FastTrack Room Booking Features

Overview:

Fast Track Room Booking is a powerful, scalable room booking solution. The system is being used for managing small groups of rooms in single buildings, and as a corporate resource spanning many buildings in many cities (including in multiple countries). Fast Track Room Booking is a high-value solution, with a low cost-per-user - it competes with rival systems costing many times its price. It represents an effective solution for both small and large budgets.

A series of Business Benefits will be realised almost immediately the system is implemented. One of the key benefits is the increased perception of service level by the users of the rooms and desks. Benefits:

Manage the booking of all your rooms Manage the catering used for meetings and the pool of shared equipment Save costs and reduce the time staff spend making bookings Provide a faster delivery of service Reduce errors throughout the entire booking process Empower staff and increase levels of satisfaction Use powerful reporting functions Increase the utilisation of your space and room resources

Booking Rooms

Fast Track Room Booking makes the booking of rooms quick and simple. Within minutes staff can find a suitable room, reserve it for a desired time, add requests for catering and equipment and list details of who will be present. By using familiar web-based browser technology the software is user-friendly and very easy to use.

A graphic view of room bookings is provided which shows the half-hour breakdown of booked and available rooms. Photographs and images can be presented to users so they can view a room and decide on its suitability before committing themselves to it.

Certain rooms have the option of different setups. Users choose a setup when making the booking so that the room is prepared in either theatre or boardroom style ready for when the meeting takes place.

Catering and Equipment Booking

Catering items are chosen from a user-defined point-and-click tree view which includes serving times and costs. Catering costs are stored and displayed to users as they are being booked and can be charged to different departments within the company.

Equipment such as televisions and computers can be chosen from a central pool and included in the booking. Equipment items are tracked individually as assets and cannot be double booked.

Charging for Bookings and Invoicing Customers

Costs can be added on either a per hour or per booking basis. Costs can be assigned to the catering, the equipment and even the rooms themselves. Printable invoices can quickly be issued from the reporting function inside the software.

Active Directory Integration with Single Sign-on

Fast Track Room Booking facilitates the use of centralised corporate personnel contact data. The application communicates with Active Directory when assignment for a staff member is to be detailed and imports the details across, allowing easy user management and the ability to import multiple user details in seconds.

The single sign-on feature transfers the Windows or Active Directory login straight through to the system, granting users much quicker access.

Note that this feature is part of an optional additional module. Click here to find out more about the Enterprise Module.

Visitor Information

Visitors expected to attend can be linked with the booking including the details of the company they are visiting from and car they will be travelling in. Be confident that your guests will be greeted by a reception who knows who they are, who they are meeting and where in the building they are going. Ensure they have parking spaces available and waiting for them on their arrival.

Finding Suitable Rooms

The Room Finder function uses several methods to show available rooms based on a few key criteria. Users can input a building, room type and number of seats, and the Room Finder will find available rooms for the specified dates and times. A list of available rooms can be presented, or a single "best match" room can be proposed. Using the latter method a suitable room can be found and booked in seconds.

Block Booking

Reoccurring booking mechanisms are available for consecutive and pattern blocks. Patterns include weekdays ("for the next three Wednesdays"), dates in the month ("for each 15th of the month between now and Easter"), and weekday positions in the month ("for the last Thursday of each month between now and June"). Clashes in blocks (unavailable dates) can be saved and resolved later.

Virtual/Re-Configurable Rooms

With purpose-built mobile and partition walls, some sets of rooms are designed to be able to be configured differently. Once the configuration is chosen the room is managed as a single item and during the booking access to the single spaces which make up the booking are disallowed. Any set-up and break-down times for the room and spaces can be added to the booking.

Note that this feature is part of an optional additional module. Click here to find out more about the Enterprise Module.

Find a Workstation

The ever increasing demand for space utilisation and "Hot Desking" by organisations is recognised by the Find a Workstation function. By selecting what time they are coming into the office, staff are presented with a list of available desks from which they can choose to base themselves that day.

Video Conference Room Booking

A video-conference room booking encompasses rooms in different locations, across the country or the world. Selective categorisation means that only video-conference capable rooms can be selected for this type of booking.

Note that this feature is part of an optional additional module. Click here to find out more about the Enterprise Module.

Automatic Email

Once a room has been booked, information on catering and equipment and instructions for the porters can be emailed to the relevant parties who will receive it immediately. Emails can be 'personalised' whereby headers and footers are changed for each building enabling the Facilities Department of each building to portray news items or seasonal sentiments. There is also the option to send reminder emails to the person who made the booking, who the booking is for and anyone who requires notification that it has taken place.

Departmental Booking

A typical restriction on bookings is that users can readily book rooms which "belong" to the same department as they do, but have to make a special request to book rooms which are not in their departments. Users can see availability of rooms not in their department, but when attempting to book these rooms, they are shown the person to contact including an email link.

Reports

Many standard reports are provided including lists of bookings by date, employee and building, a 'My Bookings' user diary showing all of their bookings they've made for themselves and for others. The software also contains powerful reporting tools which enable users to build their own reports.