Condeco Meeting Room BookingEffortless meeting room booking, resource scheduling and visitor management all in one package

Condeco Meeting Room BookingEffortless meeting room booking, resource scheduling and visitor management all in one package

Condeco is a scalable software solution for booking meeting rooms and scheduling resources. The software allows you and your client services team to process and manage even the most complex bookings, using a single solution available from any web browser on your company’s intranet.

Users have the ability to reserve a meeting room, pre-order catering, requestaudio visual equipment, reserve a car parking space or pre-book a desk, allfrom one application.

Condeco streamlines the whole process including emailing the resource vendors involved, inviting attendees to the meeting and booking and notifying reception of expected guests. On arrival, the system will print out visitor passesand send an email or text message to notify the meeting host that their guesthas arrived.

The application provides a complete audit trail of bookings and uses built-in reports to monitor trends such as room utilisation, resource usage and user activity. It can allocate costs to particular rooms, resources and services toprovide you with cost analysis and onward invoicing where required.

The system slots seamlessly into your organisation with the ability to integratewith your existing applications like Active Directory, LDAP, SAP, MS Outlook, Lotus Notes, Crystal Reporting and SQL Report Services.

Condeco’s scalable architecture makes it easy for you to modify and maintainthe application no matter how many rooms, resources or locations you have.Condeco is also multi-lingual and multi-timezone so will manage rooms in different countries with ease.

The software provides you with a complete room booking and resource scheduling solution, which will meet your needs however demanding and whatever the size of your organisation.

With Condeco you've got all the functionality you'd expect from a “Best in Class” room booking solution

Our clients include:

Barclays

BP

Diageo

DLA Piper

ESS Compass Group

Hiscox

McCann Erickson

Mishcon de Reya

Reuters

Smith & Williamson

Stephenson Harwood

Taylor Woodrow

Winner 2005Winner 2005

Meeting Room BookingWhether you let users book rooms, catering and associated equipment in a self-serve environment, or let the client team manage all incoming bookings, Condeco adapts to the way you and your team works.

Catering and Equipment Management Condeco’s booking interface makes it easy to book food and drinks, any equipment that may be needed such as projectors or screens, and any supplies such as pads and flipcharts.

Visitor ManagementCondeco’s visitor management system informs your reception of who's arriving in advance, can print off security badges and will notify the meeting host when the visitor arrives. The roll-call feature will keep track of visitors in the building at all times.

Resource BookingCondeco supports more than just room bookings; utilising a familiar calendar grid you can also intelligently manage and book parking spaces, desks or accommodation. All from the one system.

Reporting and AdminThe scalable database and intuitive administration tools allow you to adapt Condeco to the changing needs of your business, making sure that your investment is safe. Condeco contains a library of standard reports that provide information on room and resource utilisation, user behaviour, and cost allocations.

About us RNM Systems is a specialist in workspace management and room booking solutions. We pride ourselves on delivering dedicated solutions that maintain flexibility whilst working towards clients specific needs. Our dedicated team have a wealth of experience in configuration, installation and training, ensuring our clients get the best knowledge and service available in the market today.

To find out more or to arrange a demo

call 020 7001 2055 or visit www.condeco.co.uk

Condeco's workspace management software helps you to maximise your available office space by highlighting areas of low usage and providing a user friendly booking system to manage desk sharing where appropriate.

The way we work is constantly changing, with an increasing number of employees choosing to work more flexibly. This means that the provision of a permanent desk for each member of the workforce is now unnecessary and it is costing businesses millions of pounds from under-utilisation of desks.

In the past, companies have tried to deal with the problem of half empty offices by simply reducing the number of desks available and asking employees to use whichever desk was free. This concept often proved unpopular with the workforce and was difficult to manage successfully.

With Condeco, you initially monitor the actual desk usage without making any changes to your existing practices. You can then use the advanced reports to highlight areas of under-utilisation and introduce shared desks where needed.

Condeco's desk booking functionality provides the perfect answer to the problem of providing shared desks for your more mobile team members. It allows each member of the team to book a desk when and where they need it.

The desks can be booked either through your company's intranet or from conveniently located touch screen kiosks. Bookings are made through interactive floor plans that show available and booked spaces, or by using the advanced search engine which finds the best fit desk for you.

By creating this smarter working environment, where desks are always able to be booked when needed and are not left empty, you can reduce your required office space by up to 30%. This reduction provides you with significant cost savings and helps reduce your carbon emissions figures.

Condeco Workspace ManagementThe desk booking software that helps you work smarter

Condeco Workspace ManagementThe desk booking software that helps you work smarter

Condeco Workspace Management provides you with the right tools to optimise the use of your office space

Our clients include:

Amerada Hess

Barclays

BP

Diageo

DLA Piper

ESS Compass Group

McCann Erickson

Mishcon de Reya

Smith & Williamson

Stephenson Harwood

Winner 2005Winner 2005

Web-based softwareCondeco is a web-based application, which runs on a single server, and is available to everyone throughout your organisation without the need to install additional software on the workstations.

Measure desk utilisationWe recommend a staged approach to the implementation of Condeco. First, you get the system installed and closely monitor desk utilisation. Once you gain the available data that is produced from built-in reporting tools, you can adjust desk allocations step-by-step to optimise available workspace.

Interactive floor plansCondeco users can directly view available and booked desks on a floor plan. From here, they can filter the graphical view to only show desks with preferred attributes. The plan will also highlight the location of other team members so that the users can work with a specific team on any given day.

KiosksAs well as booking desks directly through the corporate intranet, we provide the option to link Condeco to stand-alone touch screen kiosks. The kiosks give employees who haven't pre-booked a desk the ability to find one quickly and simply. Kiosks can be positioned in the reception area or on designated floors.

Desk managementWith Condeco you can manage all your desks, fixed and shared. Fixed desks can also be released to allow shared use during specified periods such as holidays. Condeco can be configured to automatically release desks for booking if employees do not arrive.

ReportingCondeco's comprehensive reports provide you with a clear audit trail of desk utilisation, bookings and user behaviour, enabling you to manage your resources more effectively.

About usRNM Systems is a specialist in workspace management and room booking solutions. We pride ourselves on delivering dedicated solutions that maintain flexibility whilst working towards clients specific needs. Our dedicated team have a wealth of experience in configuration, installation and training, ensuring our clients get the best knowledge and service available in the market today.

Smarter car parking: maximise spaceand encourage greener travelCondeco’s Car Parking module allows you to manage your car parking spacesby allocating spaces directly to staff and users or by allocating users to a rangeof booking schemes.

Users can book spaces through interactive floor plans or through an advancedsearch. This allows finding specific spaces in their scheme, or the best possiblematch of a number of spaces for a number of days.

You can maximise your car parking space utilisation by running a bookingscheme and limit the amount of days that users can book a space. By limiting the amount of bookings that users can make in a month, you’llencourage them to release their space when they don’t need it. Empty spaces can be allocated to visitors on the day via the floor plans or searchingfor an available space.

By implementing such schemes you can also encourage greener travel byallocating more parking spaces to users in car pool schemes. For other usersyou can limit the amount of days in a month that they can book a space for toencourage the use of public transport. Either way will help you to get the mostout of your limited parking space and the same time reduce the carbonfootprint of your business.

The parking spaces can be added through Condeco’s administration section and then positioned on the floor plan through a ‘drag and drop’ user interface.The system enables staff who use the car park to choose to be in one of threeschemes and their car park booking is governed by whichever appropriatescheme they have entered into.

Car parking schemes:The reserve schemeAllows members of staff to reserve a free car parking space viaCondeco in the reserve scheme area of the car park. People inthis scheme are only allowed to book a maximum number ofspaces per calendar month. Once their monthly allocation hasbeen reached, staff in the reserve scheme will no longer beable to book a space unless they release one or morebookings for the month.

The lift share schemeCan only be opened to members of staff who share cars.Car shares must contain at least two members of staffwith no maximum number in a share (although this islimited by the number of people in a car). Members ofthe lift share scheme are guaranteed an allocated spaceevery day. Each member of the lift share scheme is allowed a number of days with single car occupancy per month.

The mobility schemeThis scheme enables members of staff who have either permanentor temporarily impaired mobility to be allocated a parking spaceand use the space for as long as it is allocated to them.

About us RNM Systems is a specialist in workspace management and roombooking solutions. We pride ourselves on delivering dedicatedsolutions that maintain flexibility whilst working towards clients’specific needs. Our dedicated team have a wealth of experience inconfiguration, installation and training, ensuring our clients gets thebest knowledge and service available in the market today.

A range of booking schemes for total car parkingmanagement

Our clients include:

Barclays

BP

Diageo

DLA Piper

ESS Compass Group

Hiscox

McCann Erickson

Mishcon de Reya

Reuters

Smith & Williamson

Stephenson Harwood

Taylor Woodrow

Condeco LiteEffective meeting room management to meet the needs ofsmall to medium-sized organisations

Condeco Lite is a sophisticated yet ‘simple to use out of the box’ software tool forbooking meeting rooms and scheduling resources.

Ideally suited to the small and medium-sized business, the system providesadvanced room booking features without the price tag or complexity of anenterprise solution.

The software allows your users to book and manage even the mostadvanced bookings, using a single solution available from any webbrowser on the company’s intranet.

Users or administrators have the ability to book or request a meetingroom, and pre-order catering and audiovisual equipment, all fromone application. Condeco streamlines the whole process includingemailing the service providers involved and inviting attendees tothe meeting.

The application provides a complete audit trail of bookings and usesinbuilt reports to monitor trends such as room utilisation, resource usageand user activity. It can allocate costs to particular rooms, resources andservices to provide you with cost analysis and management information.

Meeting room ‘no-shows’ are a constant problem for businesses and a waste ofresource, so Condeco can be configured to provide email reminders to the meetinghost 24 hours in advance – ensuring the room can be cancelled if no longerrequired.

The system also interfaces seamlessly with Condeco Room Signs that arepositioned outside the meeting room to display meeting information and allowthe users to make and manage bookings through the interactive touch-screen.

The system slots seamlessly into your organisation with the ability to integratewith Active Directory. Its simple administration interface makes it easy for you tomodify and maintain the application on a regular basis.

Condeco’s room booking solution is widely regarded as ‘best in class’. The feature-rich software greatly improves the efficiency of your organisation by allowing youand your client services team to fully monitor and manage your meeting rooms.

With Condeco Lite you’ve all the functionality you’dexpect from a ‘best in class’ room booking solution

n Condeco Room Booking

n Condeco Desk Booking

n Condeco Car Parking

n Condeco Enterprise Solution

n Condeco Room Signs

To find out more or to arrange a demo contact:

Meeting room bookingWhether you let users book rooms, catering and associated equipment in a self-serve environment,or let the client team manage all incoming bookings, Condeco adapts to the way you and yourteam work.

Catering and equipment managementCondeco’s booking interface makes it easy to book food and drinks, any equipment that may beneeded such as projectors or screens, and any supplies such as pads and flipcharts.

Email notificationCondeco uses an inbuilt email tool to notify the requestor, host, attendeesand service providers of all bookings. It also notifies everyone if a booking isamended or cancelled.

‘No-show’ managementThe system allows for meetings where the users do to show up to be markedas a ‘no-show’ so that these can be monitored by the management team.

ScalableThe intuitive administration tools allow you to adapt Condeco to the changing needs of yourbusiness. However, should your requirements expand beyond this, Condeco offers a feature-richenterprise solution which can be added to your existing system – making sure that yourinvestment is safe and grows with your needs.

ReportingCondeco contains a library of standard reports that provide information on room and resourceutilisation, user behaviour and cost allocations.

Integrates with Condeco Room SignsThe system integrates with Condeco Room Signs that use the latest in LCD touch-screen technologyto provide vital meeting information and functionality from right outside the meeting room.

Other products from RNM SystemsRNM Systems is a specialist in workspace management solutions that deliver a range of dedicatedsolutions to streamline business processes. These include:

Condeco Room Signs - Interactivesignage for meeting roomsCondeco Room Signs display real-time meeting informationand provide access to Condeco’s advanced room bookingsoftware from directly outside the meeting roomThe Condeco Room Sign uses the latest in touch-screen technology to provide vitalmeeting information and functionality from right outside the meeting room. The8” LCD panel displays the meeting title, the host’s name, the start time andduration of the meeting, all in real-time which eliminates meeting conflictsand maximises utilisation.

The interactive functionality allows the award-winning room bookingfeatures of Condeco to be accessed by the meeting host directly from the screen. This enables the meeting to be confirmed, extended orfinished at the touch of a button. The room can also be booked for aninstant meeting if not in use, or scheduled for a time later in the day,all using the touch-screen display.

Driving up usageThe start function allows the host to confirm that the meeting is taking place andwill automatically release the room if no-one shows up. This enables the room tobe booked by other users which maintains the usage of your company’s premiumspace. Should the room be released due to a ‘no show’, any catering or otherservices that have been booked can still be charged to the host and be separatelyreported on to monitor waste.

Instant AccessBy displaying when a room is next being used, and allowing users to book ameeting from directly outside the room, Condeco can significantly increase yourroom utilisation. If a meeting ends before the scheduled finish time, the host canuse the touch-screen to end the meeting, which releases the room back into thesystem so that it can be used by others.

Avoid conflictsCondeco Room Signs help to avoid meeting conflicts by clearly detailing who theroom is booked by and the exact duration of the meeting. This allows the users toknow when they are expected to vacate the rooms to allow the next meeting tostart on time. If a meeting is overrunning and there is not another meetingscheduled, the host can extend the current meeting directly from the screen.

FunctionalityEach Condeco Room Sign provides the following functionality:

n Displays detailed meeting information directly outside the room

n Instant meetings made directly from the screen

n Schedule future meetings for later in the day

n Confirm meeting start and release meetings if no-one shows up

n End a meeting early and release any used time

n Extend a meeting up to the next scheduled time

n Full reporting of bookings, no shows and room usage

Technical DetailsThe 8” screens combine the latest LCD screen technology with a built in PC card and an intelligentxScale processor optimised for Windows CE. The unit is completely self-contained and contains thenetwork controller, memory and software required for it to communicate with Condeco.

The unit uses Power Over Ethernet (POE), which removes the need for additional 240 volt mainssockets. However, each screen is supplied with a mains to POE adapter for installations that do nothave power over Ethernet networks.

Designed in a range of colours, and available in either flush or surface wall-mounted housings,these screens blend with their surroundings and provide a stylish addition to any meeting room.

Specification

Seamless Real-time CommunicationEach room sign communicates directly with the main Condeco booking system sothat the changes and updates made from the touch-screen are synchronised inreal-time, ensuring that the rooms are not double-booked and availability isinstantly updated if a room is released.

n Intelligent VGA display terminal

n Built-in touch-screen

n Power over Ethernet or 240V

n Flush of surface mount

n Brushed aluminium facia or high-gloss finish

n Available in black, white, silver or custom colours

n 640 x 480 screen resolution

n Dimensions 223(W) x 82(H) x 42(D)

n Viewing area (mm) 162.2 x 121.7

n PC specification: Intel PXA270 XScale, Windows CE

5.0, power over Ethernet, 32 MB flash drive,

64 MB SDRAM

To find out more or to arrange a demo contact:

MS Outlook® integrationWith Condeco’s MS Outlook plug-in users can reserverooms and schedule attendees directly from theirOutlook interface

With the Condeco Outlook plug-in users can arrange a meeting in Outlook andbook a room in one seamless process.

Using the Outlook plug-in allows the user to request a room directly from withinthe Outlook application. The user selects the meeting time and location from theAppointment page within Outlook.

The user selects the attendees to be invited from the Contacts section withinOutlook. This will then display the availability of the internal attendees so thatan appropriate time for the meeting can be selected.

The user finally selects the Condeco tab to complete the room booking requestform. This form contains separate pages for catering, AV equipment, additionalattendees and other supplies that are required for the meeting.

The user then submits the request for the meeting room and the system willautomatically check if a suitable room is available, the required services areavailable and that the user has allowed the pre-determined notice period toallow the room configuration to be set up.

If the room or services are not available the system provides a warning messageand asks that the user selects a different time, or removes some of the requiredservices if they are out of stock.

Condeco emails confirmation of the booking to the meeting host, the person thatbooked the meeting and any attendee that has been entered into the booking.

The client services team can still maintain control of managed rooms if requiredand accept requests sent via Outlook, providing maximum flexibility for both theusers and the administrators.

Key benefits of using the Condeco Outlook plug-inn Limited training is required as users will be using MS

Outlook as their main point of entry.

n Attendees’ availability can be checked before confirming the meeting room, providing a quicker booking process.

n No additional logins are required from the user: they simply schedule and book.

n Single point of entry for meeting room bookings, which synchronises calendars and leaves less room for error and conflicts.

n No individual installs required on user machines and no set-up as the Outlook form is centrally administered.

About usRNM Systems is a specialist in workspace management and roombooking solutions. We pride ourselves on delivering dedicatedsolutions that maintain flexibility whilst working towards clients’specific needs. Our dedicated team have a wealth of experience inconfiguration, installation and training, ensuring our clients gets thebest knowledge and service available in the market today.

A user-friendly plug-in to your existing system

Our clients include:

Barclays

BP

Diageo

DLA Piper

ESS Compass Group

Hiscox

McCann Erickson

Mishcon de Reya

Reuters

Smith & Williamson

Stephenson Harwood

Taylor Woodrow