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Complete configuration guide for Pronestor Room & Catering

Index:

Getting started

Reports

Bookings

Resources

User roles and administration

Organization

Analytics

Settings - Including:


Getting started

We have written the following guide to help you get started with Pronestor Room and Catering. It explains how you as an administrator can setup the system before using Pronestor Room and Catering.

Change password                     
Change your password by logging in with the username and password you received from Pronestor. When you are logged in, you can change your password by clicking “My settings” and then entering your new personal password.

Domains
To ensure that only users from your company can register themselves as users, the domain from which access is permitted must be defined.

Under the “Administration” menu, select the “Settings” tab and then “E-mail”. In the “Filters” list, select .*@.* and click “edit”. See the “E-mail” section for more information on this topic.

Enter your domain name here in the following format: “.*@mycompany.com” . Then, only users with e-mail addresses that match “@mycompany.com” will be permitted.

Create resources
Configure the resources to reflect the available rooms, canteen inventory and other equipment. See the “Resources” section for more information on this topic.

Create users
Create users or send them a link to the system with which they can create their own user account. See the “User administration” section for more information on this topic.

Assign permissions
Assign respective users in the kitchen and internal services the rights they require. The roles are defined as Canteen administrator, Facility administrator and Administrator. See the “User administration” section for more information on this topic.

In the guide you can see which sections relate to the different roles.


Reports

In order to be able to print reports for use by the kitchen, facility administrator and accounts, you must be assigned with the role of canteen administrator or facility administrator.

All reports can be displayed on screen, printed, saved in pdf format or exported to Microsoft Excel.

Every report is compiled based on the following: a report definition that indicates the bookings to be included and a design that determines how the bookings are listed/grouped/summarised in the report.

Predefined report designs are already available in Pronestor to match those that we know from experience are used in most kitchens/canteens/accounting departments.

Report definitions can also be set with permissions - thus dictating who can see and edit which report definitions.

The following report designs are available:

Meeting production
One meeting per page (used for mileage reports or receipts, for example)

Meeting list
Overview of the day’s scheduled meetings (for use by the reception desk, for example)

Sales
A summary of sales for the current day, or a selected period

Sales per payer
Sales summary for each individual food expense account (e.g. for export to financial system)

Sales per meeting type
Sales divided by meeting type, with food expense accounts as sub-points

Production Display
The entire day’s production (can be used as a worksheet for the kitchen)

Production per resource
List sorted by resource

Weekly schedule
A week’s bookings displayed in a table

Table layout
List of room bookings for which table layouts has been selected

Table layout by room
Table layouts grouped according to room

Meeting receipt
One meeting per page (same as meeting production, but with the entire series of meetings, if the meeting is booked for multiple days)

Configuring report filter

Editing a report requires Facility manager or Catering manager user rights – which are set by the administrator or by IT in the Active Directory.

  1. Select “Report Filter”.
  2. Click “Edit” for the report filter to be configured.
  3. Next to the name of the report, you can click “edit” and name the new report.
  4. Select the location or locations to be displayed for the report filter.
  5. Select one or more resources, or select one or more resource categories.
  6. Then click “Close” to save the changes. 

An administrator can set the permissions for report filters. A tab "permission" will be available within the edit for a filter.

  1. Select the users from "Members" - these users will be able to see and use the report filter
  2. Check/Uncheck the "Allow assigned users to edit the resource filter" - thus allowing or preventing them from altering the resources/categories that is contained in the filer.

Printing reports

  1. Select “Reports”.
  2. Select the report filter under “Resource filter”.
  3. Select the period for which bookings are to be displayed.
  4. Click “Display report”.
  5. When the report is displayed, you can select from the predefined Pronestor designs under “Layout”.

Bookings

In the “Bookings” menu, it is possible to view an overview of the day’s/period’s deliveries, edit them, and complete the bookings for invoicing.

The list displays bookings of resources for which the user is responsible. For example, users in the canteen administrator group are responsible for all food and beverages. See more on this under “User administration”. The list can be filtered according to period, meeting owner and whether or not locked bookings are to be displayed. If the user is only responsible for the canteen, the list will only contain meetings and bookings relating to the canteen.

For each booking displayed in the list, the resource owner can edit, delete or lock the booking. The resource owner can also link new bookings to an existing meeting. This can be carried out independently of time limitations, etc., as the changes are made by the resource owner. If a resource owner makes a change, the meeting owner will be sent an e-mail about the change.

If necessary, the resource owner can also create an entirely new meeting and create bookings for the new meeting.

Note!! If a booking is locked and sent to invoicing, it is possible to make a counter-entry here.  

Displaying bookings

  1. Select a period.
  2. Select location (only visible if multiple locations are used)
  3. Then click “Update”. 

Completing/locking bookings

  1. Edit one or more bookings, e.g. price and quantity.
  2. Click “Lock” under actions to lock the bookings. 

By clicking “Lock displayed bookings”, all of the bookings displayed in the list, including any subsequent pages, will be locked.

History

For all bookings a history tab is now available. This will reveal all the actions performed on a booking, like who has create/updated/deleted a booking, what had been changed and when this was done. 

Work process

The resources that have been set to trigger a working process will have a dropdown of all the steps contained in the working process.

Currently an “Approval” process can be chosen for resources. This will trigger a two steps-working process. It will allow resource owners to quickly see new bookings, and by choosing the dropdown, choose whether or not the booking is approved. The step/state will be revealed to the booker, so they can see the state as well.

If a booking is denied – the resource owner will delete the booking. If a booking is approved, the dropdown can be changed to “approved”

Advanced search and filtering

Multiple filter options are available. 

Locked bookings:
Show all booking, only locked or only not locked bookings in the list

Recent changes:
Highlight changes – each booking will be label with a new, updated or deleted label if they have been added, update or deleted since the date/time chosen in the date time picker.

Approval:
Show only bookings that is awaiting approval or is approved

Search:
Filter on meeting ID, meeting name/title, meeting owner or resource name


Resources

All resources (rooms, canteen items, AV equipment, etc.) can be created, edited, deleted, etc. under “Resources”. All resources will be divided into three types of categories, rooms/canteen/other equipment, each of which is then divided into resource categories.

If you are logged in as canteen resource owner, only resources related to this role will be displayed.

If you are logged in as a room and equipment owner, only resources related to this role will be displayed.

All resources will be divided into one of three category types:

Rooms
Meeting room, office, conference room, external rooms, training rooms, etc.

Canteen
Food and beverages, items that can be ordered, etc.

Other equipment
AV/IT equipment, cars, bikes, Bro-bizz, etc.

These three category types are fixed and cannot be changed. Five standard categories are found under each category type. The name and VIP status of these categories can be edited, and resources can be linked to them. It is also possible to create extra categories as needed.

A resource category can be made a VIP category, i.e. the resources in such a category can only be booked by a specific group of bookers. The bookers for each VIP category are configured under “Users”.

Creating a new resource

  1. Select a category by clicking on it.
  2. The category’s resources are displayed in a list to the right.
  3. Click “New resource”.
  4. Name the resources and enter resource data.
  5. Complete by clicking “Save”.

Editing resources 

  1. Select a category by clicking on it.
  2. Click “Edit” in the list to the right for the resource you wish to edit.
  3. Edit the resource date in the resource window.
  4. Complete by clicking “Save”.

Creating new categories

  1. Click “Add new category” under the category type where you want to create a category.
  2. Name the new category.
  3. Click “Save”.

Changing the name and VIP status of a category

  1. Select a category by clicking on it.
  2. In front of the category name in the list to the left, you can click on “Edit name and status”.
  3. Enter a new name and mark whether the category is to be VIP.
  4. Then click “Save”.

Hide "Catering tab" by de-activating Catering resources

You can hide the Catering tab from the solution's booking window. This is simply done by deactivating all catering resources. Please find the de-activation button on the right.

Please note: You can have the Catering tab active for one location and hide it on other locations in the same solution.

Resource fields

Field

Description

Rooms

Catering

Other Equipment

Basic – section

 

 

 

 

Name

Resource name

X

X

X

Category

Resource category for resource

X

X

X

Description

Description that is shown when the resource is displayed.

X

X

X

Capacity

Maximum occupancy of room

X

 

 

Price

Price for booking the resource.

X

X

X

Attributes

Potential attributes for the resource – can be used when filtering resources in booking flow

X

X

X

Table layout

Available table layouts when selecting a room.

X

 

 

Image

An image (recommended 150px110px)

X

X

X

Availability – section

 

 

 

 

Week schema

Shows the days and times the resource can be booked.

X

X

X

Is deliverable

Indicates whether the resource can be delivered.

 

X

X

Preparation time

Time that must be added before each booking.

X

 

X

Follow up time

Time that must be added after each booking.

X

 

X

Specific triggers for preparation and follow up time

Preparation and follow up time will only be added if an resource with such a trigger is added (catering resources)

X

 

X

Max future days

Limitation on how fare in the future bookings can be created

X

x

x

Ordering deadline

Hours or days that the room must be ordered before it is bookable

X

X

X

Notification – section

 

 

 

 

Enable email notification

Email notification can be activated per resource. If a booking is changed or created within the specified time frame an email is sent to the resource owner or the specified email.

X

X

X

Recipients

To whom email notification should be send to

X

X

X

Deadline

When a notification should be send

X

X

X

Finance

 

 

 

 

Accounting ID

Custom ID

X

X

X

Other

 

 

 

 

Work process

Work process activated when resource is booked

X

X

X

Unit

Unit/measurement indication

 

X

 

Required categories

Requires booking of another resources from one of the selected categories

X

X

X

Picked up at

The pickup location for the resource if the resource is to be picked up

 

X

X

Incurs fee on delivery

Delivery charge is added upon booking.

 

X

 

Booking deadline

Latest possible time for booking the resource.

X

X

X

Daily stock

Number of items available per day

 

X

 

Booking note

Brief note that is displayed to the user when the user books the resource.

X

X

X

Booking note is required

Indication of whether booking note is required or not before a booking of the resource is valid

X

X

X

Hint

A small help text to be shown when booking note is required

X

X

X

Code

Item number for linking to a financial system, for example.

X

X

X

Delivery location

Indicates whether resources can be delivered to room.

X

 

x


User roles and administration

All Pronestor users are assigned the role of Booker. In addition, it is possible to be assigned additional roles based on the individual user’s rights.

The following is a list of the different roles that may be assigned to individual users.

Administrator
Administrators can change the system configuration and create, edit and delete users.

Secretary
The secretary can create, view, edit and delete on behalf of all other users.

Facility managers
Facility managers are resource owners for rooms and other equipment. Users with this assigned role will be able to create, edit and delete resources within the “rooms” and “other equipment” categories.

They are also able to view, edit and delete bookings of the resources they own. In addition, they can extract worksheets for these resources; see more on this topic under “Reports”.

Catering managers
Catering managers are resource owners of catering resources. They have the same rights as facility managers do - but for catering resources instead room and equipment resources.                          

All Pronestor users have the right to book all resources, apart from those defined as VIP resources for which the user is not a member of the respective VIP group.

Creating a user

  1. Click “New user”.
  2. Enter the required data, such as the user’s first name, last name, username, initials, password (min. 6 characters) and e-mail address.
  3. Click “Save”.

The new user data will now be sent to the user’s e-mail address.
Users can also create their own user accounts by clicking on “Click here to create a new account” in the login display, thereby saving the administrator from having to perform this task. 

Assigning roles to users

You can locate the user in the list of all users, click on “edit” and then assign the roles the user is to have, or you can click on the list of user groups and locate the user or users that are to have the role and then add it.

Please note: If a user needs to have rights to everything in the system, the user must be assigned all roles.

User fields

Field

Description

First name

First name

Last name

Last name

Login

Login required upon login to the solution – either through forms or windows authentication

Initials

Initial

Password

Password – only used in forms authentication

Email

Email

Company

Default company for user

Phone

Phone

Mobile phone

Mobile phone

Billing account

Default billing account for user

Billing note

Default billing note for user

Meeting type

Default meeting type for user

Meeting type note

Default meeting type note for user

Location

Location for user

Role membership

Associated roles

VIP

Membership of VIP user groups

Is administrator

Will allow access to administration part of PRONESTOR ROOM AND CATERING

Department

Membership of departments – which will give user access to ex. Meeting types and billing costcenter

 


Organization

Locations

With locations you can group a number of resources and users by location, so that users can only book a resource in the location to which the resource belongs.

If there are multiple locations, a global location is created, followed by the desired locations. Resources can only be placed on a specific location and not on a global location.

Creating locations

  1. Click “New location”.
  2. Enter the location name.
  3. Click “save” to save the new location.

Changing location names

  1. Click “Edit” on the location you wish to edit.
  2. Enter the new location name in the text field.
  3. Click “save” to save your changes.

Companies

If one solution is used to serve users from multiple companies, then these companies can be created and users can be related to these companies.

Each company can have a separate company code.

A company can be linked to one or more email domains – so when users create their own account, they can choose from one of the locations that matches their email domain.

When exporting information from Pronestor to a finance system, it might be required that a company code/id is exported as well.

Departments

A department describes a group of bookers. A department indicates who is secretary for the group of bookers, which billing accounts and meeting types will be available to the members of the department

By default every user is added to a “Standard” department (system defined department). This department gives users access to all billing accounts and meeting types. This department can be edited if only a limited set of billings account and/or meeting types should be available to all users by default.

The billing accounts and meeting types available to a user will be the sum of all the departments a user is member of.

A department can be linked to one or more email domains – so when users create their own account, they can choose from one or more departments that match their email domain. Note this is not possible for the default department. 

Pickup places

All resources in the categories Canteen and Other equipment have an associated pickup place. A pickup place is where the resource can be picked up if it cannot be delivered or if the user chooses to not have it delivered.

The list should contain all of the pickup places that resource owners for canteen and other equipment could possibly assign to their resources. Obvious pickup places include “canteen”, “depot”, “reception”, etc.

Configuring pickup places

  1. Click “Edit” for the pickup place you wish to edit.
  2. Edit name and, if applicable, description.
  3. Click “Save”.

Fixed delivery addresses

A delivery address must always be included in a booking. A room will typically be the delivery address. Other potential fixed delivery addresses such as “user pick-up” or “own office” can be created here.

The delivery address is used to ensure that the resource owners know where to deliver the bookings.

For example, a company has a floor with rooms to which delivery is not available. A delivery address called “user pick-up” is therefore created. When the user completes the booking, the selected room cannot be set as the delivery address. To complete the booking, the user must select “user pick-up”.

Each individual delivery address can be configured so that users are required to provide additional address information in a note. This can be a good idea if you have created “own office” as a delivery address, where it would be necessary to require the user to indicate which office is his/her own.

Configuring delivery addresses

  1. Click “Edit” for the delivery address you wish to configure.
  2. The Name field is the headline for the delivery address.
  3. If a note is always required for the delivery address, you must tick the “Note is always required” box.
  4. If the delivery address is to be shown to the bookers, the “active” box must be ticked.
  5. Click “Save”.

Analytics

Through the Analytics module you can get a view on how often your meeting rooms are used.
You will be able to see the room utilization over-all, per resource category or even per each individual room.

Analytics is only available for users with Administrator role.

Choose data

Analytics will show data for a given period - that period can be defined by:

  • Choose date - will be used to filter the period which you are interested in investigating
  • Work day - this is the time during a day that has your interest

Report 

The report will contain four sections of data

  • Locations - column chart showing bookings per location
  • Resource categories - table of room categories and the number of bookings per category
  • Usage for selection - a sum the selection of rooms chosen.
    • Room usage - sum on room usage for selection
    • Bookings - number of bookings for selection
    • Total hours - number of booking hours for selection
  • Resources - table of the rooms with metrics on:
    • number of booking
    • total booking hours
    • usage of room (booked time / total available time)

Interacting with the report

You can filter the report per location and even per individual room resource category.

When clicking a column in the "Location" chart, the other metrics in the report will be filtered and thus only show room resource categories and room resources for that specific location.

When clicking a resource category in the "Resource Category"-section, the list of rooms will only show the rooms in the selected room category.


Resetting a filter is done by clicking in either the "Locations"-section or "Resource categories"-section, and then clicking the filter-icon.

Room Usage - explained

The room usage reveals how well the room has been utilized in the chosen period (date and time slot).

A low percentage indicates a low utilization of the room and a high percentage indicates a higher utilization.

A 20% usage tells you that the room has been occupied only 1/5th of the time.


Settings

Appearance

The timeline can be configured to show additional information – the options are:

“Show meeting information on mouse-over on booking time slots”
Will render the meeting name in the timeline. Can be set to be shown for none, all users or, booking owner, secretaries and system administrators.

“Display company name of booking owner on booking time slots”
Will render the owner’s company name in the timeline. Can be set to be shown for none, all users or, booking owner, secretaries and system administrators.

“Display user name of booking owner on booking time slots”
Will render the name of the booking owner in the timeline. Can be set to be shown for none, all users or, booking owner, secretaries and system administrators.

Billing

Billing can be used to settle accounts for bookings that are invoiced. A billing account is an account where the expense is charged, ensuring assignment of expenses to the correct accounts when extracting financial reports.

The billing information can be collected in two different ways:

Fixed payment account:
Based on a list of payment accounts, the user must select an account for the meeting in question.

Free payment information:
The user can freely enter payment information in a text field.

Fixed payment accounts

A list of payment accounts users can choose from must be created when using payment accounts.

Any number of accounts can be created, and all accounts will be available for all users.

Creating payment accounts

  1. Click “New payer”.
  2. Complete the following fields:Payment code – hidden field that is used in relation to external financial system.Payment note is always required – require payment note from the user.
  3. Supplementary note text – text that tells the user what payment note to indicate.
  4. Regular message – rule describing the requirements for the payment note.
  5. Name – brief title of payment account.
  6. Click “Save”. 

Free payment information

If the users do not have to select a payment account from a list, but rather must simply enter the information in a text field, free payment information can be activated.

Activating free payment information

Free payment information is activated by deleting every payment account except for one.

Other

If you have listed many payment accounts, users can get help with finding a payment account or view the last X number of payment accounts used. This is done by activating “Use search and favourites for payer information”. It is also possible to indicate how many of the most recently used payment accounts are to be listed, so that the user can quickly select previously used payment accounts.

Billing Account fields

Field

Description

Name

Name of billing account

Accounting code

Reference code

Regular Expression

A pattern to be used to ensure that the billing note is correct

Always require billing note to be filled

Will the billing account require the user to enter a billing note

Note tool top

Text to help the user fill in the required billing note

Departments

The departments that will be able to access and use the billing account in a booking process

Delivery Invoicing 

The system can be configured to charge delivery fees when booking canteen resources.

The booking fee is a fee covering delivery of the resource and is added to the user’s booking, so they can see the fees for each individual booking.

If the system is set up with delivery charges, it is possible to define whether the delivery fee is to be based on a fixed price or calculated based on the number of meeting participants.

If delivery charges are activated, it is also possible to offer users additional services, such as Table setting/clearing, etc. An unlimited number of extra services can be created and defined, and each can be configured with a fixed or per participant price.

Different delivery charges can be set per location.

Activating delivery fee

  1. Activate “Delivery with charge”.
  2. Indicate whether the charge is to be based on a fixed price or per meeting participant.
  3. Indicate the price – if the charge is per participant, the price entered must be per participant.
  4. Create any desired extra services.
  5. Click “Save”.

E-mail

The address of the mail server is configured under E-mail. The indicated mail server will be used to send e-mails from the Pronestor system, such as confirmations, reminders, etc.

Here you can also limit who is allowed access to the solution by restricting the e-mail addresses from which a user account can be created.

Setting up mail

  1. Complete the following fields: E-mail port: Port number to be used.
  2. E-mail sender: E-mail from which users receive e-mails.
  3. E-mail server: Name or IP of e-mail server.
  4. Click “Save”.

Adding an access domain

  1. Click add
  2. Enter in the following format: “.*@mycompany.com”.
  3. Click OK to save.

Exports

Here it is possible to extract all bookings in a given period and export this data to a comma separated file or Excel spread sheet.

Import Users and roles (AD-Integration)

Users and roles can be imported automatically from an Active Directory (MS) or a dataset defined as JSON. Having the integration with AD will ensure that you can do all user on- and off-boarding via the AD, and also ensure that your user management will stay in your AD.

The import jobs can be scheduled to run automatically, all from within the administration module.

How to create an Import job for Active Directory

  1. Click “New import job”
  2. Give the job a name (must be unique within the jobs)
  3. Set the type to “Active Directory”
  4. Enable the “Automatic scheduling” (not required)
  5. Set a time in “Run daily at” (not required)
  6. Click Save

Once a job has been created, you must manually in configuration file define the LDAP settings. 

When a new import job has been added, you must edit the settings for that import job before you can activate/use the import job.

Editing an Import job for Active directory

  • Choose “edit” for the import job
  • Ensure that the settings in the “Configuration”-tab is correct by clicking “Test connection”
    • The settings are defined in a configuration file located in configuration file (see section below)
  • Open “Linking” – load the AD structure by clicking the “Load AD Roles”
    • For each role – choose the appropriate AD group from the “Linked to”-column
    • (See section below on how to prepare your AD for Pronestor)
  • Once done – click “Save links”

Testing and activating an Import job

Within the Edit for an Import Job, you’ll find a “Sessions”-tab. This tab will give you access to testing and then activating the current Import job.

You can test the import job by clicking “Perform Test Import”. This will read data from the AD and should show if the users are read properly. No data is exported or saved to Pronestor.

You can perform an activation of an Import Job by clicking “Perform Import”. This will read data from the AD and write the data to Pronestor.

How to prepare your AD for Pronestor user import

The integration to the AD is performed via LDAP queries – meaning that Pronestor needs to know where the users are defined. We do recommend that a set of groups are available for Pronestor, that represents the roles and permissions that the users should have in Pronestor. These groups can include other user groups that already exists, which then ensures an easier setup and leveraging from your current user group setup.

  • Create an OU (Organizational Unit) (ex ”proNestorOU”)
  • Create the following 9 groups, as security groups or distribution list as sub groups to the proNestorOU
    • Administrator
    • Global_secretary
    • Global_fascility_manager
    • Global_catering_manger
    • Global_booker
    • Local_secretary
    • Local_fascility_manager
    • Local_catering_manager
    • Local_booker
    • (if you are using Pronestor with in a multi-location setup, you need to create a ”local” group per location ex. cph_secretary, cph_booker etc.)
  • Make a note of the path to proNestorOU since we will need that for configuration of the AD Integration module

Configuring connection to the AD

Within the task description for an Import Job, the tab “Configuration” shows the connection settings for that import job.

To edit the settings, you need edit the settings on the Pronestor server.

License

The Pronestor Room and Catering licence can be seen here and updated as well.

Meeting settings

When a user books a resource in Pronestor, it is possible to force the user to complete a number of required fields for a booking. This can be configured under meeting settings.

Configuring settings for a booking

Total external participants
“0” makes this field optional. If it is blank, the user is forced to provide this information.

Total internal participants
“0” makes this field optional. If it is blank, the user is forced to provide this information.

Mark new participants as private
Default setting for all guests who are added will be private, and therefore not displayed on info screens and the like.

Mark new participants as external
Default setting for all guests who are added will be external.

Company name for participants required
All guests must provide information about the company they represent.

Participant information if there is a booking charge
At least one participant must be indicated by name if the meeting booking entails booking charges.

Only send notification e-mail to contact person
Only contact persons will receive notification e-mails.

Activate meeting note
It will be possible to write a note with bookings (this is set as the default).

Warnings
Message shown to booker if a more participants has been invited than what the room’s capacity dictates

Display Screen
Enable the meeting to be shown on the displays by default

Meeting types

A meeting type can be added to a meeting booking to indicate the type of meeting being created.

The meeting type can be followed by a meeting type note, which can be set as optional or required. The meeting type note can be set to follow a pattern (regular expression).

The system comes with standard examples of typical meeting types, such as “internal meeting”, “external meeting”, “anniversary”, etc.

A meeting can’t be deleted but can be deactivated, which means that it is not displayed in the system during the booking process.

Configuring meeting types

  1. Click “Edit” for the meeting type you wish to configure.
  2. The Name field is the headline for the meeting type.
  3. If the meeting type is to be shown to the bookers, the “active” box must be ticked.
  4. Click “Save” to save the changes.

Forcing users to choose a meeting type

  1. Under the list of all meeting types, tick the box “Meeting type required”.
  2. Click “Save” to save the changes.

Configuring rules for meeting type notes

  1. Under the list of all meeting types, tick the box “Meeting type note required”.
  2. In the “Regular expression for meeting type note” field, enter the rule about what must be included in the note.
  3. Click “Save” to save the changes.
  4.  

Meeting type fields

Field

Description

Name

Name of meeting type

ID

Cost identification

Participants must be specified

Indicate whether at least one participant by name must be added to the reservation – in the list of participants

Active

Is the meeting type in the list of available meeting types

Other settings

This includes the other settings, such as Working hours and Licence.

Working hours

Here it is possible to set the period for a typical working day, e.g. 8am-6pm, which will also be utilised in the calendar display when booking.

Regional settings

Time zone and culture can be configured for the system as a whole.

Culture determines the format used for displaying dates, times and currency. If you wish to change the format used for dates, times and currency for a given culture, this must be done through “Regional and language options” on the server.

Resource attributes

Every resource in Pronestor includes attributes describing it price, capacity, address, etc.

Under resource attributes, it is possible to create additional attributes so that, for example, canteen items can include attributes describing whether the resource is “Organic” and rooms can include attributes regarding projectors and other equipment.

This means that the resource owner for a canteen item can mark which canteen resources are organic, which will allow users to view and filter on this basis when booking canteen resources.

Resource attributes can be created for all resources, of just for rooms, equipment or canteen items.

When the attributes are created, the resource owners for the respective categories can view and mark these for their resources.

Creating attributes

  1. Choose the category in which the attribute applies.
  2. Click “New attribute”
  3. Enter the attribute name.
  4. Click “Add” 

When the attribute is created, it can be viewed by the resource owners when editing their respective resources.

Bookers will also be able to view attributes that the resource owner has selected for his/her resources and they will also be able to filter on the basis of attributes during the booking process.

Table layouts

One or more table layouts can be associated with rooms. Users will be presented with table layouts when booking rooms, and can then indicate the desired table layout for the selected room.

Up to 13 different table layouts are possible in Pronestor; the available layouts and descriptions are found here. 

When the table layout descriptions are entered, the available table layouts for each room resource can be indicated.

It is not possible to add or delete available table layouts, but it is possible to indicate for each room whether the individual table layouts are available.

Configuring table layouts

  1. Click “Edit” for the table layout you wish to configure.
  2. Edit name and, if applicable, description.
  3. Click “Save”.

Linking table layouts and rooms

  1. Click to open the list of room resources.
  2. Click “Edit” for the room you wish to assign one or more table layouts.
  1. In the “Table layouts” section, you can assign one or more table layouts.
  2. If a table layout is marked as “standard”, this table layout will be selected when the room is booked. If no layout is marked as “standard”, the user is forced to indicate the table layout before the booking can be completed.

If no table layouts are assigned to a room, the user will not be asked to consider this aspect. This is preferable if a room has a fixed table layout that cannot be changed.

  1. Click “Save”.

Weekly schedule

A weekly schedule describes whether a booking is possible on the day in question and the available times.

The system comes with standard examples of typical weekly schedules, such as “Mon-Fri 9am-4pm”. With such a setting, the weekly schedule would be configured to allow bookings Monday to Friday from 9am-4pm.

The weekly schedules can be associated with one or more resources, so that resources can only be booked on the days and times described in the weekly schedule.

All weekly schedules can then be used by resource owners to categorise their resources.

It is not possible to add or delete weekly schedules.

Configuring weekly schedules

  1. Click “Edit” for the weekly schedule you wish to edit.
  2. The Name field is the headline for the weekly schedule.
  3. The following can be indicated for every day of the week (Monday to Sunday):
    Active:
    If
    the weekly schedule is to be open, tick this box.
    Start:
    Th
    e earliest time that a booking can be made on the selected day
    End:
    The latest time that a booking can be made.
    All day:
    If bookings can be made 24 hours a day, tick this box.
  4. Click “Save” to save the changes. 

Please Note!

If a weekly schedule is configured, it will affect all of the resources associated with the weekly schedule in question.

Resource owners can always book their own resources, regardless of the rules in the weekly schedule.

Fixed meeting locations

For meeting bookings with a room or location that cannot serve as a delivery address, the user must be able to select from other meeting locations. This could include “own office”, “in the canteen”, and the like.

The fixed meeting location values will be displayed in the “Meeting location” list when the user creates/edits a meeting booking.

Configuring meeting locations

  1. Click “Edit” for the meeting location you wish to configure.
  2. Edit name and, if applicable, description.
  3. Click “Save”.

 



 

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Comments

  • Avatar
    Lars Bork

    If customer use ProNestor room for booking meetings with catering, ProNestor sent participants to ProNestor visitor, as pre registreted, to awoid this, change DB settings "configuration>InternalEmailRegex>" to domain ex.(ProNestor.com)

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