next stage ‘Proposed’ no overbooking will occur because that was the original booking in that space; however, if later Booking B moves to the ‘Proposed’ stage, Booking B will receive the overbooking message because the ‘proposed’ stage was not an ‘exempt’ stage


Lastly there is also a ‘Overbooking User', this is a profile permission which allows users to overbook as per the settings mentioned above. If the settings above are set up, and a user does not have this permission on their profile, they will only be able to overbook within the same Booking.


Best Practices for Overbooking Capabilities for Function Spaces

  1. Always follow your internal SOPs on the Overbooking steps within your organization

Resources



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