Overview

Room Booking is an Intranet based Room Booking System that enables the management and booking of meeting rooms. This fully configurable and expandable system is designed to enable users to book rooms online, manage equipment and catering provision and enable billing of rooms if required.

Manage Locations

Setup locations for rooms within the system where rooms may be in different buildings.

Manage Rooms

Setup Rooms and setup details about the room including default setup and cleaning times and whether they have facilities such as disabled access. Rooms can also be specified to be booked by Administrators and Internal users only. Schedules for rooms can be created and the costs for the different days and periods specified. The user can also specify what configurations and layouts the room can accommodate and the maximum and minimum numbers in that layout.

Manage Room Layouts

The user can specify what layouts each room can accommodate (e.g. Boardroom, Theatre etc)

Manage Providers

The list of providers of equipment and catering can be maintained. Any number of providers can be specified.

Manage Catering

The list of types of catering available and who provides these can be maintained. Costs for recharging can also be specified.

Manage Equipment

The list of types of equipment available and who provides these can be maintained. Costs for recharging of equipment can also be specified.

Manage Organisations

If rooms are used by multiple organisations, a list of approved organisations that use the rooms can be created. The types of organisation can also be specified and costs for rooms amended according to type of organisation.

Bookings

Bookings can be created by either clicking the calendar or requesting a new booking. The user is asked for dates, times, layout of room and maximum and minimum numbers. They are also asked whether they require catering or equipment and based upon these requirements the system will suggest the most appropriate rooms. The user is then able to select a room and specify the catering and equipment required and submit the booking.
Bookings can be created for multiple events and a frequency for the meeting room is entered (e.g. Every 2 weeks)
Bookings can be Rescheduled or Deleted and Non Booking time specified within the calendar.

Reports

Standard Reports are created for billing purposes, catering and equipment required.