This option shows all Clients / Companies that are currently set-up in Meeting Hub. From this list you can search by client name, view clients, edit clients and archive clients.
In Meeting Hub all Users are associated with a corresponding Client. Clients are logical groupings and relate to a particular Company (or Customer) of yours. The plus icon will allow you to add a Client.
This is the client’s company name – when other Users of this company register, they can select this company from the drop-down list on the Registration page.
External Client ID
This is typically your customer ID and it would be unique to that particular customer or client. When Meeting Hub processes bookings for any of this Client’s Users, this unique ID will be stored in the billing file for upload into your accounts system.
Address, website and contact number
This information is optional and generally already exists within your accounting system.
TIP: If you are generating Tax Invoices through your accounting system there is no need to complete this section in Meeting Hub.
Preferred Payment Method
Here you can select Credit Card or Invoice. The default payment method is selected in Organizational Settings and applies when a new Client registers. You can change the preferred payment method of each Client here.
Send Booking Confirmations Only
This setting allows you to control whether a client receives a “Booking Confirmation” or “Booking Confirmation / Tax Invoice” when a booking is processed for them.
Meeting Hub has 3 different rate tables:
- Standard rates:These are the rates which have been configured on the Meeting Rooms themselves. These are often referred to as “External rates” and they are the highest rates payable;
- Internal rates:These are typically used by your “Existing” customers e.g Serviced Office, Virtual Office, or Co-working members. These are configured as a % discount from the Standard rates.
- Custom rates:These are bespoke rates which a particular client has negotiated with you. If a client already receives an Internal rate the Custom rate is applied as an additional discount.
Note: Discounts in Meeting Hub are cumulative. Discounts apply to the room charge only and not to any amenities such as Tea & Coffee.
Monthly Gratis Minutes
Meeting Hub can track & enforce “Gratis” or Free time. Some providers may offer 5 hours free usage per month, however this is often difficult to track. With Meeting Hub you configure how many hours per month the customer receives. Once this allowance has been used the customer will begin getting charged for all bookings over this allowance. The allowance will automatically reset at the beginning of each calendar month. Gratis minutes are shared between all Users of a Client.
Used Gratis Minutes Log
The gratis minutes log shows how many of a Client’s allocation has been used each month. As gratis minutes are non-accumulative the log does not show past months.
Future bookings are taken out of the gratis minute allocation of the month in which the booking is held. This means that if a booking is made in March for August, the minutes will be deducted from the August allocation.