This page describes the different settings you can apply in the Texts section of the Settings tab when you edit a location or resource:
Booking category selector
-
Underneath the Time zone section, your booking categories can be selected. For example, Meeting Rooms.
-
As the Time zone section is above the booking category selector, it’s not affected by the booking category selector.
-
All settings below the booking category selector are specific to the booking category that you select (for example, Meeting Rooms).
-
Make sure that you’ve selected the right booking category before making any changes to your settings.
Texts
The Texts section gives you the option to ask for titles or notes for each booking made for a resource or resources under a location. We recommend using these settings for rooms. For other resources (for example, desks or parking), we don’t recommend using these settings and allow the booking owner to choose to put in the booking title and notes.
This information is also reflected in the Arrivals, Signage, and Welcome apps. The signage devices can be told to hide this information using the Signage settings. It’s useful to be able to see it in case you need to discuss it with the booking owner.
Note: from a data privacy view point, we recommend that you never put in personal or confidential information into meeting titles as they are widely visible and best practice is to avoid all forms of personal data in them.
If you try to make a booking with these settings on and you don’t enter any information into the text boxes, the system will display error messages to let you know what information to enter.
Set up Texts settings
To set up the Texts settings of a location or resource:
-
Select Admin in the navigation bar.
-
Select Locations and resources under the Location Settings section in the side menu.
-
Select Edit hierarchy. The Locations and resources hierarchy will appear.
-
Select Edit next to the location or resource you want to change. The Edit [Location or Resource] pop-up will appear with the General tab selected by default.
-
Select the Settings tab.
-
Select the correct resource using the booking category selector.
-
Select the Override global settings or Override [location or resource] tick box under the Texts section.
-
Check if any of the tick boxes are greyed out. If they are, this means that these settings are inherited from a higher level in your resource hierarchy. You may have them switched on at that level for a reason.
-
The Require a title for each booking tick box will be automatically selected for you.
-
Deselect the tick box if you don’t want bookings to have titles.
-
Select the Require notes for each booking tick box if you want bookings to have titles.
-
Select either of the following and the pop-up will close to return you to the Locations and resources hierarchy:
-
Save to keep you changes.
-
Close to discard your changes.
-
-
Select Save changes.
Notes:
-
Settings from a location or resource that’s higher in your hierarchy will be inherited by locations and resources below it. These settings will appear greyed out in the locations or resources lower in the hierarchy. If they are, this means that these settings are inherited from a higher level in your resource hierarchy. You may have them switched on at that level for a reason.
-
Changing the settings described above may affect other features you have for your organisation.
Where texts are used
Texts are used in 3 places:
-
When making a booking.
-
In the Bookings screen.
To see the data and statistics on the cost codes being used in your organisation:
-
Select Bookings in the navigation bar.
-
Select the All bookings tab.
-
Enter the details of the resource type, location, user, and date range you want to search.
-
Select Search.
-
Add further search parameters by entering a filter in the Filter results search bar or the Filters pop-up.
-
Select View as table.
-
Select the Columns dropdown.
-
Select the Title and Notes tick boxes.
-
Select Done.
-
The Title and Notes columns will appear for all bookings based on your search parameters.
