Condeco Meeting Room Booking

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1 Condeco Meeting Room Booking Effortless meeting room booking, resource scheduling and visitor management all in one package Condeco is a scalable software solution for booking meeting rooms and scheduling resources. The software allows you and your client services team to process and manage even the most complex bookings, using a single solution available from any web browser on your company s intranet. Users have the ability to reserve a meeting room, pre-order catering, request audio visual equipment, reserve a car parking space or pre-book a desk, all from one application. Condeco streamlines the whole process including ing the resource vendors involved, inviting attendees to the meeting and booking and notifying reception of expected guests. On arrival, the system will print out visitor passes and send an or text message to notify the meeting host that their guest has arrived. The application provides a complete audit trail of bookings and uses built-in reports to monitor trends such as room utilisation, resource usage and user activity. It can allocate costs to particular rooms, resources and services to provide you with cost analysis and onward invoicing where required. The system slots seamlessly into your organisation with the ability to integrate with your existing applications like Active Directory, LDAP, SAP, MS Outlook, Lotus Notes, Crystal Reporting and SQL Report Services. Condeco s scalable architecture makes it easy for you to modify and maintain the application no matter how many rooms, resources or locations you have. Condeco is also multi-lingual and multi-timezone so will manage rooms in different countries with ease. The software provides you with a complete room booking and resource scheduling solution, which will meet your needs however demanding and whatever the size of your organisation.

2 With Condeco you've got all the functionality you'd expect from a Best in Class room booking solution Meeting Room Booking Whether you let users book rooms, catering and associated equipment in a self-serve environment, or let the client team manage all incoming bookings, Condeco adapts to the way you and your team works. Catering and Equipment Management Condeco s booking interface makes it easy to book food and drinks, any equipment that may be needed such as projectors or screens, and any supplies such as pads and flipcharts. Visitor Management Condeco s visitor management system informs your reception of who's arriving in advance, can print off security badges and will notify the meeting host when the visitor arrives. The roll-call feature will keep track of visitors in the building at all times. Resource Booking Condeco supports more than just room bookings; utilising a familiar calendar grid you can also intelligently manage and book parking spaces, desks or accommodation. All from the one system. Reporting and Admin The scalable database and intuitive administration tools allow you to adapt Condeco to the changing needs of your business, making sure that your investment is safe. Condeco contains a library of standard reports that provide information on room and resource utilisation, user behaviour, and cost allocations. About us RNM Systems is a specialist in workspace management and room booking solutions. We pride ourselves on delivering dedicated solutions that maintain flexibility whilst working towards clients specific needs. Our dedicated team have a wealth of experience in configuration, installation and training, ensuring our clients get the best knowledge and service available in the market today. Our clients include: Barclays BP Diageo DLA Piper ESS Compass Group Hiscox McCann Erickson Mishcon de Reya Reuters Smith & Williamson Stephenson Harwood Taylor Woodrow Winner 2005

3 Condeco Workspace Management The desk booking software that helps you work smarter Condeco's workspace management software helps you to maximise your available office space by highlighting areas of low usage and providing a user friendly booking system to manage desk sharing where appropriate. The way we work is constantly changing, with an increasing number of employees choosing to work more flexibly. This means that the provision of a permanent desk for each member of the workforce is now unnecessary and it is costing businesses millions of pounds from under-utilisation of desks. In the past, companies have tried to deal with the problem of half empty offices by simply reducing the number of desks available and asking employees to use whichever desk was free. This concept often proved unpopular with the workforce and was difficult to manage successfully. With Condeco, you initially monitor the actual desk usage without making any changes to your existing practices. You can then use the advanced reports to highlight areas of under-utilisation and introduce shared desks where needed. Condeco's desk booking functionality provides the perfect answer to the problem of providing shared desks for your more mobile team members. It allows each member of the team to book a desk when and where they need it. The desks can be booked either through your company's intranet or from conveniently located touch screen kiosks. Bookings are made through interactive floor plans that show available and booked spaces, or by using the advanced search engine which finds the best fit desk for you. By creating this smarter working environment, where desks are always able to be booked when needed and are not left empty, you can reduce your required office space by up to 30%. This reduction provides you with significant cost savings and helps reduce your carbon emissions figures. To find out more or to arrange a demo call or visit

4 Condeco Workspace Management provides you with the right tools to optimise the use of your office space Web-based software Condeco is a web-based application, which runs on a single server, and is available to everyone throughout your organisation without the need to install additional software on the workstations. Measure desk utilisation We recommend a staged approach to the implementation of Condeco. First, you get the system installed and closely monitor desk utilisation. Once you gain the available data that is produced from built-in reporting tools, you can adjust desk allocations stepby-step to optimise available workspace. Interactive floor plans Condeco users can directly view available and booked desks on a floor plan. From here, they can filter the graphical view to only show desks with preferred attributes. The plan will also highlight the location of other team members so that the users can work with a specific team on any given day. Kiosks As well as booking desks directly through the corporate intranet, we provide the option to link Condeco to stand-alone touch screen kiosks. The kiosks give employees who haven't prebooked a desk the ability to find one quickly and simply. Kiosks can be positioned in the reception area or on designated floors. Desk management With Condeco you can manage all your desks, fixed and shared. Fixed desks can also be released to allow shared use during specified periods such as holidays. Condeco can be configured to automatically release desks for booking if employees do not arrive. Reporting Condeco's comprehensive reports provide you with a clear audit trail of desk utilisation, bookings and user behaviour, enabling you to manage your resources more effectively. About us RNM Systems is a specialist in workspace management and room booking solutions. We pride ourselves on delivering dedicated solutions that maintain flexibility whilst working towards clients specific needs. Our dedicated team have a wealth of experience in configuration, installation and training, ensuring our clients get the best knowledge and service available in the market today. Our clients include: Amerada Hess Barclays BP Diageo DLA Piper ESS Compass Group McCann Erickson Mishcon de Reya Smith & Williamson Stephenson Harwood Winner 2005

5 Smarter car parking: maximise space and encourage greener travel Condeco s Car Parking module allows you to manage your car parking spaces by allocating spaces directly to staff and users or by allocating users to a range of booking schemes. Users can book spaces through interactive floor plans or through an advanced search. This allows finding specific spaces in their scheme, or the best possible match of a number of spaces for a number of days. You can maximise your car parking space utilisation by running a booking scheme and limit the amount of days that users can book a space. By limiting the amount of bookings that users can make in a month, you ll encourage them to release their space when they don t need it. Empty spaces can be allocated to visitors on the day via the floor plans or searching for an available space. By implementing such schemes you can also encourage greener travel by allocating more parking spaces to users in car pool schemes. For other users you can limit the amount of days in a month that they can book a space for to encourage the use of public transport. Either way will help you to get the most out of your limited parking space and the same time reduce the carbon footprint of your business. The parking spaces can be added through Condeco s administration section and then positioned on the floor plan through a drag and drop user interface. The system enables staff who use the car park to choose to be in one of three schemes and their car park booking is governed by whichever appropriate scheme they have entered into.

6 A range of booking schemes for total car parking management Car parking schemes: The reserve scheme Allows members of staff to reserve a free car parking space via Condeco in the reserve scheme area of the car park. People in this scheme are only allowed to book a maximum number of spaces per calendar month. Once their monthly allocation has been reached, staff in the reserve scheme will no longer be able to book a space unless they release one or more bookings for the month. The lift share scheme Can only be opened to members of staff who share cars. Car shares must contain at least two members of staff with no maximum number in a share (although this is limited by the number of people in a car). Members of the lift share scheme are guaranteed an allocated space every day. Each member of the lift share scheme is allowed a number of days with single car occupancy per month. The mobility scheme This scheme enables members of staff who have either permanent or temporarily impaired mobility to be allocated a parking space and use the space for as long as it is allocated to them. About us RNM Systems is a specialist in workspace management and room booking solutions. We pride ourselves on delivering dedicated solutions that maintain flexibility whilst working towards clients specific needs. Our dedicated team have a wealth of experience in configuration, installation and training, ensuring our clients gets the best knowledge and service available in the market today. Our clients include: Barclays BP Diageo DLA Piper ESS Compass Group Hiscox McCann Erickson Mishcon de Reya Reuters Smith & Williamson Stephenson Harwood Taylor Woodrow

7 Condeco Lite Effective meeting room management to meet the needs of small to medium-sized organisations Condeco Lite is a sophisticated yet simple to use out of the box software tool for booking meeting rooms and scheduling resources. Ideally suited to the small and medium-sized business, the system provides advanced room booking features without the price tag or complexity of an enterprise solution. The software allows your users to book and manage even the most advanced bookings, using a single solution available from any web browser on the company s intranet. Users or administrators have the ability to book or request a meeting room, and pre-order catering and audiovisual equipment, all from one application. Condeco streamlines the whole process including ing the service providers involved and inviting attendees to the meeting. The application provides a complete audit trail of bookings and uses inbuilt reports to monitor trends such as room utilisation, resource usage and user activity. It can allocate costs to particular rooms, resources and services to provide you with cost analysis and management information. Meeting room no-shows are a constant problem for businesses and a waste of resource, so Condeco can be configured to provide reminders to the meeting host 24 hours in advance ensuring the room can be cancelled if no longer required. The system also interfaces seamlessly with Condeco Room Signs that are positioned outside the meeting room to display meeting information and allow the users to make and manage bookings through the interactive touch-screen. The system slots seamlessly into your organisation with the ability to integrate with Active Directory. Its simple administration interface makes it easy for you to modify and maintain the application on a regular basis. Condeco s room booking solution is widely regarded as best in class. The featurerich software greatly improves the efficiency of your organisation by allowing you and your client services team to fully monitor and manage your meeting rooms.

8 With Condeco Lite you ve all the functionality you d expect from a best in class room booking solution Meeting room booking Whether you let users book rooms, catering and associated equipment in a self-serve environment, or let the client team manage all incoming bookings, Condeco adapts to the way you and your team work. Catering and equipment management Condeco s booking interface makes it easy to book food and drinks, any equipment that may be needed such as projectors or screens, and any supplies such as pads and flipcharts. notification Condeco uses an inbuilt tool to notify the requestor, host, attendees and service providers of all bookings. It also notifies everyone if a booking is amended or cancelled. No-show management The system allows for meetings where the users do to show up to be marked as a no-show so that these can be monitored by the management team. Scalable The intuitive administration tools allow you to adapt Condeco to the changing needs of your business. However, should your requirements expand beyond this, Condeco offers a feature-rich enterprise solution which can be added to your existing system making sure that your investment is safe and grows with your needs. Reporting Condeco contains a library of standard reports that provide information on room and resource utilisation, user behaviour and cost allocations. Integrates with Condeco Room Signs The system integrates with Condeco Room Signs that use the latest in LCD touch-screen technology to provide vital meeting information and functionality from right outside the meeting room. Other products from RNM Systems RNM Systems is a specialist in workspace management solutions that deliver a range of dedicated solutions to streamline business processes. These include: Condeco Room Booking Condeco Desk Booking Condeco Car Parking Condeco Enterprise Solution Condeco Room Signs To find out more or to arrange a demo contact:

9 Condeco Room Signs - Interactive signage for meeting rooms Condeco Room Signs display real-time meeting information and provide access to Condeco s advanced room booking software from directly outside the meeting room The Condeco Room Sign uses the latest in touch-screen technology to provide vital meeting information and functionality from right outside the meeting room. The 8 LCD panel displays the meeting title, the host s name, the start time and duration of the meeting, all in real-time which eliminates meeting conflicts and maximises utilisation. The interactive functionality allows the award-winning room booking features of Condeco to be accessed by the meeting host directly from the screen. This enables the meeting to be confirmed, extended or finished at the touch of a button. The room can also be booked for an instant meeting if not in use, or scheduled for a time later in the day, all using the touch-screen display. Driving up usage The start function allows the host to confirm that the meeting is taking place and will automatically release the room if no-one shows up. This enables the room to be booked by other users which maintains the usage of your company s premium space. Should the room be released due to a no show, any catering or other services that have been booked can still be charged to the host and be separately reported on to monitor waste. Instant Access By displaying when a room is next being used, and allowing users to book a meeting from directly outside the room, Condeco can significantly increase your room utilisation. If a meeting ends before the scheduled finish time, the host can use the touch-screen to end the meeting, which releases the room back into the system so that it can be used by others. Avoid conflicts Condeco Room Signs help to avoid meeting conflicts by clearly detailing who the room is booked by and the exact duration of the meeting. This allows the users to know when they are expected to vacate the rooms to allow the next meeting to start on time. If a meeting is overrunning and there is not another meeting scheduled, the host can extend the current meeting directly from the screen.

10 Seamless Real-time Communication Each room sign communicates directly with the main Condeco booking system so that the changes and updates made from the touch-screen are synchronised in real-time, ensuring that the rooms are not double-booked and availability is instantly updated if a room is released. Functionality Each Condeco Room Sign provides the following functionality: Displays detailed meeting information directly outside the room Instant meetings made directly from the screen Schedule future meetings for later in the day Confirm meeting start and release meetings if no-one shows up End a meeting early and release any used time Extend a meeting up to the next scheduled time Full reporting of bookings, no shows and room usage Technical Details The 8 screens combine the latest LCD screen technology with a built in PC card and an intelligent xscale processor optimised for Windows CE. The unit is completely self-contained and contains the network controller, memory and software required for it to communicate with Condeco. The unit uses Power Over Ethernet (POE), which removes the need for additional 240 volt mains sockets. However, each screen is supplied with a mains to POE adapter for installations that do not have power over Ethernet networks. Designed in a range of colours, and available in either flush or surface wall-mounted housings, these screens blend with their surroundings and provide a stylish addition to any meeting room. Specification Intelligent VGA display terminal Built-in touch-screen Power over Ethernet or 240V Flush of surface mount Brushed aluminium facia or high-gloss finish Available in black, white, silver or custom colours 640 x 480 screen resolution Dimensions 223(W) x 82(H) x 42(D) Viewing area (mm) x PC specification: Intel PXA270 XScale, Windows CE 5.0, power over Ethernet, 32 MB flash drive, 64 MB SDRAM To find out more or to arrange a demo contact:

11 MS Outlook integration With Condeco s MS Outlook plug-in users can reserve rooms and schedule attendees directly from their Outlook interface With the Condeco Outlook plug-in users can arrange a meeting in Outlook and book a room in one seamless process. Using the Outlook plug-in allows the user to request a room directly from within the Outlook application. The user selects the meeting time and location from the Appointment page within Outlook. The user selects the attendees to be invited from the Contacts section within Outlook. This will then display the availability of the internal attendees so that an appropriate time for the meeting can be selected. The user finally selects the Condeco tab to complete the room booking request form. This form contains separate pages for catering, AV equipment, additional attendees and other supplies that are required for the meeting. The user then submits the request for the meeting room and the system will automatically check if a suitable room is available, the required services are available and that the user has allowed the pre-determined notice period to allow the room configuration to be set up. If the room or services are not available the system provides a warning message and asks that the user selects a different time, or removes some of the required services if they are out of stock. Condeco s confirmation of the booking to the meeting host, the person that booked the meeting and any attendee that has been entered into the booking. The client services team can still maintain control of managed rooms if required and accept requests sent via Outlook, providing maximum flexibility for both the users and the administrators.

12 A user-friendly plug-in to your existing system Key benefits of using the Condeco Outlook plug-in Limited training is required as users will be using MS Outlook as their main point of entry. Attendees availability can be checked before confirming the meeting room, providing a quicker booking process. No additional logins are required from the user: they simply schedule and book. Single point of entry for meeting room bookings, which synchronises calendars and leaves less room for error and conflicts. No individual installs required on user machines and no set-up as the Outlook form is centrally administered. About us RNM Systems is a specialist in workspace management and room booking solutions. We pride ourselves on delivering dedicated solutions that maintain flexibility whilst working towards clients specific needs. Our dedicated team have a wealth of experience in configuration, installation and training, ensuring our clients gets the best knowledge and service available in the market today. Our clients include: Barclays BP Diageo DLA Piper ESS Compass Group Hiscox McCann Erickson Mishcon de Reya Reuters Smith & Williamson Stephenson Harwood Taylor Woodrow