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My Organization Settings

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

My Organization Settings

Organization Fields

The team at Meeting Hub will have completed the mandatory fields for you, each field should be checked and updated as required. At this point its a good idea to review and update the non-mandatory fields.

Name

The Organization Name field displays on the Meeting Hub homepage as the organization’s company name.  Your organization’s different locations can be set up on the Centers / Facilities page.

Meeting Hub URL

This field is set up by the Meeting Hub team and cannot be edited by you.

Description

This field can be left blank.

Bank Account Details

The Bank Account Details field is an options field used to indicate to your customers where 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.

Address fields

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.

Date Format

Meeting Hub has customers all over the world, therefore you are able to select how the date displays (dd/mm/yyyy or mm/dd/yyyy) in line your preferred format.

Main Site

This field is non-mandatory, however, when completed, a button will present on the front end of Meeting Hub ‘Return to Home Page’ that will take your customers back to your website’s home page. Should you wish to utilize this function add the URL for the page where you would like your customers to land once the button is clicked.

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

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. Note: there are a number of email fields noted below, the email address is typically the same for all fields.

Website

This is a mandatory field and should include your organization’s website URL. This will display on the Meeting Hub home page.

Where should we send contact us emails to

This is a mandatory field and should include a valid organizational email address.

Reply to address for contact us 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.

Social Media

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.

Currency

The currency field is mandatory – select the currency for your country – this is the currency that will displayed for your bookable spaces.

If your currency is not currently displaying, please contact Meeting Hub at info@meetinghub.com.au.

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) > ListThis overrides the default payment method on a per-client basis.

Colour

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.

Logo

The Meeting Hub team will have uploaded your organizations 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.

Region

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.

Organization Amenities

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 unless otherwise specified.

Accounts/Finance

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 an optional code 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 AustralianXero 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 .csv file when exported.  If you do not add values in the Organization Columns fields, then the Meeting Hub defaults are used
  • Organization Columns: We recommend that you consult with your accounting software vendor to obtain the column file headings required to successfully import invoice transactions.

Prefix sequence for Refunds: This is the numbering sequence used to generate credit notes when cancelling bookings or refunding money.

Monthly Billing

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.

Enable Screen Bookings (Vet Bookings)

When ticked, Enable Screen Bookings allows your team to review a booking before it is confirmed.

Invoice Numbering

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

BusinessCenterclientID = 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 relation 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 which contains a detailed string 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

AdditionalCharges = Any additional adhoc charges applied

TotalAmountIncluingAdditionalCharges = TotalAmount + Additional Charges

GratisMinutes = Whether Gratis (Free) time was used for this booking in minutes

OrderStatus = Booked, Cancelled

VoucherCode = Whether a particular voucher code was used for this booking

VoucherValue = What the value of the particular voucher code used was

PaymentGatewayTxnId = The uniquely identifiable transaction ID assigned by the Stripe payment gateway

Refund = Refund amount

RefundTax = Amount of tax applicable to the Refund

RefundTotal = Refund + Refund Tax

CancellationCharge = If a cancellation fee applied based on the configured Terms & Conditions what was it

CancellationChargeTax = Amount of tax applicable to the cancellation charge processed

RefundAmount = If an adhoc Refund was performed what was the amount

CancelDate = The date the booking was cancelled

CancelTime = The time the booking was cancelled

CancelledBy = The logged in user who cancelled the booking

PaymentMethod = Invoice or Credit Card

SpecialRequirements = Any special requirements noted at time of booking

BookingFrom = Which Meeting Hub instance (of yours) the booking came from

Duration = Duration of the meeting or booking

RefundID = The Stripe payment gateway refund transaction ID

RateLevel = The Discount rate used (Internal or Custom)

OptionalServices = No longer used

SiteID = This links to the Site ID which is configured on the Business Center so you can upload transactions into your accounting system and allocate these by center

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