The List Bookings feature allows you to manage your bookings. You can search for and perform other actions on existing bookings. Use the PDF icon in the top right to generate a daily Run Sheet which lists all of your bookings and any notes, amenities or requirements.
There are two different Action menu’s depending on whether your organization screens bookings:
Organization’s that do not screen bookings will see the following Actions:
Organisations that do screen bookings will see the following Action menu:
View all details associated with a particular booking.
Capture notes regarding the booking – these will be displayed on the Run Sheet when you print it as well. Here you can add notes to bookings for example if a customer has called in and requested a particular room setup, or for stationery to be provided, you can make a note here. When you create a Run Sheet to setup your rooms, these notes will be displayed.
When you click Notes you can view the booking and then if you scroll to the bottom you will see “General Notes” and the ability to save these.
TIP: These notes will not show on any client confirmations. These are internal notes and will only display on your Run Sheet.
If your organization screen’s bookings (a configuration item on Organization settings) your Action Menu will have the Confirm Booking option. When clicked the booking is confirmed and the booker will be notified by email.
TIP: If a booker requests a copy of their confirmation or Tax Invoice you can access it here and download to attached to an email.
Once a booking a confirmed you are able to make changes
However, if the meeting requires more specific amendments you can use the reschedule function to move to booking to a different business center, change the meeting room and amend the start and end times. Once the changes are confirmed the booker will receive an amended confirmation displaying the new details.
TIP: If a booker wants to cancel their booking and rebook a different date, use the reschedule function to avoid generating cancellation fees.
Here you can process additional charge e.g for catering, after the booking has been made. Meeting Hub gives you the ability to process additional charges after a booking has taken place .Customer’s credit card details are securely stored and Business Center staff are able to process these charges without the need for a credit card present.
You simply enter in the “Amount to charge” (exclusive of Tax) and then enter “Reason for charges” and then click “Charge booking”.
TIP: If the payment method was credit card Meeting Hub will automatically charge the customers credit card and send a corresponding notification. Likewise if payment method is invoice a notification will be sent. In both instances the billing file will be updated.
You can refund all or part of the meeting room cost as well as any amenities that have been booked. If paid via Credit Card: Meeting Hub will automatically calculate the Refund, and process the refund back onto the Customers Credit Card and send them a notification accordingly; If payment method was Invoice: Meeting Hub will create a transaction in the billing file.
Enter the amount that you wish to refund (exclusive of tax) and then add a ‘reason for refund’ prior to clicking ‘ refund charge’.
TIP: If you are refunding multiple items use the “plus” icon to add additional refund lines.
Mark As Paid
This will only be displayed if the payment method for the client has been set to invoice and allows you to track which bookings have been paid, or not paid if you are not uploading billing information into your accounting system from Meeting Hub.
Meeting Hub will calculate the correct cancellation fee based on the cancellation terms that have been configured. An option to override the cancellation terms will pop-up, this will also allow you to alter the amount that refunded.
If paid via Credit Card: Meeting Hub will automatically calculate the Refund, and process the refund back onto the Customers Credit Card and send them a notification accordingly; If payment method was Invoice: Meeting Hub will create a transaction in the billing file
Either way, Meeting Hub will create the entry in the billing file as a Credit Note with the corresponding Prefix.