Create the supplies (resources) you would like to make available with your selected meeting spaces. Create subgroups to help users select the items appropriate for their meetings. For example, you could create a subgroup for meetings with external visitors, which contains supplies such as name badges and visitor books, etc.
Before creating supplies, you must have a vendor and vendor contact. Learn how to create vendors here.
How to create supplies
- Navigate to Application Setup > Services.
- Select the Country.
- Select Supplies from the Service 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. External meetings or Executive supplies, etc.), and click Save.
- Click Add resource to open the Service Administration form and complete the fields as described in the table below.
|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.|
|Stock order code||Enter the order 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.|
|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.|
|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 Advanced 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 Advanced Reports.|
|VAT rate||Select the VAT percentage rate from the list. Either 10, 15, 17.5, or 20, percent.|
|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 additional information or a description of the item.|
- Click Save
Your item is now available to order on the Supplies tab of the booking form for the selected meeting spaces, depending on the rules set above.