Manage MRB Admin

{"InSiteHeader":false,"IsEmptyControl":false,"ComponentEditMode":"none","IsDeniedAccess":false,"AppName":null,"IsAppDisabled":false}

{"IsVertical":false,"DisplayHomeLink":true,"HomeLinkText":"","HomeLinkURL":"","VerticalBarBehavior":"Default","NavCompulsoryLinkPosition":false,"SaveExpandedNavItems":false,"SetHorizontalNavTabsActive":false,"Title":"Global Horizontal Nav","InSiteHeader":false,"IsEmptyControl":false,"ComponentEditMode":"","IsDeniedAccess":false,"AppName":"Nav Editor","IsAppDisabled":false}

{"ShowBreadcrumb":true,"IsDateTitleVisible":false,"IsBreadcrumbDateVisible":false,"ShowBookmarkIcon":false,"BookmarkIconURL":"","ShowComments":false,"IncludeCommentHyperLink":true,"ShowStructureLink":false,"StructureLinkUrl":"/applications/SiteContent.aspx","ShowUserProfileDetails":false,"ShowMyContentDetails":true,"ShowSearch":false,"UserProfileBreadcrumbBarOption":null,"ShowPublish":false,"ShowLibrary":false,"ManageCMSLink":"/applications/SiteContent.aspx?index","ManageFilesLink":"/applications/SiteContent.aspx?index","LinkSecurityEnabled":false,"ReadAccessToPublish":true,"DenyAccessToPublish":false,"ReadAccessToLibrary":true,"DenyAccessToLibrary":false,"ExternalLinkForPublish":false,"ExternalLinkForLibrary":false,"MyContentBreadcrumbBarOption":{"IsMyFormsVisible":false,"IsMyEventsVisible":false,"IsMyPagesVisible":true,"IsMustReadVisible":false,"IsMyFilesVisible":true,"IsMyContentVisible":false,"IsAssignNotificationsVisible":false,"IsManageMyNotificationsLinkVisible":false,"IsAnonymous":true,"InSiteHeader":false,"IsEmptyControl":false,"ComponentEditMode":"","IsDeniedAccess":false,"AppName":null,"IsAppDisabled":false},"InSiteHeader":false,"IsEmptyControl":false,"ComponentEditMode":"","IsDeniedAccess":false,"AppName":null,"IsAppDisabled":false}

{"BreadcrumbEntities":[{"breadcrumbEntityLink":"Home","breadcrumbEntityLinkURL":"/","breadcrumbEntityType":"","breadcrumbEntityLinkPartial":"","isCustomCrumb":true},{"breadcrumbEntityLink":"Apps","breadcrumbEntityLinkURL":"/applications/","breadcrumbEntityType":"IntranetDASHBOARD.Core.Subsite, Core","breadcrumbEntityLinkPartial":"","isCustomCrumb":false},{"breadcrumbEntityLink":"iD CMS","breadcrumbEntityLinkURL":"/applications/sitecontent.aspx","breadcrumbEntityType":"IntranetDASHBOARD.idWiki.WikiCategory, WIKI","breadcrumbEntityLinkPartial":"","isCustomCrumb":false},{"breadcrumbEntityLink":"Meeting Room Booking","breadcrumbEntityLinkURL":"/applications/meeting_room_booking/","breadcrumbEntityType":"IntranetDASHBOARD.idWiki.WikiCategory, WIKI","breadcrumbEntityLinkPartial":"","isCustomCrumb":false},{"breadcrumbEntityLink":"Manage MRB Admin","breadcrumbEntityLinkURL":"/applications/meeting_room_booking/ManageMRBAdmin.html/","breadcrumbEntityType":"IntranetDASHBOARD.idWiki.WikiPage, WIKI","breadcrumbEntityLinkPartial":"","isCustomCrumb":false}],"DateToBeDisplayedAs":"Thursday, 18 April","BreadcrumbDate":"","DateTitleURL":"","ApplicationName":[],"UserManagerDetails":"","CommentsText":"Comments","NumberOfComments":0,"UserProfileBreadcrumbBarOutput":null,"MyContentBreadcrumbBarOutput":{"MyForms":"","MyFormsURL":"","MyEvents":"","MyEventsURL":"","MustRead":"","MustReadURL":"","ManageMyNotificationsLink":"","ManageMyNotificationsLinkURL":"/applications/Notifications/default.aspx#jqTabs-3","MyContentURL":"","MyPagesURL":"/applications/mypages.aspx","MyFilesURL":"/applications/myfiles.aspx","UsersFullName":"Anonymous "}}

{"IsVertical":true,"DisplayHomeLink":true,"HomeLinkText":"iD Applications","HomeLinkURL":"/applications","VerticalBarBehavior":"Default","NavCompulsoryLinkPosition":false,"SaveExpandedNavItems":false,"SetHorizontalNavTabsActive":false,"Title":"Applications V Nav","InSiteHeader":false,"IsEmptyControl":false,"ComponentEditMode":"","IsDeniedAccess":false,"AppName":"Nav Editor","IsAppDisabled":false}

{"IsVertical":true,"DisplayHomeLink":true,"HomeLinkText":"System Admin","HomeLinkURL":"/systemadmin","VerticalBarBehavior":"Default","NavCompulsoryLinkPosition":false,"SaveExpandedNavItems":false,"SetHorizontalNavTabsActive":false,"Title":"System Admin V Nav","InSiteHeader":false,"IsEmptyControl":false,"ComponentEditMode":"","IsDeniedAccess":false,"AppName":"Nav Editor","IsAppDisabled":false}

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.

Select Add Location from the Meeting Room Booking menu
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
Click Next to continue
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)
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.

Select Edit Location from the Meeting Room Booking menu

Select Edit for the applicable location

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

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

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.

Select Add Room from the Meeting Room Booking menu
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:
- A 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
Click Next to continue
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.
Click Next to continue
Set the Security for this Room:

For information on how to set security for this application, click here
Review the details, click Back to make changes
Click Finish to save

Back to top

Edit an Existing Room
Please, login to The Admin

to complete the following steps.

Select Edit Room from the Meeting Room Booking menu
Select View Rooms for the applicable location
Click Edit for the applicable room
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
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)

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

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.

Select Add Facility from the Meeting Room Booking menu
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
Click Next to continue
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
Click Next to continue
Review the details, click Back to make changes
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.

Select Edit Facility from the Meeting Room Booking menu
Select View Facilities for the applicable location
Click Edit for the applicable facility
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
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
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

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
Click Next to continue
Tick the check box for the applicable locations this Facility Manager manages the facilities for
Click Next to continue
Review the details, click Back to make changes
Click Finish to save

Back to top

Edit Existing Facility Manager

Please, login to The Admin

to complete the following steps.

Select Edit Facility Manager from the Meeting Room Booking menu
Click Edit for the applicable Facility Manager
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
Click Locations to modify which locations this Facility Manager manages facilities for
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.

Select Add Caterer from the Meeting Room Booking menu
Enter the Details as required:
- Edit the Name, Description, 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
Click Next to continue
Tick the check boxes for the applicable locations that should show the caterer's details
Click Next to continue
Review the details are correct; click Back to make changes
Click Finish to save

Back to top

Edit an Existing Caterer

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

Select Edit Caterer from the Meeting Room Booking menu
Edit the Details as required:
- Enter the Name, Description, 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
Click Locations and modify which locations this caterer is allocated to
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.

Select Reporting from the Meeting Room Booking menu
Select the applicable region from the Location drop-down list
Select the applicable date range using the Start Date and End Date drop-down lists
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