Create the items (resources) you would like to offer with your equipment services for selected meeting spaces. Create subgroups to help users select the items appropriate for their meetings. For example, you could create subgroups for IT equipment such as laptops or touchscreens.
Before creating your equipment items, you must have a vendor and vendor contact. Learn how to create vendors here.
How to create equipment services
- Navigate to Application Setup > Services.
- Select the Country.
- Select the Equipment service from the drop-down list.
- Select the Location.
- If required, select a subgroup from the drop-down list, or click Add Sub Group to create a new one and enter a name for the group, (i.e. IT equipment or Tools, etc.), and click Save.
- Click Add resource to open the Service Administration form and complete the fields as described in the table below, to create an equipment item.
|Service item fields||Description|
|Select a sub group||Select a subgroup for this item from the list. If you selected a subgroup in the previous step or no subgroups exist, this field is not displayed.|
|Name||Enter a name for the item.|
|Serial No.||Enter the serial number or your organization’s reference code for the item.|
|Image||Click Choose file to upload an image of the item. Spaces and special characters are not allowed in the filename.|
|Active||When unticked the item is not available to order on the request form.|
|Number available||Enter the maximum number of this item available for requesting.|
|Location(s) available||Move the location(s) that offer the item to the right-hand box.|
|Workspaces||Move the meeting space(s) that offer the item to the right-hand box.|
|Vendor||Select the vendor who provides the service.|
|Available From / To||Enter the dates the item is available, or tick Indefinitely if the item is available all year round.|
|Set-up time / Clean-down time||Enter the number of minutes, hours, days, or weeks, to block out before and/or after the booking if this item is selected. This enables time to provide the service and/or clear up after the booking has ended.|
|Notification||Enter the minimum number of minutes, hours, days, or weeks, required before the booking commences to order the item.|
|Cut-off time||Enter the amount of time before a booking commences the request for the item can be canceled without it appearing on a cancelation report.|
|Supplier cost per unit||Enter the amount the supplier charges per unit. The supplier cost is not displayed on the booking form. If applied, costs can be reported with Condeco Reports.|
|Cost per unit||Enter the amount the end-user is charged per unit. The cost per unit is displayed on the booking form. If applied, costs can be reported with Condeco Reports.|
|VAT rate||Select the VAT percentage rate from the list. Either 10, 15, 17.5, or 20, percent.|
|Minimum cost||Enter the minimum cost charged.|
|Maximum cost||Enter the maximum cost charged.|
|Minimum amount||Enter the minimum number of units allowed on an order.|
|Maximum amount||Enter the maximum number of units allowed on an order.|
|Additional information||Enter any additional information about this service item. For example, for a laptop, you may wish to enter the operating system and the hardware spec.|
- Click Save
Your equipment item is now available to order on the Equipment tab of the booking form for the selected meeting spaces, depending on the rules set above.