Several entities in one account
Run the facilities of several institutions, firms or trusts in one SmartMy account. Each Entity has its own facilities, rules, approval chains, charges and message settings. A site can hold several Entities that share a hall on agreed terms.
The problem it solves
- Three institutions of one trust share an auditorium, and each keeps its own diary of it.
- The trust's school and its college must invoice hall hire under their own names and GSTINs.
- Separate systems for each institution mean separate logins and no view of the whole campus.
- An institution should see that the shared hall is busy, but not what the other one booked it for.
How it works
- Add each institution or firm as an Entity under Administration > Users & Entities > Entities. Then give each user the Entities they may work in.
- On each site, list the Entities on the Site. Each facility belongs to one Entity and is for This entity, Shared with other entities you name, or Common to the site.
- Give each Entity its own booking policies, or leave a policy's Entity empty to use it everywhere. Approval chains and message settings are kept per Entity.
- With Growth, set Terms per Entity on a shared facility. They say how far ahead each Entity may book, and a quota of hours or bookings per week or month. Keep hours for one Entity with Reserved Windows.
- Untick Details Visible to Other Companies to show the other Entities only that a time is booked.
- Pick the Entities to work in from the switcher at the top; reports and lists follow what is ticked.
Everything it does
What belongs to each Entity
- Facilities, with their scope: This entity, Shared with other entities, or Common to the site
- Bookings, each with the Entity it is made in
- Booking policies for one Entity, or empty for every Entity
- Approval chains, one set per Entity, copied from the parent Entity when it is made
- Notification settings per Entity, following the group until you change them
- With Growth: charges and invoices in the Entity's name, and statements of charges to the other Entities on the site, per period
Sharing a facility (Growth)
- Terms per Entity: Book up to (days ahead), quota per Week or Month in hours or bookings; 0 means as the policy or no quota
- Reserved Windows: hours on chosen weekdays kept for one Entity, with valid from and to dates
- Details Visible to Other Companies: on to start with; off shows their bookings as Booked only
- A site's time zone defaults to that of its first Entity
Who sees what
- Staff see the facilities open to the Entities they are allowed in
- Facility managers can be named per site and per facility
- Bookers keep one login across Entities; a booking belongs to one Entity
Who uses it
AdministratorAdds Entities, sets the Entities on each site and gives users their Entities.
Facility managerSets which facilities are shared, the terms per Entity and the reserved windows.
AccountsSends charge statements to the other Entities and reads revenue per Entity (Growth).
Owner of the groupReads bookings and use across all Entities at once.
Where you use it
- Web: Administration > Users & Entities > Entities; Allowed Entities on each user; the Entity switcher at the top
- Web: Facilities > Configuration > Places > Sites and Facilities / Rooms (scope, Terms per Entity, Reserved Windows)
- Web: Facilities > Billing > Charge Statements and Revenue (Growth)
- Not in customer workspaces yet: a role in one Entity only; a role applies in every Entity the user is allowed in
What you control
Settings
- Scope per facility: This entity to start with
- Terms per Entity and Reserved Windows: per shared facility (Growth)
- Details Visible to Other Companies: on, per facility
- Entity on a booking policy: empty means every Entity
Approvals
- Facility booking: one chain per Entity, copied from the parent Entity when a new Entity is made
Questions
Can three institutions share one auditorium?
Yes, with Growth. Make each institution an Entity, mark the auditorium Shared or Common, and give each Entity its booking window and quota. Keep hours for one with a Reserved Window.Will one institution see what the other booked?
Only if you allow it. Untick Details Visible to Other Companies and the others see Booked only.Can each institution have its own approver?
Yes. Approval chains are kept per Entity, and approvers are named per facility.Can we invoice the other institution for its use of our hall?
Yes, with Growth. Charge Statements gather the charges of each other Entity on the site for a period.Related features
SHARING BETWEEN COMPANIESFacilities shared between companies, with windows and quotasOne auditorium, several Entities. The owner books first, and each other Entity books within its own window and quota. Hours can be kept for one Entity, and others can see only that a time is taken.CHARGES AND PAYMENTCharge statements to other companies, and the revenue reportOther Entities on the site get one invoice a period for their charged bookings. The revenue report shows charges, refunds, deposits and damage by facility and month.PLACES AND FACILITIESSites with opening hours, holidays and a shared room listEach site has its own time zone, opening hours, working days and facility managers, and holidays are blocked for the whole site. Blocks, floors and rooms are one list that the other SmartMy products use too.ACROSS SMARTMY FACILITYApproval chainsBookings that need approval in SmartMy Facility go through a chain of levels. For example: the facility's approvers, then the head of department or the principal. With no set-up only hall and auditorium bookings wait; you choose which other bookings need approval, and who decides at each level, without code.REPORTS AND RECORDSBooking analysis and utilisationSee when facilities are used by weekday and hour, and how many bookings end as no-shows, cancellations or rejections. See how many open hours of each facility are booked.
See it with your own rooms.
Tell us what you run: rooms, halls, courts, desks. We will show you a booking from request to check-out with your rules.