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Manage Meeting Room Booking - Administration

Topics                                                                                                                                                                             Top

Introduction

Setting Security
How to set security

Locations
Locations are the list of addresses where rooms are available 
Add a location for each office.
Add a location
Edit a location

Rooms
Rooms are the list of places at each Location where meetings can be held 
Add a room for each room where a meeting could be held.
Add a room
Edit a room

Facility
Facilities are the hardware items required during a meeting room booking
Each facility is associated with a Location and a Facility Manager
Add a new facility
Edit a facility

Facility Managers
Facility Managers are the staff members responsible for any facilities at a Location
Add a new facility manager
Edit an existing facility manager

Caterers
Caterers are the external or internal contacts to arrange meeting food and drinks
Add a caterer
Edit a caterer

Reporting
Room Booking per Location
Create a Report 

 

Introduction

The Meeting Room Booking application is managed globally from The Admin and can be accessed via any subsite there, meaning you can edit the data from any subsite. Security governs what users can see and do within this application from the Front End of the Intranet. If you would like to address security set-up for this application, click here.

To ready this application for your organization's bookings, establish Locations, Rooms, Facilities, Facility Managers and Caterers, each process is outlined below.

The process for adding and editing the room bookings is managed entirely via the Front End of the intranet. For help on this, click here.

 Example view of the Meeting Room Booking application within the Home site via The Admin

 


Back to top 

Add a Location
Locations
store the list of places where meetings are held or location where facilities, e.g. cars can be booked. Add a location for each office. You may have locations in New York, Paris, London. Each location will then be associated with a room.

Adding a Location

Please, login to The Admin to complete the following steps.

  1. Select Add Location from the Meeting Room Booking menu

      

  2. Enter Location Details:

     

    • The Name is displayed in a dropdown which users of the intranet will select from



    • The Address, Phone, Description and Time Zone will display on the Front End of the intranet, like so:

       

    • Select the Active checkbox to make this location's rooms available to be viewed and booked by users



  3. Click Next to continue





  4. Enter which Subsites should be able to view the rooms at this location. The options are Available and/or Default, described below:

     

    • Setting a subsite to Available means that when a user is viewing the Meeting Room Booking or Company Calendar applications from the selected subsite they will be able to access the details of all rooms and view all room bookings for this location:

       

       
    • Setting a subsite to Default means that when a user is viewing the Meeting Room Booking application from the subsite they will automatically view the room bookings for this location, rather than other locations. (The user can always filter to see other locations)



  5. Click Next to continue



    • Review the details, click Back to make changes


        



    • Click Finish to save


     
    Back to top
     

    Edit a Location

    Locations store the list of places where meetings are held or location where facilities, (e.g. cars) can be booked. Add a location for each office. You may have locations in New York, Paris, London. Each location will then be associated with a room.

    Editing an existing Location

    Please, login to The Admin to complete the following steps.

    1. Select Edit Location from the Meeting Room Booking menu



    2. Select Edit for the applicable location

       

    3. Details that can be edited are:




      • The Name of the location 



      • The Address, Phone, Description and Time Zone for this location



      • Select Active to make the location's rooms and bookings available to be viewed and booked by users




    4. Subsites information that can be set here is:



      • The Available checkbox sets the subsites from which users can book rooms at this location



      • The Default checkbox sets which subsites should see the room bookings for this location automatically




    5. Click Apply to save while remaining on the current page; click OK to save and return to the list of locations


     


    Back to top 

    Add a Room
    Rooms
    store the list of rooms available to be booked within each Location. Add a room for each place in an office where meetings could be held.

    Add a Room

    Please, login to The Admin to complete the following steps.

    1. Select Add Room from the Meeting Room Booking menu

       


    2. Enter the Details as required:


       

      • The Location will associate this room with an existing location. This association also determines the list of facilities, facility managers, and caterers that will be available for this room



      • The Name, Description, and Seats will be displayed on the Front End of the intranet, assisting users with selecting the right room for their needs, like so:

          

      • Colour can be associated with each room. For every booking, the item will display in this color of the respective calendar



      • The Available in Calendar checkbox, if selected, will permit Company Calendar Administrators to display this room and bookings within their calendar



      • Select the Active checkbox to make this room available to be viewed and booked by users



    3. Click Next to continue




    4. Enter the Facilities available to this room:
      Tick the applicable checkboxes to associate facilities with this room. Users will then be able to select from any of these facilities at the time of booking the room. Note: Facilities may be shared with other rooms and are managed by the Facility Manager.



    5. Click Next to continue



    6. Set the Security for this Room:

      For information on how to set security for this application, click here 


       

    7. Review the details, click Back to make changes

        

    8. Click Finish to save

     Back to top

    Edit an Existing Room
    Please, login to The Admin to complete the following steps.
    1. Select Edit Room from the Meeting Room Booking menu



    2. Select View Rooms for the applicable location



    3. Click Edit for the applicable room



    4. Details that can be edited are:



      • The Name of the room



      • The Name, Description, and Seats are displayed on the Front End of the intranet



      • The Colour associated with the room, each booking for this room will display on the calendar in this color



      • Available in Calendar selecting this checkbox means that Company Calendar Administrators can display the room bookings for this room in their calendars



      • Select Active to make this room available to users on the intranet



    5. Click Facilities to modify which facilities are available for this room (Note: these may be shared with other rooms and are managed by the Facility Manager)


    6. Select Security to modify the security settings against this room. Click here for information on how to set security and how the different levels of security is applied within this application



    7. Click Apply to save while remaining on the current page; click OK to save and return to the list of rooms

    Back to top 

    Add a Facility
    Facilities
    are the hardware items required during a meeting room booking, for example, whiteboard, projector, teleconferencing equipment. Each facility is associated with a Location and a Facility Manager.

    Adding a new facility

    Please, login to The Admin to complete the following steps.
    1. Select Add Facility from the Meeting Room Booking menu

       


    2. Enter the Details of the facility:

       

      • The Location will associate this facility with an existing location. This association also determines the list of facilities, facility managers, and caterers that will be available for this room




      • The Name is displayed on the intranet when users are selecting facilities they require




      • The Code is for management purposes in the administration system



      • The Description is only visible through the administration system and could explain facility details



      • Select Active to make the facility available to users on the intranet



    3. Click Next to continue





    4. Select Shared Between Rooms if this facility is shared between multiple rooms; leave this field blank if there is one for each room. Tick the check boxes for the applicable rooms that can use the facility

       

    5. Click Next to continue



    6. Review the details, click Back to make changes


       


    7. Click Finish to save

    Back to top

    Edit an Existing Facility
    Facilities are the hardware items required during a meeting room booking, for example, whiteboard, projector, teleconferencing equipment. Each facility is associated with a Location and a Facility Manager

    Editing an existing facility
    Please, login to The Admin to complete the following steps.
    1. Select Edit Facility from the Meeting Room Booking menu



    2. Select View Facilities for the applicable location



    3. Click Edit for the applicable facility



    4. Edit the Details as required:



      • The Name is displayed on the intranet when users are selecting which facilities they require



      • The Code is for management purposes in the administration system



      • The Description is only visible through the administration system, this might explain the size and type of facility



      • Select Active to make this facility available to users of the intranet



    5. Click Rooms to modify which rooms this facility is available in also here set this facility to be Shared between rooms, setting whether all rooms at the current location can request this facility



    6. Click OK to save any changes

    Back to top


    Add New Facility Manager

    Please, login to The Admin to complete the following steps.

    Select Add Facility Manager from the Meeting Room Booking menu

     

    1. Enter the Details as required:



      • The Name, Phone Number, and Email address are displayed on the intranet when users make a booking in a room this Facility Manager handles. This email address is also used to email the Facility Manager the details of every booking made in this location



      • If the Facility Manager should only receive emails when there has been a request for a particular facility, select the Only receive emails for bookings with facility requests checkbox. Otherwise, the Facility Manager will receive an email for every booking (and every edited booking) that is made



      • Select Active to make the Facility Manager available for contact by users creating bookings on the intranet



    2. Click Next to continue





    3. Tick the check box for the applicable locations this Facility Manager manages the facilities for

       


    4. Click Next to continue





    5. Review the details, click Back to make changes



    6. Click Finish to save

    Back to top

    Edit Existing Facility Manager

    Please, login to The Admin to complete the following steps.
    1. Select Edit Facility Manager from the Meeting Room Booking menu



    2. Click Edit for the applicable Facility Manager



    3. Edit the Details as required:



      • The Name, Phone Number, and Email address are displayed on the intranet when users make a booking in a room this Facility Manager handles. This email address is also used to email the Facility Manager the details of every booking made in this location



      • Select Active to make this Facility Manager available for contact by users creating bookings on the intranet



    4. Click Locations to modify which locations this Facility Manager manages facilities for



    5. Click Apply to save while remaining on the current page; click OK to save and return to the list of Facility Managers

    Back to top

    Add New Caterer
    Please, login to The Admin to complete the following steps.
    1. Select Add Caterer from the Meeting Room Booking menu

       

    2. Enter the Details as required:

       

      • Edit the NameDescription, Phone Number and Email address of the caterer. This information will be displayed on the intranet when users create a meeting room booking in locations this caterer is allocated to



      • Select Active to make this caterer available to users creating bookings on the intranet




    3. Click Next to continue




    4. Tick the check boxes for the applicable locations that should show the caterer's details

       


    5. Click Next to continue



    6. Review the details are correct; click Back to make changes



    7. Click Finish to save

     Back to top

    Edit an Existing Caterer

    Please, login to The Admin to complete the following steps.

    1. Select Edit Caterer from the Meeting Room Booking menu



    2. Edit the Details as required:



      • Enter the NameDescription, Phone and Email address of the caterer. This information will be displayed on the intranet when users create a meeting room booking in locations this caterer is allocated to





      • Select Active to make this caterer available to users creating bookings on the intranet



    3. Click Locations and modify which locations this caterer is allocated to



    4. Click Apply to save while remaining on the current page; click OK to save and return to the list of caterers


    Back to top

    Reporting
    Please, login to The Admin to complete the following steps.


    1. Select Reporting from the Meeting Room Booking menu

       

    2. Select the applicable region from the Location drop-down list


       

    3. Select the applicable date range using the Start Date and End Date drop-down lists



    4. To view all booking requests created for the selected region over the selected date range, click either Export to Excel or Show Report:




      • Export to Excel will generate a .XLS file that can be saved to your hard drive



      • Show Report will display the bookings under the Meetings heading of the current screen


     
     
     
     
     
     
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