Learning Objectives

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

1. Create special dates (SP Events) so they appear in your function dairy 

2. How to categorize your special events/tradeshows (SP Resources)

About Special Dates/SP Events and SP Resources

When your sales team is checking the function diary or combined availability, and looking for space, it’s useful to flag city-wide events, special holidays, or anything else that may affect business.  If this information is readily available, it will help them sell more effectively. 

Note: Special event categories (called SP Resources in Thynk) can only be set up by Thynk Admins.  

Note: SP events (special events) can be created by any user.  

To create special event categories (SP Resources) in Thynk, follow these steps: 

1. Your org may already be set up with these categories, but here’s how we check this, and how you can create and manage them as Thynk admin.  At the Home Page, go to the App launcher and type in ‘SP Resources’ and click on it.

2. Your most recently viewed SP Resources will show, click on the down arrow and select ‘All’ so you can check what’s there. 

3. In my example, I already have 3 categories, holidays, citywides, and internal events. If you don’t have these, or wish to create a new category, click on the ‘New’ button on the top right.

4. Complete the new window, by entering the name of the category into the ‘SP Resource Name’ field. 

5. While this is not necessary, you can create a ‘parent’ category, click on the ‘Parent Resource’ field and you will see you can add a new one by clicking onto the ‘New SP Resource’ option on your drop down list. 

‘SP Resources’  allow you to expand and collapse them in the function diary. Examples could be: Citywide = parent resource, and SP resources = could be tradeshows, flower shows, food festivals, concerts or sporting events.  Or, another good example is Parent Resource =  ‘Tradeshow’ and the SP resource could be the various different tradeshows - e.g. car show, flower show, etc.

6. Next, you can select the ‘Property’ or leave it blank for it to be available to all properties.

7. Select the ‘Bookable’ check box if you want the users to be able to book the generic category. If you want them to be more specific and don’t want them to create a new event and classify them generically as holidays or citywides, leave the checkbox blank. 

8. Click on ‘Save’. 

9. Note: Once you are happy with the categories (SP Resources), users can create their own special events to appear in the function diary.  The following instructions are available to all users. 

Creating Special Events (SP Events)

10. To create special events (SP Events), click on the app launcher and type in ‘SP Events’. Click on ‘SP Events’ to open it as a tab. 

11. You will be taken to the ‘Recently Viewed’ SP Events, click on the down arrow to view ‘All’ to make sure the one you are planning to add, doesn’t already exist. 

12. Click on ‘New’ on the top right, which opens a new window. 

13. Enter the name of the special event into the ‘SP Event Name’ field. Make sure it’s clear as it will appear in the function diary. 

14. Select ‘Confirmed’ in the ‘Status’ field drop down field: Option, Confirmed, Cancelled.  

15. Enter the Start Date and Time, the End Date and Time of the event.

16. If using ‘Parent Resource’, select the ‘Parent Resource’ from the drop down list, or leave blank. 

17. Select the icon and color you wish to have it appear.  These would have been defined during the initial configuration.  If you are not able to select these contact your Thynk Admin, who can look into this further, and contact Thynk Support if needed. 

18. The ‘Currency’ will default to your property’s currency. 

19. Click on ‘Save & New’ if you wish to save and add a new SP Event, or click on ‘Save’ to finish. 

20. These dates will now appear on your function diary and combined availability (if your org is configured to show combined availability).  

Creating Special Dates (SP Events) Using the Import Functionality

To create special dates in Thynk by importing from a list, follow these steps: 

1. Go to the SP Events, and instead of clicking on ‘New’, click on ‘Import’ 

2. Next, you will be walked through the steps. 

3. Custom Objects and SP Events will already be selected. No need to change this.

4. Click on the arrow on the right of ‘SP Events’ and a green checkmark appears there, and the next box to the right opens giving you options to select.  

5. Here select what you are looking to do.  Click on ‘Add new records’ if you have a list of special events you want to import.

6. You will need to go through the matching here, by selecting the fields you are offered.  Click on ‘Next’. 

7. Drag the CSV file to upload it and follow the instructions.

8. If you need help please feel free to reach out to Thynk Support! 

Best Practices 

• SP Events and SP Resources can be set up for all your properties. 

• SP Resources (the categories of your special calendar events) are only managed by the Thynk Admin, while SP Events can be managed by your sales team.