Navigating to the Locations / Centers Menu
The Locations / Centers menu option is where all Sites and Locations are set up for your organization.
Click on ‘My Meeting Hub‘ from the welcome button. Using the navigation menu select ‘Manage Space / Facilities‘, then select ‘Locations / Centers‘
List Locations / Centers
If your organization has multiple locations they will display here in list view once set up. The following actions are available for each center:
Viewing the Center Details displays the information relating to the center and its settings.
The Edit Center action allows changes to the current settings for the selected Center. Remember the Organization settings are the master settings for items such as Tax Type – if a particular center has a different tax type it should be added at the center level which overrides the organization setting. If the Center has the same tax type as the Organization it is not necessary to add it at the Center level.
Revenue targets can be set here for your Centers, this is an optional field but should be completed if you would like to utilize the reporting available to compare revenue targets to actuals.
Should a Center / Site become unavailable it can be deactivated using this option. Should the Center / Site be available in the future it can be reactivated when you are ready.
If a Center / Site is permanently decommissioned it can be removed by selecting ‘archive center’.
TIP: if a Center / Site is accidentally archived, please contact the Meeting Hub support team who will be able to assist in retrieving the Center.
This is a mandatory field and the name of the Center / Site that will display throughout the application and booking process.
Booking confirmation email
This is a mandatory field. Enter the email address where you would like your organization’s booking confirmations sent for example, Reception. A copy will automatically be sent to the booker.
Booking confirmation emails (CC)
This is not a mandatory field. However, if you would like the confirmation to be sent to multiple contacts within your organization you can list BCC email addresses here, separated by a comma. This is particularly useful if you want to send copies of booking confirmations directly to accounts or to your CRM system.
This field is for internal use only and will not be displayed anywhere else in the application.
Contact Details: Email & Contact Number
These are mandatory fields and are used for booking confirmations at this Center / Site.
Open and close time
These are mandatory fields. The Center open and close times influence when your customers will be able to book.
TIP: After hours bookings can be input on behalf of clients by Business Center Admin users but Basic users will only be able to see meeting room availability within the open / close time parameters. You can add a note in the meeting room description to outline your after hour booking policy.
This is a mandatory field. To ensure that bookings are made at the correct timezone please select the correct timezone for the Center / Site.
Site ID is not a mandatory field. It is a unique ID for the Center / Site. If you add a Site ID it will be included in the billing file along with the transactions for that Center / Site.
The Master Date format is set at the Organization level. Should you wish a Center / Site to have a different format it should be set here. If the format is the same as the Organization Setting there is no need to complete this field.
This setting allows you to have a different tax setting for the particular Center / Site to the Organization setting. If the tax setting is the same as the Organization, there is no need to complete this field.
This is a mandatory field and sets the region for the particular Center / Site and influences which location displays when searching to book.
The center address is the physical location of the center and allows the booker to search by city.
The revenue targets by month for the Center / Site can be set here. The actual target is populated by actual booking values. You will notice you are able to review previous years where revenue targets were set. Revenue Targets can only be edited for current and future years.