Services (BETA)

Overview

The Services feature allows organisations to enhance meeting bookings with additional service requests such as catering, equipment, room setup, and more.

Admins define what services are available per building, and users can request them during the booking process.

Approvers can then manage bookings and decide whether to approve the associated services.

🏗️ Part 1 – Admin Setup

1. Enable services for your tenant

2. Configure service categories

Service categories group related service items, such as Catering, AV Equipment, or Room Setup.

How to Create a Service Category:

1. Go to Manage → Services → Service Categories

2. Click Add Category

3. Enter the following details:

   • Name – e.g., “Catering”

   • Buildings – one or multiple buildings where this category is available

   • Description (optional) – internal or admin notes

4. Click Save

✅ You can edit or delete categories at any time.

3. Create service items

Service Items are the actual services users can request (e.g., “Coffee & Tea,” “Projector,” “Room Setup Assistance”).

How to create a service item:

1. Go to Manage → Services → Service Items

2. Click Add Item

3. Enter:

   • Name – e.g., “Coffee & Tea Service”

   • Category – select one (each item belongs to one category only)

   • Buildings – select the buildings linked to that category

   • Unit Price (optional) – for reference or internal billing

   • Description (optional) – details about the service

4. Click Save

💡 Admins can create, edit, or delete service items anytime.

4. Assign meeting room service approvers

Each meeting room resource must have an approver assigned if service requests require approval.

To set a resource approver:

1. Navigate to Manage → Resources

2. Select the resource

3. In the Approver field, search for and assign a user

4. Save your changes

💡 Part 2 – User Experience

1. Booking a meeting with services

Once service items have been assigned to your building and a resource approver has been assigned.

Steps:

1. Go to Book a Meeting

2. Choose your room, date, and time

3. Expand the Services section

4. Browse service types (grouped in collapsible cards)

5. Add or remove service items as needed

6. Optionally include special instructions (e.g., “Vegetarian sandwiches only”)

7. Submit your booking

🧠 You can create a meeting without adding any services — the Services section is optional.

2. Searching for services

Use the built-in search bar to quickly find service items by name. For example, typing “coffee” will filter only relevant items under the Catering category.

3. After submitting

If your booking requires approval:

• The requester and the assigned approver(s) will be notified by email

• Once approved, you’ll receive a confirmation email indicating whether service items were approved with your booking

🧾 Part 3 – Approving Requests

Approvers can review and approve meeting requests that include service items.

To approve a request:

1. Open the Approval Request email or navigate to Requests in UMA

2. Review the meeting details and any requested services

3. You’ll see a checkbox labeled “Approve service items with this booking”

   • ✅ Checked: Approves both the meeting and all service items

   • ⬜️ Unchecked: Approves the meeting only

4. Confirm approval or rejection

💬 The requester will receive an email summarizing which parts of the request were approved.

🛠️ Part 4 – Notifications

Requestor Notifications:

• Sent when a request is submitted

• Updated when the booking (and services) are approved or rejected

Approver Notifications:

• Sent when a new request is awaiting approval

• Include all service details and any special instructions

⚙️ Part 5 – Tips & Best Practices

• Use clear naming conventions for service items to help users find what they need quickly.

• Limit categories per building to avoid confusion and clutter.

• Review and clean up unused services periodically to keep the list relevant.

• Use descriptions wisely to clarify details like setup time or lead time required.

⚠️ Known Limitations (BETA)

The following limitations apply during the beta phase:

• Approvers must be manually configured per resource; there’s no tenant-level or category approver yet.

• Pricing is displayed but not yet linked to cost centres or billing workflows.

• Email notifications are limited to request/approval events — no reminders or escalations yet.

• Once a booking with service items is submitted, services cannot be edited; the booking must be recreated.

• Service usage data is not yet available in analytics dashboards or reports.