Meeting Room and Venue Booking

Why use BookingOffice to manage rooms?

• Manages all the resources associated with meetings rooms, e.g. projectors, laptops and other conference equipment, so everything needed is booked at one time, saving conflicts and eliminating last minute panics over missing equipment.
• Operational staff in your facilities management department can make individual or block bookings or multi-room bookings in seconds, search existing bookings quickly and easily, print room schedules for the day and move, cancel or change bookings in no time.
• BookingOffice can be set up to ask about the catering requirements, at the time of booking, even calculating any charges instantly as the booking is made.
• The system automatically notifies catering staff, facilities management staff, caretakers, in fact any relevant staff and service providers of bookings. This eliminates communications problems, e.g. if the building must remain open after hours for a meeting the caretaker will know about it.


• BookingOffice puts your facilities managers in control:
• Option to allow all staff users to view and check availability, saving facilities services staff time on the phone.
• If appropriate, go a step further and allow all staff users to make self-service bookings, saving facilities staff even more time
• Optionally staff self-service bookings can be configured as “provisional” so that you retain the option to accept or decline bookings.
• Option to allow all staff users a self-service cancel facility with full control over time limits for cancellations.

Why use BookingOffice to hire out venues?

• The system is supplied with a web front end so that you can allow your customers and/or prospective new customers to access it over the web.
• Allow anyone on the internet to check availability; optionally BookingOffice will ask them for contact details beforehand, so that your sales team can follow them up afterwards.
• Option to allow anyone on the internet to make a self-service booking, using BookingOffice’s familiar easy to use shopping basket style approach.
• If appropriate payment can be taken electronically at the time of booking too, saving your staff a lot of time.
• Optionally limit internet bookings to customers already known to your client services team.
• Option to restrict customer internet bookings so that they are provisional, ensuring that your client services team retain control.
• Optional member management module so that the system will print invoices and keep track of outstanding amounts owed by your customers.

What does this System give you that you don't get by using Outlook?

Unparalleled Ease of Use

Toplevel put a lot of effort into making our products easy to use – and it is a key differentiator that they are truly easy to use. Much of our experience over the last 10 years has been in helping large government organisations to put into place web based systems that are used by tens of thousands of staff or citizens. So our user interface really has to be easy to use – there is no possibility of a training programme on this scale. As a result we really can promise you unparalleled ease of use for your everyday users.

The booking screens for the majority use a familiar “shopping basket” style of booking similar to ordering goods over the internet so it is instantly accessible, very easy to use and requires no training.

Management Reporting

The system contains a variety of standard reports so that you can evaluate room and resource bookings and associated charges / revenues, plus it offers a complete audit trail to ensure that you can always trace back who did what if needed in the future. Additionally reports to suit your organisations specific needs can be added readily using standard tools such as Crystal Reports and Microsoft Access. Managers can filter and drill down through the data, print reports or export them and the ability to use Microsoft Access as a reporting tool gives more departments the ability to create their own reports, reducing the burden of requests on central IT staff.

System Administration and Configuration

All Toplevel products are easy to administer and adapt or customise to your needs this is a key differentiator for our clients. Booking screens are accessed through the web browser, so IT will be pleased to know that there is no need to install software on everyone’s PCs.

Further, we believe in giving you the option to “take control” if you wish. So you may allow your own IT administration staff to make changes to the configuration if you prefer. You retain the option to call on us to configure or reconfigure your resources and we are always happy to help, but they can be equally well reconfigured by your own staff, or by third party suppliers.

The system is also very highly adaptable – another of our key differentiators. For example; you can set up any search criteria you want, to allow users to find rooms quickly. A typical requirement is to search for rooms by location, but you can add in anything you want even search on the colour of the curtains! And the question forms that guide users through the booking process are completely flexible, you can add or remove any question you want. If you need to calculate charges for resources then you can set up simple hourly pricing or add complex discount and surcharge rules in easily. Email confirmations and messages issued by the system are highly tailorable.

Powerful Access Control

You can create new users, operational staff and administrators and assign users viewing rights or full booking rights. Different staff can have different privileges for each group of rooms and resources, so there is a lot of flexibility. We can even link our user profiles to your central login function. The first benefit of this is that staff do not need to login separately to BookingOffice. Secondly, if you permit staff self-service bookings you will have a lot of BookingOffice users to set up. In this case it can “piggyback” onto other staff directory lists so will save you the effort of administering an extra directory of users and permissions on your computers for BookingOffice.

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