v3.2.4 - 9th October 2025

Services (BETA)

We’re introducing Services (BETA) — a powerful paid upgrade that lets organisations enhance their meeting bookings with additional service requests such as catering, equipment, or room setup.

Admins can now define service categories and items for each building, and users can easily request these services during the meeting booking process — all within UMA.

Approvers also gain full control, with the ability to approve or decline bookings with or without service items, giving teams flexibility while maintaining oversight.

🏢 For Admins – Managing Services

Service categories

Admins can now define Service Categories to organise available services. Each category represents a type of service (e.g., Catering, Equipment, Room Setup) that can span multiple buildings.

Key capabilities:

• Navigate to Manage → Services → Service Categories

• Create, edit, or delete categories

• Assign a category to one or multiple buildings

• Add an optional description for clarity

Service items

Admins can define specific Service Items that belong to a category and are available to users when booking a meeting.

Service item currency

To assign a currency to your service items, navigate to company or building settings. This currency will be inherited for either the whole company or for individual buildings.

Key capabilities:

• Navigate to Manage → Services → Service Items

• Create, edit, or delete service items

• Configure item details:

  • Name

  • Category (each item can belong to one category only)

  • Assigned Buildings (only those linked to the category)

  • Unit price (optional)

  • Description (optional)

👥 For Users – Requesting Services During Booking

When booking a meeting, users can now include service items to tailor their meeting experience.

Key capabilities:

• Add service items to your booking once services are enabled for your tenant

• View service types grouped in collapsible cards by category

• Search and select items easily

• Add or remove service items at any time before submission

• Include special instructions for each service

• Create bookings without service items if desired

Requirements:

• Services must be turned on for your tenant

• At least one service item must exist in the selected building

• A resource approver must be assigned

✅ For Approvers – Managing Service Requests

Approvers can now review and decide whether to approve a booking with or without its associated service items.

Key capabilities:

• Option to approve the meeting request and included services, or the meeting only

• Default selection approves all (meeting + services)

• Clear checkbox: “Approve service items with this booking”

• Email confirmation to the requestor explicitly indicates whether service items were approved

📬 Notifications

Email confirmations are now sent to both requestors and approvers, clearly summarising:

• The booking details

• The included service items

• The approval status of each

⚙️ Availability

The Services feature is currently available in BETA.

We’re continuing to gather feedback to refine the workflow, improve visibility of service status, and expand automation capabilities in future updates.

⚠️ Known Limitations (BETA)

• Manual approver setup: An approver must be manually configured for each resource; there’s no tenant-level or service category approver yet.

• No cost centre integration (yet): Service pricing is displayed but not yet linked to cost centres or automated billing.

• Limited notifications: Notifications currently only support basic approval status; reminders and escalation workflows are not yet available.

• Editing restrictions: Once a booking with service items is submitted, service items cannot be modified without cancelling and recreating the booking.

• No analytics or reporting: Service usage data isn’t yet included in analytics dashboards or export reports.

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🔍 Improved user search

User search fields now display email addresses alongside names, helping users ensure they’re selecting the correct person — particularly useful in larger organisations.

Updated fields:

• Book on behalf

• Assign User (resource modal)

• Approver (resource modal)

This improvement aligns these fields with the Find a Teammate and Add Participant experiences.

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🕒 Smarter visit duration defaults

When creating a visit, the check-out time now defaults to one hour after the selected check-in time, eliminating unnecessary validation errors and providing a more intuitive experience.

Behavior:

• On first entry, check-out defaults to check-in + 1 hour

• Updates automatically if check-in changes (until manually overridden)

• Manual check-out edits are preserved

• Validation ensures check-out is always after check-in, triggering only when both fields are valid