RESERVATIONS

The reservation module allows you to quickly make reservations for rooms, equipment, food and special services. You can specify one or more search criteria, such as a conference room for more than 10 persons with Internet an a video projector. For each reservable space or item you can define one or more rates per hour or piece so that the total cost can be calculated and cross charged. This module can also be used for reservations of professional services, hoteling and parking spaces.

The module can be configured for each user group by setting access rights to fields and functions. You can also define your own processes for modifying or creating data by defining custom workflows. Specific functions for your organization can be implemented on request. The standard functions of this module include:

Planboard: The planboard shows a graphical overview of reservations for a day, week or month. You can directly reserve rooms or equipment via the planboard.

Spaces: The reservation module is integrated with the property and space management modules. You can search for suitable rooms based on size, location, availability and attributes such as 'video projector', 'window' and 'wireless access'.

Parking: You can define parking spaces in the property module and then use the reservation module to reserve parking spaces for your visitors.

Equipment: Any asset from the asset module can be configured as reservable equipment. The system will review the asset condition and maintenance calendar to determine its availability.

Catering: Consumable items such as coffee, drinks, lunches and pencils can be selected from the catalog and added to the reservation. You can define costs per piece, dozen, liter or kilo and specify the catering time.

Persons: Each contact in the system can be defined as a reservable person. You can specify an hourly or daily rate. This can be used for reserving professional services such as technical support or hostesses.

Rates: You can specify multiple rates, for example an hourly and daily rate. The system will automatically select the applicable rate and calculate the total cost.

Availability: You can define the availability of objects per day and hour. When creating a reservation you can search for rooms or equipment that are available in a certain period.

Recurring reservations: You can automatically create recurring reservations. There are various options to specify frequency, date in month, day of week, time, maximum number or cycles and end date.

Invoicing: The total cost of the reservation, including deposits and potentially damages, is calculated and can be charged to a cost center. You can generate invoices or export the cost information to a financial system/

Inspection: You can define a deposit amount for a space or equipment. When the reservation has ended you can enter return date, comments, return status of all items and damages.

Documents: Documents can be uploaded and attached to a reservation. For example, when making a reservation you can upload a sketch or drawing of the seating arrangement.

Email confirmation: A confirmation email can be sent automatically to the requestor. You can use custom HTML or PDF templates for formatting the email notification.

Internet: You don't need to send email, call or wait, but can immediately see yourself when something is available. The system offers the same advantages as with reserving cars and hotels via the Internet.

Intranet: You can include a simple reservation form for end users in your coporate intranet. You can change the style via HTML style sheets. Intranet users are automatically authorized and logged in.

Workflow: You can define custom reservation workflows with the workflow module. For example, the workflow can define that approval is required in case the total cost exceeds a certain amount.

Reports: You view various reports showing reservations per room, asset, department or person. These reports can help you to plan and forecast reservation needs and can be used to assign costs.

 View or download the contents of this page in Adobe PDF format.