Pronestor Room. Module 3. Configuring Pronestor Room Page

Transcription

1

2 Module 3 Configuring Pronestor Room Page User roles in Pronestor Room explained Page Log in as administrative user Page 3.3 Administrator Configuring Organization Page 3.4 Create Locations, Companies, Departments. Configuring System Settings Page Billing, Meeting types, Work day, Week schemas, Resource attributes etc. Configuring users Page 3.8 Create users and assign user roles Facility manager Configuring Resources - Rooms and equipment Page 3.9 Create rooms and other equipment Configuring Reports Page 3.10 Set up Resource filters 3.0

3 Module 3 User roles explained Different user roles have different user rights in Pronestor Room. One user can have more than one user role attached. The Administrator and Facility Manager have access to different settings in the Administration module. This includes setting up and accessing different functionalities. Administrators o Organizational settings Locations, companies and departments o System Settings - cost centers, meeting types, week schemas, work day etc. o Pronestor Analytics o Creation of users and user roles (if not set up through AD integration) Facility managers The facility manager role can be global or local and can see and configure settings on either all locations or on their primary location. o Category settings for room/equipment resources o Settings for room/equipment resources o Access to all orders and overrules order deadlines 3.1

4 Module 3 User roles explained Secretaries The Secretary role can be global, local, or limited to a department. The Secretary role can create reservations on behalf of other users and edit/delete other users reservations on either: o all locations (Global secretary rights) o on the same location as the secretary s primary location (Local secretary rights) o within the same department as the secretary s primary department (Department secretary rights) Bookers The Booker role can be global or local. The booker can see, edit and create their own reservations on either all locations or on their primary location. 3.2

5 Module 3 Log in as administrative user You need to be logged in as an administrative user in order to configure all settings in Pronestor Room. The user called Casper is already created by default in the system. Log in as Admin user o Open your Pronestor Room solution and log in. Username: Casper Password: You are now ready to configure the solution. 3.3

6 Module 3 Configuring Organization - Administrator Under Organization in the Administration module you set up locations, companies, departments, pick-up places and delivery options. (Accounting codes are explained under Settings on page 3.5) Add new location o Name the location o Choose the time zone Add new company o Name the company Add new department o Name the department Add new pickup place per location o Name the pickup option o Activate Add new address per location o Name the address o Choose the other settings Indicate whether the address is a delivery place only or a meeting place only or both. More information on Pronestor s help site. Please go to: Organization 3.4

7 Module 3 Configuring Settings - Administrator Under Settings in the Administration module you set up locations, billing accounts/cost centers, meeting types, week schemas, work day etc. Appearance o Timeline. Allow access to additional meeting information in the planner. Billing and accounting codes Accounting codes are used for defining the right billing account/cost center. You get the codes from your accounting department. An accounting code can be attached to a specific billing account, a location, a company (shared facilities), a department, a resource etc. o Create billing accounts. Name the account, define the accounting code and attach the account to a department. Delivery Invoicing o Basic fee Here you set up payment for delivery. o Extra services Here you set up any extra fees on services. E.g. clean up or table arrangements. More information on Pronestor s help site. Please go to: Settings 3.5

8 Module 3 Configuring Settings - Administrator Pronestor Room uses notification s to inform users when creating or making reservations in the system. This is the section where you configure the server connection. o Using anonymous: Name the server, specify the port and specify the sender address. o Using credentials: Open the SMTPsettings.config file located in the Pronestor\configuration folder on the web server. Set SMTP server, port, user name, password, center address (Look in readme.txt in the same folder for more information on settings) License The license key is provided by Pronestor. The key comes as a.zip file and it is locked for your specific web server. o Please Insert your license Meeting settings Under meeting settings you set up the different criteria for the booking flow and the information you need when meeting reservations are done. Meeting types Here you set up the different meeting types you want to be available in the system. o Create a new meeting type. Name it, provide it with an ID (from Accounting) and attach it to a department. More information on Pronestor s help site. Please go to: Settings 3.6

9 Module 3 Configuring Settings - Administrator Other settings o Working hours - Definition of the time slot for a working day. This will form the basis of the booking planner. o User accounts - Give users the right to create their own user account. o Outlook Installers - Generation of installation packages for Pronestor Add-Ins and enabling of automatic updates. Regional Settings Here you define the region you are in. Currency, time format, date format etc. will change accordingly. Resource Attributes Resource attributes are facilities or equipment that are standard in a meeting room. In this section you create all the different attributes and make them available for search filters. You attach them to specific meeting rooms when setting up resources. Table setup Here you specify all the different table setups that are available across the different meeting rooms. You attach them to specific meeting rooms when you set up resources. Week schemas Here you specify all the different time slots that all the different resources should be available in. You attach them to specific resources when setting them up. More information on Pronestor s help site. Please go to: Settings 3.7

10 Module 3 Configuring Users - Administrator If you do not import users via the AD Integration module you need to create all users manually. When you create and configure users you assign them to a location, a company and a department and set up user roles and VIP rights. Choose the user s primary location and create a new user o Fill in all the user information o Create a login and a password for the Pronestor solution o Assign user roles and permissions o Choose VIP rights Create a Facility manager In order to create and configure rooms, other equipment and reports you need to create a user with the Facility manager role assigned. More information on Pronestor s help site. Please go to: User administration 3.8

11 Module 3 Configuring Resources - Rooms and equipment Facility manager Every location has their own set of rooms and equipment. It is beneficial to set up your rooms in different categories. This will make it easier to search and filter your rooms. Choose your location and start creating categories within rooms and equipment. o Category structure o VIP settings Choose your category and start creating rooms. Name the room, attach it to a category, define capacity, preparation time/follow up time, week schema, table setup, attributes, required categories, activate notifications etc. Choose your category and start creating other equipment. Name the equipment, attach it to a category, define preparation time/follow up time, week schema, attributes, required categories, pick-up place, ordering deadline etc. Hide the Catering tab from the booking window You can hide the Catering tab from the solution's booking window. This is simply done by deactivating all catering resources. Please note: You can have the Catering tab active for one location and hide it on other locations in the same solution. More information on Pronestor s help site. Please go to: Resources 3.9

12 Module 3 Configuring Reports Facility manager Reports are used for getting an overview of booked resources. An overview is achieved of the upcoming tasks (table set-ups, delivery of other equipment etc.) You create various resource filters and use them for selecting the resources you wish to see in a report. Create resource filters o Name the resource filter, select the location, and start adding resources or resource categories. o Set permissions Add and remove users and groups More information on Pronestor s help site. Please go to: Reports 3.10