Meeting Room Management System

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Meeting Room Management System

• Version 2.3 June 2006

2
Room Schedule
View existing meetings and available time slots
by using the room schedule option. Browse by
meeting room and date.
Alternatively, use the Quick View screen to view
all meetings rooms side by side.
3
Room Search
Enter room criteria such as location, capacity,
date/time, facilities required, setup, etc.
A list of rooms are shown that match the
requirements entered.
All criteria entered on the search form is
automatically entered into the room booking form.
4
Visitor Pre-Booking
Email notification goes out to all external
attendees notifying them of the date, time,
location, and host of the meeting.
Comments entered are carried into Safe-pass
alerting the receptionist of information
pertaining to external meeting attendees.
External meeting attendees are automatically
entered as visitors into Safe-pass.
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Meeting Options
Simply select the facilities required for a
meeting. The list of facilities options can be
changed by an administrator.
Catering options can be selected in exactly the
same way. These options can also be modified.
The room setup can be chosen by clicking the
appropriate button. To view a diagram of the
room setup, click on the setup name.
When a meeting is booked, the room coordinators
are notified via email of the catering,
facilities, and room setup-options requested,
along with the meeting date, time, host, and
location.
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Staff Attendees
A search facility is available for easy access of
staff names email addresses.
All staff members attending the meeting can be
added to the list of staff attendees.
When a meeting is booked the staff attendees are
notified of the new meeting via email, detailing
the date, time, location, and host of the meeting.
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Meeting Details
Coloured areas highlight booked meetings. If the
user logged in as the host, the time slot appears
in orange. Blue would indicate a meeting where
the user logged in is not the host.
A pop-up window gives comprehensive details of a
meeting, such as the time, date, staff external
attendees, host, and title.
Meetings can be set to re-occur daily, weekly, or
monthly. Recurring meetings are shown with a
recurring symbol.
A booked meeting can later be modified or deleted.
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Meeting Room Details
To aid in choosing a suitable meeting room, click
on the information icon. A pop-up window will
open giving more detailed information about the
room including the maximum capacity, location,
and co-ordinators.
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Re-Allocate a Meeting
When a meeting room becomes unavailable, the
meeting becomes un-allocated. A user can view a
list of all their un-allocated meetings.
To find a new meeting room for an un-allocated
meeting, click on Find New Room. A list of
meeting rooms that support the requirements set
during the initial booking will be displayed.
10
Meeting Conflicts
If an attempt to book a meeting would result in a
room being booked for the same date and time in
the same room, it is considered a conflicting
meeting.
The reservation process is halted and a page
explaining that the meeting cannot be booked due
to conflicts is displayed.The conflicts page
outlines the meetings that would come in conflict
with the meeting attempting to be booked,
including the title, date, time, and host of the
meeting.
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Administration
People with Administrator level access may
perform the same tasks as users however, they
can also carry out additional tasks such as
creating a new meeting room, managing other
user's meetings, manage facilities, or modify the
application settings.

• Room Co-ordinators
• Add Meeting Room
• Remove Meeting Room
• Manage Facilities
• Manage Catering

• Application Settings
• Meeting Room Details
• Manage Meetings
• Administration Rights

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Electronic Product Range
In order to go directly to information on a
particular product click the logo below
13
ID Card Solutions

• All the software and consumables required to
  produce your own staff identification.
• Our software is easy to use and fully
  customisable.
• Training and installation available.
• You can design and customise your card to suit
  your individual requirements.
• Signature and image capture is available.
• Barcode and magnetic stripe encoding can be
  incorporated into your card easily.

14
Door Access Control

• Control access to any door with smart card
  technology.
• Smart cards can be programmed to open all
  doors, specific doors and doors between
  specific hours etc.
• The software is
• Easy to use
• Fully customisable

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Meeting Room Management

• Simplifies and streamlines the entire meeting
  room reservation process.
• Automatically checks for meeting conflicts.
• Sends notifications to relevant departments to
  request services.
• Automated e-mail notification to staff
  attendees.
• Can view and book available rooms based on
  specified meeting criteria.
• Recurring meeting booking, reallocation
  modification.
• Quick search for room availability.
• Efficient user management.
• Provides a unique link to Safe-pass, visitor
  management software, to ensure visitor
  passes are ready and waiting upon arrival.

16
Asset Management

• Improved asset visibility who has what, where
  and for how long.
• Ability to track any activity that needs
  recording not just fixed assets.
• Depreciation management.
• Search and filter capabilities, tracks live,
  missing and disposed property.
• No expensive contracting costs or training
  needs.
• Simple to use.

17
Contractor Management System

• Manage all of your approved contractors.
• Improve professionalism by printing an
  authorisation to work on arrival and issuing
  bespoke permits for those jobs that require
  them.
• Ability to report on job progress.
• Manage the issue of PPE as well as multiple
  sites.
• Training and installation available.
• Easy to use.

18
Visitor Management

• Every visitor receives a personal visitor pass
  informing them of Health Safety
  Information, Emergency Procedures and any
  other important information.
• All visitors can be pre-booked in advance of
  their visit, improving reception efficiency
  and providing a professional image.
• Instant emergency evacuation report.
• Extensive reporting facilities including, by
  date, visitor, host, on site etc.
• Pass is designed to your own specific
  requirements.

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Online Visitor Management

• Safe-pass plus is hosted securely online which
  allows you to manage and monitor visitors
  to your organisation from any PC, wherever
  you are.
• There is no dedicated software to install so
  there is nothing held on your network - you
  simply login to the securely hosted personal
  web page. All that is required is a printer to
  print the visitor passes and a barcode scanner
  which we supply to make checking out your
  visitors as simple as scanning a barcode.
• Safe-pass plus is ideal for both multi-site
  organisations and multi-tenant buildings
• Instant emergency evacuation report.
• Extensive reporting facilities including, by
  date, visitor, host, on site etc.
• Pass is designed to your own specific
  requirements.