Booking
Rooms
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.
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.
Catering & Equipment
Booking
Catering items are chosen from a user-defined drag-and-drop 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.
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.
Charging for Bookings
and Invoicing customers
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.
Active Directory
Integration with Single Sign-on
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.
Visitor
Information
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.
Find Suitable
Rooms
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.
Block Booking
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.
Virtual/Re-configurable
Rooms
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.
Find a Workstation
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.
Video Conference
Room Booking
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.
Email
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.
Departmental
Booking
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.
Reports
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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