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Room Manager

Room Manager 2013 has been completely redesigned from the scratch, we have listened to our client’s needs, and the new Room Manager Solution can be used now for any category (like rooms, cars, equipment’s, workplaces, parking, etc.) with optional catering and invoicing module. You can decide which categories you want to manage, and add or hide new categories on the go.

Enterprise Keywords and Metadata Tagging.
Users add enterprise keywords to items on a SharePoint site so that they can use the keywords for tagging and to develop a folksonomy. Enterprise keywords are a good way to capture some of the knowledge of the people who use the content. To make it easy for users to add keywords, you can add a special enterprise keywords column to a list or library. Then, to add a keyword to an item, users just select the item and enter the word or phrase they want in the item properties.

Tabbed Based Navigation: Streamline meeting planning by using setup tabs to quickly book services such as A/V, videoconferencing, or catering and Parking Space

Room, Equipment, Car, Catering Scheduling (rooms colored in the calendar). A visual “Reservation Book” with drag-and-drop editing to allow you to easily move bookings as needed to optimize room usage. The time and effort invested in improving the way events are assigned to rooms pays off in happier guests, a more efficient staff, and financial savings.

Check availability let you filter all the events on the calendar, to show only the bookings for one room. Before and after for the Room Theater. After: the calendar shows only the current bookings for the Room Theater

Drag and Drop the events in the calendar. Publish resource reservations to event calendars to promote events and increase attendance. With drag-and-drop editing to allow you to easily move bookings as needed to optimize room usage.

Double Booking Checking automatically conflicts when making single or recurring reservations for a given date and time. The double booking checking has be redesigned completely, you can not book any resource if it is not available. by filtering down for a given date and time, only available resources like rooms, equipment, cars, workspaces, parking’s, etc. are available for booking.

Content Approval workflow can be activated. Reservation requests can be sent to managers who can approve the request. The reservation will be then shown in the calendar

Workspace Management. For companies striving to cut costs by optimizing the use of their existing assets, tracking workspace utilization is critical. Workspace Management (hoteling) helps your Team to plan and book your shared workspace resources. “Alternative workspace (or workplace) management” refers to the process of ensuring that your mobile workers can quickly and efficiently reserve a workspace when they are in the office. These spaces can include cubicles, shared offices, conference rooms, “touchdown” areas, etc.

Invoicing (per room, per rate), Create for each event automatically an invoice, which is based on the daily or hourly rate for the room

Workflows (Custom Workflows can be added with SharePoint Designer). Following Workflows are included: Invitation Email send to the attendees, Conformation Emails send to the meeting organizer, Reminder Email send to the meeting organizer 15 min before the event starts, Approval Request Email send to the Approvers when required for rooms, equipment and catering, Check-In, Check-Out Emails send to the cubicles workers, ensuring that your mobile workers can quickly and efficiently reserve a workspace if really needed and booked Invitation email with iCal file for Outlook

Catering: order refreshments at the time of booking a meeting room, conference room, or event

Equipment & Resource Reservation: Room Manager enables users to order audio visual equipment at the time of booking a meeting room, conference room, or presentation facility.

Send Outlook Meeting Requests to Attendees. Internal and External users can be invited to the event. Organizations, All Users, Active Directory and SharePoint Groups are searchable. External users can be added and invited by their external email address. Visitor Management Workflow will start and prepare the welcome guest module.

Outlook Integration. Attendees can be invited by email, with an iCal File available for the personal outlook calendar of the users (iCal is statistic)

Outlook Meeting Request. Room Manager on Premise only supports sending “Outlook Meeting Request” send to the attendees, (dynamic) updates of the meeting are automatically send to the attendees, when meeting data changes. Outlook Meeting requests are not supported for sandboxed solution by Microsoft. As well the Sandboxed solution can send Meeting request to external users, guests and visitors. They can reply with “accept” “deny” and “Maybe”

Outlook Add In (separate Module). This Add in must be installed on each outlook client machine. The users can make a meeting reservation directly from outlook. Available rooms, equipment, catering, workspaces

Search for free rooms by size and equipment. Search criteria can be set based on specific requirements such as seating capacity or the availability of equipment. The Search for free rooms and all the other categories are now automatically done by filtering and tagging with enterprise keywords.

Search for free rooms across sites and locations. Search criteria can be set on specific sites (cities) with locations (offices)

Multiple Room Booking. You can book multiple rooms at once. the new roo color becomes mixed.

Parking Management: Many companies face the following common problem: too many cars and too few parking spaces.

Parking and Visitor Management in Room Manager Enterprise complement each other very well. When pre-registering his visitor an employee just ticks a box “book a parking space”. The system then looks for a free parking space for a bit more than the meeting duration. It also includes the parking space number in the automatic email sent to the visitor (with Google access map). So you make the parking reservation on a fly.

Visitor Management Dashboard
When a meeting organizer pre-registers his/her visitor, an automatic invitation email is sent to the visitor with the details of the meeting and the Google map and the parking space reserved. Very professional and time-efficient.

When a meeting organizer pre-registers his/her visitor, an automatic invitation email is sent to the visitor with the details of the meeting and the Google map and the parking space reserved. Very professional and time-efficient.

SharePoint Based for SharePoint Online and Office 365, for SharePoint 2010 and SharePoint 2013.

More Module available

  • Welcome Guest, Visitor Management
  • Survey and Feedbacks
  • Room utilizations report
  • Event Management
  • Visitor Management
  • Mobil View for IPhone and Android
  • Google Gmail and Google Calendar Integration