How to configure your Organization Settings

Setting up your Organization in Meeting Hub

Organization Details

Organisation Name

Enter the name your customers know your organisation by.

This name will be displayed throughout your Meeting Hub booking experience.

Meeting Hub URL

Your Meeting Hub URL is the unique web address used for your organisation's booking site.

This URL is configured by the Meeting Hub team and cannot be edited directly within Organisation Settings. Should you wish to have a different URL to the one provided, please contact support@meetinghub.com.au.

Head Office Address

Enter your organisation's primary or head office address.

Date Format

Select the date format appropriate for your organisation:

• DD/MM/YYYY
• MM/DD/YYYY

Company Registration Number

Where required, enter your organisation's company or business registration number.

This field is optional unless required for your organisation's local regulatory or invoicing requirements.

Default Region

Select the primary Region in which your organisation operates.

If the required Region is not available, contact support@meetinghub.com.au.

Contact Number

Enter the main contact number you would like associated with your organisation.

Main Company Website

Enter the URL customers should be directed to when they select the option to return to your organisation's main website.

This will usually be your organisation's website homepage or Spaces page. 

Social Media

You can optionally add links to your organisation's social media channels.

Where supported, these links may be displayed within your Meeting Hub booking site, helping customers connect with your organisation through other channels. 

Branding

Colour Scheme

Meeting Hub can be configured to complement your organisation's branding.

Select from the available colour options as appropriate.

Logo

Upload your organisation's logo.

Your logo may be displayed throughout the customer booking experience, including booking confirmations and invoices.

Booking Settings

Minimum booking notice period (in days)

Use this setting if your organisation requires advance notice before a booking can be made.

For example, setting a minimum notice period can prevent customers from making last-minute bookings where your team requires time to prepare a Space.

If you are happy to accept bookings at short notice, leave this field blank.

Blackout Periods

A 'Blackout Period' allows you to prevent bookings across your organisation for a particular date or date range. For example you may use a  'Blackout Periods' when your organisation is closed over Christmas or during another organisation-wide closure period.

Organization Client Types

Client Types allow you to categorise customers for reporting purposes.

If your organisation works with different types of customers, assigning the appropriate Client Type to each Client can provide more useful reporting and analysis

Organization Amenities Available

The Organisation Amenities section contains the master list of Amenities available across your organisation.

Select all Amenities that may be offered by your bookable Spaces.

Bookers are able to filter by amenity when searching for a suitable Space.

Accounts/Finance

This section of Meeting Hub contains the default financial settings that apply to your Organisation.

These settings can include:

• Currency
• Default Payment Method
• Bank Account Details
• Tax configuration
• Financial Year
• Booking and refund numbering
• Monthly Billing
• Billing File configuration

Currency

Select the currency used by your organisation.

This is the currency displayed against your Spaces and bookings.

If the required currency is not available, contact Meeting Hub Support at support@meetinghub.com.au.

Client Default Payment Method

Select the default Payment Method that should apply to new Clients.

For organisations accepting online credit card payments, selecting Credit Card means new Clients will be required to pay at the time of booking.

Individual Clients can be configured with a different Payment Method where required. A Payment Method set against a specific Client will override the Organisation default for that Client.

Bank Account Details

If your organisation accepts payment by EFT or bank transfer, enter the bank account details you want displayed to customers who are invoiced.

These details may appear on invoices generated through Meeting Hub.

Tax Settings

Enter the tax label and percentage applicable to your organisation, for example:

• GST – 10%
• VAT – applicable local rate

Where a particular Location requires different tax settings, these can be configured at the Location level to override the Organisation default.

Financial Year

Select the month in which your organisation's financial year begins.

Booking and Refund Numbering

Meeting Hub uses configured number sequences when generating unique booking and refund references.

These are generally established during your initial account setup. Contact Meeting Hub Support if changes are required.

Monthly Billing

If your organisation consolidates customer transactions into monthly invoices, enable Monthly Billing.

Additional invoice numbering and Billing File settings can then be configured to support your finance process.

Invoice Numbering

If the monthly billing field has been checked - enter in your preferred invoicing number sequence, for example 123.

Billing File Configuration

If your organisation exports booking transactions into an external finance system, Meeting Hub can support mapping of information such as:

• Account or General Ledger Codes
• Inventory Codes
• Tax Types
• Finance-system column headings

Billing File Mapping

Codes can be mapped from Meeting Hub to your finance system. Typically, used to track revenue.

There are 2 code types:

• Account Codes – These are typically General Ledger (GL) Codes within your finance system. These codes are tagged to individual line items within the Meeting Hub Billing File. Then, when importing the billing file into your accounting system, charges will allocate against the correct general ledger code. You may need to obtain the codes from your finance team.
• Inventory Codes – Like account codes, these inventory codes will also appear in the Meeting Hub Billing File when exported. These are typically optional codes used to track consumable items within your accounting system.

Tax type: Some accounting systems, for example Xero, require transactions to have a default tax type allocated when importing. For Australian Xero Users, you should enter GST on income, UK Users would enter VAT on income.

Within the Accounts and Finance section, scroll down to the heading Billing File Columns. There are 2 columns:

• MH Columns: These are the default Meeting Hub column headings in the billing xls (Excel) file when exported. If you do not add values in the Organization Columns fields, then the Meeting Hub default fields are used.
• Organization Columns: These fields should be populated with the corresponding column headings in your Accounting Software (E.g. Xero). We recommend you consult with your accounting software vendor or internal Accounts Team to obtain the column file headings required to successfully import invoice transactions (these need to match exactly and are usually case-sensitive).

Breakdown of billing field fields and their meaning

The following describes each of the fields provided:

Clientname = Client Name for the booking, this is typically the company name

UniqueClientID = Unique ID provided by you, this could be a Customer ID and is unique to that Client and is configured on the Client account

FirstName = First Name for the person the booking is for (this is configured on the User account)

LastName = Last Name for the person the booking is for (this is configured on the User account)

Email = Email address for the person the booking is for (this is configured on the User account)

POAddress = Street number & Street name for the person the booking is for (this is configured on the Client)

POCity = City for the Client

POPostalCode = Post Code or Zip Code for the Client

POCountry = Country for the Client

InvoiceNumber = Uniquely identifiable reference for a particular booking. This will be provided to your accounting system to use to distinguish bookings and charges relating to bookings

Reference = This is a short description related to the booking or transaction

InvoiceDate = This is the date on the Booking Confirmation

DueDate = This is set by default to be 14 days after the date the booking was made (Invoice Date)

InventoryItemCode = This is the code allocated to amenity or additional items e.g Tea & Coffee or Soda / Soft Drinks if you wanted to track these

Description = This is a long string that contains details associated with the bookings including the Center, Date / Time of the booking, and all details

OrderItemQuantity = How many items for a particular line item e.g Tea & Coffee

UnitAmount = What the individual unit charge is per line item

Discount = If any discount was applied and the discount value

AccountCode = GL Code that will be assigned to this line item

TaxType = Tax label for this transaction e.g VAT, GST

Currency = Payment currency for this transaction

Amount = Total amount of the line item

Tax = Total amount of tax if applicable for this line item

TaxPercent = Tax percentage used for this line item

TotalAmount = Net amount + Tax for this line item

PaymentMethod = Invoice or Credit Card

SiteID = Linked to the Center / Location Site ID

Exported = This field is used by the Meeting Hub system when allocating booking ID / Invoice numbers

EventDate = The date that a booking will take place

TransactionDate = The date that a booking was made