Fast Track Room Booking - Room, Desk, Space and Resource Management

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iiS Fast Track Room Booking Features
Automatic Email Reminders with Fast Track Alerts
It is now possible to move towards optimisation of utilisation rates, by cutting down on No-Shows. iiS FAST TRACK ALERTS can automatically remind bookers, as often as you like, without you or your staff doing anything.

Automatically send  Reminder Emails to cut down on No-Shows.  
"We suffer from TOO MANY NO-SHOWS!"

What’s your Issue:
What do you want to do:
When do you want to do it:
Who do you want to tell:
How do you want to do it:

  Not everyone cancels unwanted Bookings. Costly!
Email a reminder to everyone with a booking.
The afternoon before their booking.
The sponsor, or Booked For person, of each booking.
Fast Track Alerts
Fast Track Alerts from iiS is an Email Notification Agent. You tell it the circumstances you want to look out for, and it notifies the people you want to, by email. There are many alert permutations that will save your organisation time and money: your database holds key information relating to many business activities, departments and people. This information also relates to external service providers and other third parties.

Room Booking Tomorrow Reminder
This email alert is concerned with Room
Booking No-Shows, and
how not all unwanted
bookings are cancelled. The name of the Alert is "Room Booking Tomorrow  

Fast Track Alerts waits until your specified time (such as 3 pm), looks up the email of the sponsor (Booked For) of any bookings for the next day, and automatically sends them a Reminder Email. JENNY CARLOS has a booking tomorrow.

Reminder", and the effect of the
Alert is to send an email to everyone
with a room booking, the day before (or a number of days before) the booking takes place.

Business Benefit
The Business Benefit of the "Room Booking Tomorrow Reminder" is that the number of No-Shows will be reduced, leading to a greater realised availability, increased room utilisation rates, and the associated cost savings.
Space Cost Savings
As the Room Utilisation Rate goes up, less space is needed to accommodate more staff. With fairly conservative costings, rationalising total space by one medium-sized conference room can save £70,000 a year.

How it works
You set up Fast Track Alerts, and then it AUTOMATICALLY does what you would do, if you had the time to do it:
n You tell Fast Track Alerts the circumstances that trigger the alert.
n You tell it what you want the email to say.
n You tell it who you want the email to be sent to.
n You tell it how often you want the emails to be sent.
Multiple Notifications

Fast Track Alerts will send many emails if there are many bookings the next day. If there is one room booking the next day, or hundreds, Fast Track Alerts makes sure that all sponsors are reminded. In virtually all room booking situations, when sponsors are reminded of their obligation to cancel unwanted bookings, the No-Show rate reduces.


The example shows that there are four room bookings for the next day, so Fast Track Alerts sends four emails at the applicable time. In the example, the recipients are Darius Denton, Christine Bagley, Colin Balfour and Jenny Carlos.



The example shows three "sub windows" inside the Fast Track Alerts application. The upper window has a row for each email sent, the lower window a row for each time an Alert Event is triggered, and the floating window shows the Events, whether they are active, and the countdown remainder bar, which is a visual representation of the amount of time left before the next check.

Event and Email Logs
Whenever an event is triggered, because reminders need to be sent, a log is recorded. A log is also kept for each email that is sent, providing an audit trail inside the software (additional to the likely logging on the server). The logs can be combined with room booking cancellation data to determine No-Show improvements, and to ascertain whether there are users who ignore the cancellation requirements and reminders.

Deployment Aspects
The software can be deployed in both Windows Desktop and Service versions. The Windows Desktop version is used for configuration, and to fine-tune and review the alerts in an intuitive manner. Configuration of Alert Events includes setting up the flexible content of the reminder emails. The Service version, as is typical of services, is invisible. Typically Fast Track Alerts is set up and tested in Windows Desktop mode, and then switched to Service mode when the alerts are running applicably (in service mode, the routine mechanisms are non-visual).