If your property has event spaces and conference rooms, you can create them in Clock PMS+ to easily book them and have a Calendar where you can clearly see their availability.
Important: Please note that in order to create Meeting rooms and manage Meeting room bookings you need to have the MICE add-on included in your subscription. Please contact us at [email protected] or your Business Development Associate if you wish to add it.
Creating Meeting Rooms
To create meeting rooms navigate to menu Settings-> All Settings-> MICE-> Meeting Room and click on the '+' (1) button.
- Name (2) - enter a name of the meeting room. This name is visible for the guest-facing features as well.
- Description for the staff (3) - enter an internal description for this meeting room. The description is visible in the Activity calendar.
- Min / Max PAX (4) - enter the minimum and maximum number of people that can fit the room
- Sort order (5) - sort the meeting rooms in your preferred order for the meeting room calendar.
- Area (size) (6) - enter the size of the meeting room. Used for informational purposes on the Meeting room calendar and for KPI/Statistics calculations in reports. By default, the measuring unit is square meters (m2). You can change your unit from menu Settings -> All Settings -> MICE -> General.
- Active From/To (7) - set an 'active from' date when creating the Meeting room. The room will not be active prior to this date. Use the 'active to' date to archive a meeting room, hide it from lists and exclude it as a unit from the licensing.
Composite Meeting Rooms
Composite Meeting Rooms allow you to combine multiple individual meeting rooms into a larger, flexible event space. This is useful for hosting bigger events while maintaining the option to use the rooms separately when needed.
Configuration:
- Go to Settings -> All Settings -> MICE -> Meeting Room. Create a new composite meeting room and list the existing rooms it comprises. When booked, all included rooms will be blocked to prevent double bookings.
Important: If you already have Meeting room bookings created for the individual rooms that make up a Composite Meeting Room, the composite room will not immediately appear as occupied. To ensure it is blocked on the calendar, go to the Meeting room booking and re-select the meeting room. This will update the composite meeting room availability and prevent scheduling conflicts.
How does the system manage availability?
- Booking an individual room: Automatically blocks all composite rooms that include it.
Example: If Conf 1 is booked, the system will block Conf 1+2 and Conf 1+2+3. Available rooms will be Conf 2, Conf 3, and Conf 2+3.
- Booking a composite room: More complex, as it blocks both the individual rooms it comprises and other composite rooms that include those individual rooms.
Example: Booking Conf 1+2 will block Conf 1 and Conf 2, but also Conf 2+3 and Conf 1+2+3. The only available room will be Conf 3.
Visual indicators in the calendar
- Direct bookings appear in solid colors.
- Indirectly blocked rooms appear shaded.
- Clicking any of these will show the related reservation.
Min / Max PAX per Setup
Once the meeting room is created you can also set the Min / Max PAX depending on the Setup of the meeting room. For example, when the setup is Theatre, the MAX PAX can be 100, while when it is Boardroom, it can be 60.
To set it up, click on the pencil icon in the Capacity column:
In the pop-up window, add as many rows that you need, enter the Min / Max PAX and select the setup style to which they apply.
This helps the system allocate a meeting room activity with a specific setup style to meeting rooms that can accommodate it.