Meeting rooms paid from credits, and member visitors
With SmartMy Facility, members book meeting rooms and the hours come off their monthly credits; only hours beyond the credits are billed. With SmartMy VMS, visitors for a member are registered at the gate and listed on the membership.
PLANSScale onlyWith SmartMy FacilityWith SmartMy VMS
The problem it solves
- A member books the board room for a full day, and nobody checks it against the 10 hours in their plan.
- Extra room hours are agreed at the desk and forgotten at billing.
- A cancelled booking still counts against the member.
- Reception cannot say who came to see which member last month.
How it works
- On each membership plan, pick the Meeting Room Credit, such as Meeting room hours, and give the plan its hours a month per seat.
- Members book a room in SmartMy Facility as usual. When the booking is confirmed, its hours are taken from the member's running membership.
- If the credits do not cover it, the rest is charged at the credit type's Price Over Credits on the next monthly bill. The membership gets a note of the hours used and charged.
- If the booking is cancelled, its credit hours go back to the membership.
- Visitors for a member are invited and checked in through SmartMy VMS. The membership's Visitors tab lists them, with the count this month.
Everything it does
Rooms from credits (with SmartMy Facility)
- The member is found from the booker's company or the person booked for, among memberships that are confirmed or running
- Hours used come from the balance first; the rest is charged when the credit type has a Price Over Credits, else it is not charged
- The booking keeps the membership and the Credit Hours Used
- A note on the membership: room, hours, hours from credits, hours charged
- Credits are given monthly and lapse or roll over as the credit type says (see Co-working memberships)
Visitors (with SmartMy VMS)
- Visits whose host is the member, a person of the team, or a contact of the member company
- The Visitors tab shows visitor, host, check-in time and state, the last 100 visits
- Visitors This Month counts visits checked in since the first of the month
- Invites, badges and telling the host are done by SmartMy VMS
Who uses it
MemberBooks meeting rooms and invites visitors.
Front desk (Lease User)Sees credit use on the membership and who came for whom.
Lease ManagerSets the room credit on each plan and the price over credits.
Where you use it
- Web: the membership (Credits, notes and the Visitors tab); Lease > Configuration > Short Stay and Co-working > Membership Plans (Meeting Room Credit)
- SmartMy Facility: the room booking screens and apps, as in that product
- SmartMy VMS: invites, the gate and badges, as in that product
- Not without the other product: the room credit needs SmartMy Facility and the Visitors tab needs SmartMy VMS in the same account
What you control
Settings
- Per plan: Meeting Room Credit and hours a month per seat
- Per credit type: Price Over Credits (0: hours over the credits are not charged)
Works with
SmartMy FacilityRoom bookings of members use their monthly hours; a cancelled booking gives them back.
SmartMy VMSVisits for a member or their team show on the membership.
Questions
What if a member has used all their room hours?
The booking still goes through. The hours over the credits are added to the next monthly bill at the credit type's Price Over Credits. If that price is 0, they are not charged.Do cancelled bookings count?
No. Cancelling a booking gives its credit hours back to the membership.Do we need SmartMy Facility for meeting rooms?
Yes. Room booking is done in SmartMy Facility; this link takes the hours from the co-working credits. Without it, credits can still be kept for other things, such as printing.Can reception see who visited a member?
With SmartMy VMS, yes: the membership's Visitors tab lists visits for the member and their team, with the count this month.Related features
CO-WORKINGCo-working plans, memberships and monthly creditsSell hot desks, dedicated desks, private offices and virtual offices as membership plans. Each has a monthly price per seat and credits each month, such as meeting room hours. A membership bills itself monthly in advance, asks its deposit and tops up its credits, in the same system as your leases.CO-WORKINGDay passes, check-ins and member mailSell and bill day passes, and see who is in the building. Members who come in more days than their plan allows are flagged, and members hear when post arrives for them.ACROSS SMARTMY LEASENotificationsTenants, guests, members, owners and vendors hear about bills, payments, cheques, checks, notices, repairs and lease dates, and your team hears what needs them. Email and the in-app inbox work with no set-up; a few rental events can also go by WhatsApp or SMS.ACROSS SMARTMY LEASESeveral entities in one accountRun the companies of your group, such as one that owns the buildings and one that manages them, in one SmartMy Lease account. Each Entity keeps its own properties, leases, settings and books, and a person can work in several.
See your buildings on it.
Tell us how many properties and units you have, whether you let your own or manage for owners, and how rent is paid today. We will set up your portfolio with you on SmartMy Lease.