A series of
Business Benefits will be realised almost
immediately the system is implemented. One of the
key benefits is the increased perception of service
level by the users of the rooms and desks. Benefits:
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Manage the
booking of all your rooms |
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Manage the
catering used for meetings and the pool
of shared equipment |
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Save costs
and reduce the time staff spend making
bookings |
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Provide a
faster delivery of service |
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Reduce
errors throughout the entire booking
process |
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Empower
staff and increase levels of
satisfaction |
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Use
powerful reporting functions |
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Increase
the utilisation of your space and room
resources |
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Booking Rooms |
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Fast Track Room
Booking makes the booking of rooms quick and simple.
Within minutes staff can find a suitable room,
reserve it for a desired time, add requests for
catering and equipment and list details of who will
be present. By using familiar web-based browser
technology the software is user-friendly and very
easy to use.
A graphic view of room bookings is provided which
shows the half-hour breakdown of booked and
available rooms. Photographs and images can be
presented to users so they can view a room and
decide on its suitability before committing
themselves to it.
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A graphic view
of room bookings is provided which shows the
half-hour breakdown of booked and available
rooms. Photographs and images can be
presented to users so they can view a room
and decide on its suitability before
committing themselves to it. |
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Full Resources
booking
Booking details, catering, A/V equip.,
visitors. |
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Certain rooms have the
option of different setups. Users choose a setup
when making the booking so that the room is prepared
in either theatre or boardroom style ready for when
the meeting takes place. |
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Catering
and Equipment Booking |
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Catering items
are chosen from a user-defined
point-and-click tree view which includes
serving times and costs. Catering costs are
stored and displayed to users as they are
being booked and can be charged to different
departments within the company. |
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Equipment such as televisions and
computers can be chosen from a
central pool and included in the
booking. Equipment items are tracked
individually as assets and cannot be
double booked. |
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Charging for Bookings and Invoicing Customers |
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Costs can be added on
either a per hour or per booking basis. Costs can be
assigned to the catering, the equipment and even the
rooms themselves. Printable invoices can quickly be
issued from the reporting function inside the
software. |
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Active Directory Integration with Single Sign-on |
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Fast Track Room
Booking facilitates the use of centralised corporate
personnel contact data. The application communicates
with Active Directory when assignment for a staff
member is to be detailed and imports the details
across, allowing easy user management and the
ability to import multiple user details in seconds.
The single sign-on feature transfers the Windows or
Active Directory login straight through to the
system, granting users much quicker access.
Note that this feature is part of an optional
additional module.
Click here to find out more about the Enterprise
Module. |
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Visitor Information |
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Visitors expected to
attend can be linked with the booking including the
details of the company they are visiting from and
car they will be travelling in. Be confident that
your guests will be greeted by a reception who knows
who they are, who they are meeting and where in the
building they are going. Ensure they have parking
spaces available and waiting for them on their
arrival. |
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Finding Suitable
Rooms |
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The Room Finder
function uses several methods to show available
rooms based on a few key criteria. Users can input a
building, room type and number of seats, and the
Room Finder will find available rooms for the
specified dates and times. A list of available rooms
can be presented, or a single “best match” room can
be proposed. Using the latter method a suitable room
can be found and booked in seconds. |
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Block Booking |
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Reoccurring booking
mechanisms are available for consecutive and pattern
blocks. Patterns include weekdays (“for the next
three Wednesdays”), dates in the month (“for each
15th of the month between now and Easter”), and
weekday positions in the month (“for the last
Thursday of each month between now and June”).
Clashes in blocks (unavailable dates) can be saved
and resolved later. |
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Virtual/Re-Configurable Rooms |
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With purpose-built
mobile and partition walls, some sets of rooms are
designed to be able to be configured differently.
Once the configuration is chosen the room is managed
as a single item and during the booking access to
the single spaces which make up the booking are
disallowed. Any set-up and break-down times for the
room and spaces can be added to the booking.
Note that this feature is part of an optional
additional module.
Click here to find out more about the Enterprise
Module. |
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Find a Workstation |
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The ever increasing
demand for space utilisation and “Hot Desking” by
organisations is recognised by the Find a
Workstation function. By selecting what time they
are coming into the office, staff are presented with
a list of available desks from which they can choose
to base themselves that day. |
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Video
Conference Room Booking |
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A video-conference
room booking encompasses rooms in different
locations, across the country or the world.
Selective categorisation means that only
video-conference capable rooms can be selected for
this type of booking.
Note that this feature is part of an optional
additional module.
Click here to find out more about the Enterprise
Module. |
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Automatic Email |
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Once a room has been
booked, information on catering and equipment and
instructions for the porters can be emailed to the
relevant parties who will receive it immediately.
Emails can be ‘personalised’ whereby headers and
footers are changed for each building enabling the
Facilities Department of each building to portray
news items or seasonal sentiments. There is also the
option to send reminder emails to the person who
made the booking, who the booking is for and anyone
who requires notification that it has taken place. |
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Departmental Booking |
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A typical restriction
on bookings is that users can readily book rooms
which “belong” to the same department as they do,
but have to make a special request to book rooms
which are not in their departments. Users can see
availability of rooms not in their department, but
when attempting to book these rooms, they are shown
the person to contact including an email link. |
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Reports |
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Many standard reports
are provided including lists of bookings by date,
employee and building, a ‘My Bookings’ user diary
showing all of their bookings they’ve made for
themselves and for others. The software also
contains powerful reporting tools which enable users
to build their own reports. |
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