Helpdesk Paper: About Meeting Room Manager. About Meeting Room Manager. About Meeting Room Manager. WhosOnLocation.com

Transcription

1 About Meeting Room Manager About Meeting Room Manager Helpdesk Paper: About Meeting Room Manager WhosOnLocation.com WhosOnLocation Limited, All Rights Reserved

2 A b o u t I n d u c t i o n v 1. 0 P a g e 2 Contents About Meeting Room Manager... 3 Activating the Meeting Room Manager Add-on... 4 Setting Up Your Meeting Rooms... 6 The Meeting Room Audit... 6 Setting up Meeting Room Utilities... 7 Adding a New Meeting Room... 8 Pre-registering Visitors and Booking Meeting Rooms P a g e

3 A b o u t M e e t i n g R o o m M a n a g e r P a g e 3 About Meeting Room Manager Whether you have one meeting room or many, your WhosOnLocation account now supports Meeting Room management. You can: 1. Setup one or many meeting rooms for any location 2. Setup an inventory of utilities like (whiteboards, Data shows, etc.) available in each meeting room 3. Staff users can pre-register visitors and groups and book a meeting room. The steps to setup the Meeting Room Manager are very simple: 1. Activate the Meeting Room Manager Add-on 2. Do an Audit of each Meeting Room using the Meeting Room Audit Sheet 3. Setup your Meeting Rooms and Utilities 3 P a g e

4 A b o u t M e e t i n g R o o m M a n a g e r P a g e 4 Activating the Meeting Room Manager Add-on To activate the Meeting Room Manager Add-on you must be an Administrator. 1. Select the Administration Dashboard 2. Select Manage from the upper right of the screen 3. Select Add-ons. 4. Go to the Add-on titled Meeting Room Manager 4 P a g e

5 A b o u t M e e t i n g R o o m M a n a g e r P a g e 5 5. Select Trial Add-on: A pop up appears asking you to read and accept our Terms of Use for this Add-on. To you must Accept the Terms. 6. After accepting the terms your 14 Day Trial period of the Meeting Room Add-on starts. 7. The Add-ons screen will show that Meeting Room Manager is now under Trial. Please note you can activate it to License (even though its free you still have to do this) by clicking the add Add-on link either after the trial expires or before. 8. Select mydashboard (located in the upper right and left of the Add-ons screen) to return to your main Dashboard. 9. Your Administration Dashboard will now include a Meeting Room Manager option for each location in your account. 10. In the above example I have Head Office as my Location. To set up meeting rooms for this location select the Meeting Room Manager button. 5 P a g e

6 A b o u t M e e t i n g R o o m M a n a g e r P a g e 6 Setting Up Your Meeting Rooms Meeting Rooms are often referred to by different names including: 1. Board Room 2. Break Out Room 3. Chat Room 4. Reading Room 5. Etc Organizations often give each room a name or room reference and of course each meeting room may or may not include utilities like a whiteboard, data show, PC, internet connectivity etc When we set up meeting rooms for any location we first create an inventory of our utilities. To get you started we provide a default list which you can add to, edit, or remove. Once your utilities are created you can start creating your Meeting Rooms. The Meeting Room Audit To setup the meeting room utilities and meeting rooms we recommend you use the Meeting Rooms Audit Sheet to capture key information about each meeting room. The Meeting Room Audit Sheet can be found in both the Meeting Rooms Manager as a PDF download and in the Helpdesk in the Meeting Room Forum section. We recommend you download and complete a Meeting Room Audit Sheet for each meeting room in the location, and then use the Meeting Room Audit Sheet to enter the information into the Meeting Room Manager. 6 P a g e

7 A b o u t M e e t i n g R o o m M a n a g e r P a g e 7 Setting up Meeting Room Utilities In the screen above we present the default utility list. 1. Use the Edit, Remove links as required. 2. To add a utility not in the default list you can: a. Edit an existing one that you don t need or; b. Select the Add New Utility + button at the top of the list. 3. You can update the Utility list anytime. Once your utility list is complete select the Meeting Rooms tab. 7 P a g e

8 A b o u t M e e t i n g R o o m M a n a g e r P a g e 8 Adding a New Meeting Room 1. Select Add New Meeting Room + button 2. You are presented with two tabs; Basic Info and Utilities in Room. 3. In the Basic Info tab enter the following a. Enter a name for the Meeting Room b. Select the number of people this meeting room can host when seated c. Enter a location reference for the meeting room d. Enter the phone number or extension for the meeting room if known. e. Multi-Booking Allowed means the meeting room can be double-booked. This is rarely used by organisations but where a meeting room is say a Public Viewing Room, and you allow the meeting room to be booked by two independent parties at the same time, you would activate this feature. 4. Select the Utilities in Room tab 8 P a g e

9 A b o u t M e e t i n g R o o m M a n a g e r P a g e 9 You are presented with a list of Utilities available from your master Utilities list. 1. Select the utilities available in this specific meeting room 2. Select Save and Exit Your new meeting room (s) is now included in the updated Meeting Rooms list. You can edit or remove a meeting room using the respective links and add additional rooms to any location. In the example above I have set up 3 rooms. To exit the Meeting Room Manager, select mydashboard located in the upper right and left of the screen. 9 P a g e

10 A b o u t M e e t i n g R o o m M a n a g e r P a g e 10 Pre-registering Visitors and Booking Meeting Rooms Your WhosOnLocation account supports the ability for both staff and/or Reception team members to pre-register Visitors and groups (see the Pre-registering Visitors Forum). With the new Meeting Rooms Manager activated and meeting rooms set up, your people can now book a meeting room at the same time as they pre-register a Visitor or Group. Scenario: Let s say Bob from Marketing, who is based in Head Office in City A, is visiting Branch Office in City B next Wednesday. While in City B he has asked Sue from the outside Ad Agency to meet with him in the Branch Office. Bob, using his WhosOnLocation login, can pre-register Sue from the Ad Agency to meet with him at Branch Office on Wednesday at 2 p.m. The receptionist at Branch Office in City B will see the pre-registered event from Bob in his/her Reception Manager screen and can pre-print the visitor pass if required. With Meeting Room Manager set-up and meeting rooms added to Branch Office in City B, Bob can also book a meeting room for this visit. To learn more about how to Pre-register Visitors and Book Meeting rooms, visit the Meeting Rooms Forum in the Helpdesk. Love Your WhosOnLocation! The team at support@whosonlocation.com 10 P a g e