Scheduling

Meeting Rooms Setup & Management in HostedSuite

Meeting Rooms in HostedSuite allow centers to define, configure, and manage room availability, visibility, booking rules, and billing behavior for internal and client use. This guide walks through how to properly set up and manage Meeting Rooms to ensure seamless scheduling and accurate billing. What Are Meeting Rooms? Meeting Rooms represent physical spaces within a center that can be booked. They differ from Services, which define how these rooms are billed, and from Resources, which may include bookable equipment. Creating a New Meeting Room To create a meeting room: 1. Go to Scheduling > Meeting Rooms 2. Click Add New or select an existing room to edit. Fields to Fill Out When Creating a Meeting Room When adding a new meeting room in HostedSuite, you'll need to complete the following fields | Field | Description | | --- | --- | | Center | The location where this meeting room is available. | | Name | Public-facing name of the meeting room. | | Internal Name | An optional internal label. Enable Show Internal Name in Scheduler to display this to staff only. | | Visibility | Controls whether the meeting room is visible in the client scheduler. | | Order in Scheduler | Determines the room’s position in the scheduling list. | | Capacity | Maximum number of attendees. | | Min Booking Duration (minutes) | Minimum duration a client can book the room for. | | Teardown Duration | Buffer time (in minutes) after a reservation for cleanup or reset. | | Double Booking Policy | Defines whether overlapping bookings are allowed. | | Max Concurrent Bookings | Used when double booking is allowed; sets the maximum simultaneous bookings. | | Scheduling Notice | Minimum notice required before a reservation can be made. | | Composite Meeting Rooms | If this room is a larger space made up of smaller rooms, select the individual rooms it includes. Booking this room will automatically block all selected components. | | Available Resources | Link any associated resources (e.g., projectors, screens) that should be reserved along with this meeting room. | | Categories | Assign categories to help organize rooms and enable easier filtering in the scheduler. | | Business Hours | Set specific hours of availability for this room. These override the center’s default business hours if configured. | | Description | Optional notes or context for internal use or client reference. | | Custom Fields | Add extra fields to capture specific data needed for this meeting room (e.g., preferred layout, special equipment, etc.). | | Billing | Assign a Bill As Service to ensure the room is linked to the correct billable service for invoicing. | Linking to a Billable Service Each meeting room must be linked to a Service under its Bill As Service setting to ensure proper billing. Services are created in Billing > Services and can reflect different pricing models (e.g., Small, Medium, or Large Conference Rooms). 🔁 Tip: Use parent-child services to group different room types and apply shared allowances across all of them. Best Practices - Use internal names for staff-facing details (e.g., equipment or layout info). - Always set a teardown duration if the room requires reset time between bookings. - Use composite meeting rooms to prevent double-booking of shared physical spaces. - Regularly review business hours and visibility settings to ensure availability aligns with operational policies.

Scheduler Overview: How to Manage Reservations and Appointments

What is the Scheduler? The Scheduler is the central tool in HostedSuite for managing bookings and appointments. It provides an intuitive, web-based interface that allows staff to seamlessly manage Meeting Room reservations, Resource bookings, and Client Calendar appointments in one place. HostedSuite's Scheduler is a complete resource management solution, designed to support day-to-day scheduling needs for flexible workspaces, executive suites, and business centers. Two Types of Scheduling HostedSuite supports two major scheduling types, both managed from the same Scheduler page: | Type | Description | | --- | --- | | Reservations | Used to book Meeting Rooms and Resources. These are typically physical spaces or items within the center. | | Appointments | Used to manage Calendars for clients — this includes setting appointments, meetings, or time blocks on behalf of individual clients. | Subcategories Within Scheduling The Scheduling category includes two main areas for setup and configuration: - Meeting Rooms – Manage physical spaces that can be reserved for client meetings, events, or presentations. - Resources – Configure and assign equipment or shared assets (e.g., projectors, monitors) that can be reserved independently or along with a meeting room. A. Reservations The Reservations tab is where you view and set room or resource bookings. It utilizes a Scheduler View (or Booking Calendar) to manage availability and timelines. Filter Options: 1. Date Selector Switch between Day, Week, or Month view: - **Day**: Click the *Day* tab, then select a date. Use arrow keys to navigate days. - **Week**: Click the *Week* tab, choose any date to auto-highlight that week (starting Sunday). Use arrows to move weeks. - **Month**: Click the *Month* tab, then select a date to load the full month. Arrows move between months. 2. Center Selection - Use the center dropdown to pick a location. It displays available meeting rooms beneath it. - Check/uncheck rooms to view or hide their reservation schedules. 1. Status Filters Filter reservations by status: - **Scheduled** – Confirmed and active reservation. - **Cancelled** – Reservation has been voided. - **Pending Approval** – Awaiting confirmation from center admin or approver. - **Denied** – Request was reviewed and declined. Creating a New Reservation - Select a date and time. - Choose a meeting room. - Select a client. - Select a contact. - Enter the subject. - Input the number of attendees. - Click OK to save the reservation. B. Calendars The Calendar tab is used for viewing and managing client-specific Appointments. Filter Options: 1. Date Selector - Uses the same Day, Week, or Month selection process as the Reservations tab. 2. Client Filter - Use the client dropdown to select a client and view their calendar. 3. Status Filters - Filter appointments by status, similar to the Reservations tab. Creating a New Appointment - Click the New Appointment button. - Set the appointment date and time. - Select the calendar (meeting room availability will update accordingly). - Type in a subject for identification. - Click OK to save the appointment.

Resources Management

What are Resources? In HostedSuite, Resources refer to physical assets or shared equipment (like projectors, LCD monitors, or whiteboards) that can be reserved individually or alongside meeting room bookings. Resources are essential for flexible workspaces, executive suites, and business centers to offer clients additional tools and amenities during their reservations. Resources are scheduled similarly to meeting rooms and are managed within the Scheduling section. How Resources Work in Scheduling - Resources can be reserved independently or linked to meeting room reservations. - Resources are billable items and can be associated with specific services for accurate invoicing. - Their availability is shown directly in the Scheduler alongside meeting room schedules. Creating a New Resource To add a new resource: - Navigate to Scheduling > Resources. - Click the New Resource button. - Fill in the required fields: | Field | Description | | --- | --- | | Center | Select the center where the resource is located or available. | | Name | Enter the name of the resource (e.g., Projector, Whiteboard, Speaker System). | | Quantity Available | Specify how many units of this resource are available for reservation. | | Double Booking | Set whether the resource can be booked by multiple clients at the same time (allowed or not). | | Description | Add a description of the resource to help staff or clients identify it easily. | | Scheduling Notice | Set the required notice time before a reservation can be made (optional for better management). | | Billing | Define billing settings if the resource is a billable item: | | — Bill as Service | Assign the related service for billing purposes (e.g., "Projector Rental"). | | — Bill Per | Set the billing unit (e.g., per hour, per half-day, per day). | - After completing all fields, click Save to create the resource. Resource Scheduling Overview Once added, resources can be: - Viewed in the Reservations tab. - Filtered alongside meeting rooms. - Linked to client invoices through the Billing settings. - Managed for availability across centers.

Calendar Management

What is a Calendar? In HostedSuite, a Calendar is a dedicated schedule space created for individual clients. It allows workspace staff to manage personal appointments, meetings, and time blocks on behalf of their clients. Calendars help streamline client scheduling needs separately from meeting room or resource bookings. Setting Up a New Calendar To create a new client calendar: 1. Go to the Scheduling menu > Calendars. 2. Click the New Calendar button. 3. Fill out the following fields: - Name Enter the calendar’s name. This will be displayed when selecting calendars in the scheduler. - Client Assign the calendar to a specific client. Each calendar must be linked to an existing client profile in HostedSuite. - Double Booking Policy Set rules regarding overlapping appointments. Options typically include: - Prevent Double Booking – Disallows multiple appointments at the same time. - Allow Double Booking – Permits multiple appointments simultaneously. - Allow Until Max Concurrent Bookings – Allows overlapping bookings up to a specified maximum. - Max Concurrent Bookings If using the “Allow Until Max Concurrent Bookings” policy, this field determines the maximum number of overlapping appointments allowed. 4. Click Save to create the calendar. Viewing Calendars Once calendars are set up, you can manage and view them from the Scheduler: - Navigate to: Scheduler > Calendars Tab. - Show or hide calendars by checking or unchecking them in the list. - View appointments by day, week, or month using the Date Selector options.