A serviced office provider with over 30 meeting and event spaces wanted to maximise the revenue from its sites, while keeping everyone COVID secure.
Switch provided an integrated system with live availability and booking for meeting spaces, while prioritising existing tenants arrangements and delivering a tool for managing additional health and safety restrictions.
Meeting room hire was a reliable source of leads for the client, as this was a way of securing new office space tenants, so they were keen to maximise the number of bookings and introduce new contacts to the potential of the space through lead aggregators. However, they were keen to balance this with excellent service to existing tenants, who were able to access the space on a discounted basis.
The Switch system needed to co-exist alongside the current property management system which was used to deal with office tenancy, without creating additional processes and increasing back office workload. It also had to ensure that the client’s tenants were able to hire the meeting rooms at their pre-agreed discounted rates and on invoice only terms.
To consolidate payment information and invoice activity in one place, the Switch API was used to develop an integration with the existing system. This was also used to maintain an up to date tenants database.
Using the CRM, Switch was then able to apply client level pricing and payment terms that would automatically apply when a tenant made a booking, so they would be charged the correct amount and no payments would be requested at the point of booking.
Switch added a virtual guest book and test and trace reports to its reporting suite, meaning the client could use a system generated QR code and check-in page to provide touch-free check-in and retain a record of all visitors to site, which (with the correct GDPR permissions) had a benefit for future marketing.
And, with simple, resource level cards in the system, it was really easy for the client to regularly update capacities and room layouts to reflect the latest set of rules.
An emerging challenge during the pandemic was to reflect the continually changing rules on face to face meetings, fulfil their test and trace obligations and ensure a COVID secure environment.
Between lockdowns, with a highly visible online booking tool and a responsive view of availability, coupled with a safe and digital arrival solution, the client was able to run at 65% capacity of its meeting spaces.
© Switch Events and Meetings Management Software 2021