Organizational settings are your organizations ‘Head Office’ settings.
Click on ‘My Meeting Hub‘ from the welcome button. Using the navigation Menu select ‘Manage Space / Facilities‘, then select ‘Organizations‘
The team at Meeting Hub add some generic data to the mandatory fields for your team to review, each field (including non-mandatory fields) should be checked and updated as required. It’s a good idea to refer to your Smartsheet to ensure each step is completed in your setup process.
The Organization Name field will display on the Meeting Hub homepage.
Meeting Hub URL
This field is set up by the Meeting Hub team and cannot be edited by you.
Bank Account Details
The Bank Account Details field is an optional field used to indicate to your customers when the payment method is ‘invoice’ where they should make EFT payments to. Your organization’s bank details will display on Tax Invoices sent to your customers at the time of booking a space.
The address fields are mandatory and should be completed with the head office address of the organization. This information will be displayed on the Meeting Hub Home Page.
Meeting Hub has customers all over the world, therefore you are able to select the date format applicable to your organization (dd/mm/yyyy or mm/dd/yyyy).
This field is non-mandatory, however, when populated, a link will display on the navigation menu of Meeting Hub titled ‘Return to Home Page’. When clicked this will redirect the visitor back to your main company website. Should you wish to utilize this function add the URL for the page where you would like your customers to land once the link is clicked, typically your Organizations website.
Company Registration Number
The unique number used to identify your company. This field is not mandatory but may be required by local laws.
Prefix sequence for bookings
This number sequence is used as the booking reference (invoice number) on completion of a booking. It is set by Meeting Hub however if required it can be changed by making contact with the Meeting Hub support team.
Contact number is a mandatory field and will display on the Meeting Hub home page along with your head office address.
Reply to address for contact us emails
This is a mandatory field and should include a valid organizational email address.
This is a mandatory field and should include your organization’s website URL. This will display on the Meeting Hub home page.
Reply to address for booking emails
This is a mandatory field and will be the email address used should a customer click on ‘reply’ to a booking confirmation.
From address (sender email)
This is a mandatory field and should include a valid organizational email address.
The social media fields (Twitter, LinkedIn, and Facebook) are non-mandatory. Social media icons populate on the home page allowing visitors to connect to your channels. The URL for each of these channels can be entered and if completed will display on the Meeting Hub home page.
The currency field is mandatory – select the currency for your country – this is the currency that will be displayed for your bookable spaces.
If your currency is not currently displaying, please contact Meeting Hub at firstname.lastname@example.org.
Client Default Payment Method
The Client Default Payment Method field is mandatory. It is the default payment method required for new users – when a new user is making a booking for the first time without a pre-existing login. By selecting Credit Card as the default payment method, it ensures that new clients are required to pay via credit card at the time of booking prior to receiving a booking confirmation. Internal and existing clients can be set to pay on invoice by editing their default payment method from Manage Users & Companies > Companies (Clients) > List. This overrides the default payment method on a per-client basis.
The Meeting Hub team set the colour scheme of the Meeting Hub application so it ‘blends’ nicely with your website. If required this can be changed to one of the other pre-defined colour schemes.
The Meeting Hub team will have uploaded your organization’s logo, if for any reason you require a different logo, you can change this based on your requirements. The image should ideally be a jpeg image. It will appear on the Meeting Hub homepage as well as booking confirmations and invoices.
Minimum booking notice period (in days)
By completing this field you are setting the notice period required in order to make a booking. It prevents last-minute bookings and allows for a minimum notification. However, if you are happy to accept last-minute bookings do not select a value for this field.
Taxes – Label & Percent
The tax settings allow you to set any local taxes and determine whether the prices displayed are inclusive or exclusive of those taxes.
The Label field should contain the tax type, for example, GST or VAT. The Percent field should contact your region’s tax percentage for example 10 would be 10%.
Financial Year – Start Month
This field is mandatory. Select the month in which your business’ financial year commences.
The region field is mandatory. Select the region in which your Organization is located. If your region is not displayed please contact the Meeting Hub support team.
Select the amenities that are available throughout the bookable spaces within your entire organization. This field populates the options available when bookers filter by amenity.
TIP: This is the master list of amenities for your organization. Each bookable space also has an Amenities list which is pre-populated from this master list which can then be edited to suit the space.
Organization Client Types
Setting client types for your organization allows you to run Meeting Hub Reports based on Client Type (where you have multiple client types). The default is Casual/External. To get the most of the Meeting Hub Reporting, you should ensure that each Client of your organization is correctly assigned to its Client Type.
This section of Meeting Hub is where codes can be mapped back to your finance system. Typically used to track revenue.
There are 2 code types:
- Account Codes – These are generally General Ledger (GL) Codes. These codes are tagged to individual line items within the Meeting Hub Billing File. This ensures when importing the billing file into your accounting system charges will allocate against the correct general ledger code. These codes are typically provided by your finance team.
- Inventory Codes – Like account codes, these inventory codes will also appear in the Meeting Hub Billing File when exported. These are often optional codes to track consumable items within your accounting system.
Tax type: Some accounting systems for example Xero, require transactions to have a default tax type allocated when importing. For Australian Xero Users, you should enter GST on income, UK Users would enter VAT on income.
Billing File Columns
Within the Accounts and Finance section scroll down to the heading Billing File Columns. There are 2 columns:
- MH Columns: These are the default Meeting Hub column headings in the billing xls (Excel) file when exported. If you do not add values in the Organization Columns fields, then the Meeting Hub defaults are used.
- Organization Columns: These fields should be populated with the corresponding column headings in your Accounting Software (E.g. Xero). We recommend that you consult with your accounting software vendor or internal Accounts Team to obtain the column file headings required to successfully import invoice transactions (these need to match exactly and are usually case sensitive).
Prefix sequence for Refunds: This is the numbering sequence used to generate credit notes when cancelling bookings or refunding money.
If your organization runs billing once a month, this box should be ticked. This will simplify the way Meeting Hub numbers your bookings to ensure that each client will only have one invoice raised with all transactions for the month.
If the monthly billing field has been checked – enter in your preferred invoicing number sequence for example 123.
Breakdown of billing field fields and their meaning
The following describes each of the fields provided:
Clientname = Client Name for the booking, this is typically the company name
UniqueClientID = Unique ID provided by you, this could be a Customer ID and is unique to that Client and is configured on the Client account
FirstName = First Name for the person the booking is for (This is configured on the User account)
LastName = Last Name for the person the booking is for (This is configured on the User account)
Email = Email address for the person the booking is for (This is configured on the User account)
POAddress = Street number & Street name for the person the booking is for (This is configured on the Client)
POCity = City for the Client
POPostalCode = Post Code or Zip Code for the Client
POCountry = Country for the Client
InvoiceNumber = Uniquely identifiable reference for a particular booking. This will be provided to your accounting system to use to distinguish bookings and charges relating to bookings
Reference = This is a short description related to the booking or transaction
InvoiceDate = This is the date on the Booking Confirmation
DueDate = This is set by default to be 14 days after the date the booking was made (Invoice Date)
InventoryItemCode = This is the code allocated to amenity or additional items e.g Tea & Coffee or Soda / Soft Drinks if you wanted to track these
Description = This is a long string that contains details associated with the bookings including the Center, Date / Time of the booking, and all details
OrderItemQuantity = How many items for a particular line item e.g Tea & Coffee
UnitAmount = What the individual unit charge is per line item
Discount = If any discount was applied and the discount value
AccountCode = GL Code that will be assigned to this line item
TaxType = Tax label for this transaction e.g VAT, GST
Currency = Payment currency for this transaction
Amount = Total amount of the line item
Tax = Total amount of tax if applicable for this line item
TaxPercent = Tax percentage used for this line item
TotalAmount = Net amount + Tax for this line item
PaymentMethod = Invoice or Credit Card
SiteID = Linked to the Center / Location Site ID
Exported = This field is used by the Meeting Hub system when allocating booking ID / Invoice numbers
EventDate = The date that a booking will take place
TransactionDate = The date that a booking was made