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My Organization Settings

Organizational settings are ‘Head Office’ settings

 

Name

The Organization name displays on the Meeting Hub homepage as the main company name.  Different location names can be listed under Business Center settings.

 

Bank Account Details

The company bank details will show on Tax Invoices sent to clients at the time of booking.  This is the account that you would like to receive their payment into.

 

Address

This is the business address of the organization.  If the organization has multiple locations, please enter the details of the head office.

 

Date Format

You are able to select whether the date displays as dd/mm/yyyy or mm/dd/yyyy.

 

Company Registration Number

The unique number used to identify your company.  This field is not mandatory in Meeting Hub but may be required by local laws.

 

Contact Number

The main phoneline for the company.  This will display on the main bookings page.

 

Website

The main company website url.  This will display on the main bookings page.

 

Email settings

These settings describe which email address is used for particular scenarios.  You are able to use the same email address in each field but if multiple addresses are required you can enter them here.

 

Social Media

Social media icons populate on the home page allowing visitors to connect to your channels.  The URL for these channels can be input to the Social Media field to show on the homepage.

TIP: Available Social Media profiles are Facebook, Twitter and LinkedIn.

 

Currency

The currency in which prices are displayed on Meeting Hub.

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

 

Client Default Payment Method

The 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 prior to receiving a booking confirmation.  Internal and regular clients can be set to pay on invoice by changing their default payment method in Client SettingsThis overrides the default payment method on a per client basis.

TIP: Any client that receives a monthly invoice for their office rental, admin charges etc can be set to Invoice and their charges added to their monthly invoice when importing charges.

TIP: We recommend manually adding all your Clients and Users when setting up Meeting Hub as this allows you to control who pays on Invoice or Credit card.  As new users register you can control their payment method for future bookings.

 

Minimum booking notice period

The notice period required prior to making a booking.  It prevents last minute bookings and allows for a minimum notification.

TIP: If you are happy to accept last minute bookings please leave this field as 0.

 

Logo

Upload your logo here to display on the Meeting Hub home page and on your booking confirmation/Tax invoices.

 

Taxes

This setting allows you to load in any local taxes and determine whether the prices displayed and inclusive of exclusive of the taxes.  Note: The total price showing a breakdown of the taxes will be displayed prior to confirmation.

 

Region

Select the region in which the Organization is located.  If your region is not displayed please contact Meeting Hub support.

 

Organizational Amenities

Select the amenities that are available throughout all meeting rooms within the organization.  This field populates what options are available when bookers filter by amenity.

TIP: Amenities are selected at the meeting room level.  However, if the amenity is not selected in this section they will not show as options when updating your meeting rooms.

 

 

 

Accounts/Finance

This section of Meeting Hub is where we map the codes typically used in accounts systems to track revenue.

There are 2 types:

  • Account Codes – These are generally General Ledger or GL Codes.  These are the codes that when charges are processed within Meeting Hub, the code allocates the charges to the right ‘bucket’ within the accounting software
  • Inventory Codes – Some accounting systems allow you to track inventory for perishable or consumable goods; Meeting Hub will tag these items with your preferred codes so you can track these in your accounting system

Tax type: Allows you to set the default tax type that Meeting Hub will allocate against revenue.  An example would be for Xero users: GST on Revenue.

This is where you can customize the export format of the Meeting Hub billing file.  To navigate to Billing File Mapping Click on My Organisations and scroll to Accounts/Finance.

Within Accounts and Finance scroll down to the heading Billing File Columns. There are 2 columns displayed:

  • MH Columns: These are the default column headings in the billing .csv file when exported.  When this file is imported into your accounting system, this lets it know where to allocate certain items to.  If you do not replace these values in the 2nd column, then these defaults are used
  • Organization Columns: These are your preferred column headings that you would like to see in the billing file

At the bottom of the Billing mappings is where you can configure:

Prefix sequence for Refunds: This prefix is appended to the Meeting Hub unique reference to indicate this transaction is a refund or negative (-) value.

Charge amenities at time of booking: If this option is ticked then any amenities such as Tea & Coffee will be charged at time of booking.  If you would rather not charge things like projector, until you know whether they are available then tick this box.

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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