Login and Updating Instructions (To download these instructions click here)

1. On the LateMeetings.com home page and click ‘Venue Login’

2. Venue Login : Enter your User Name and password

3.         Change Login Codes:
You may change your login codes at any time to more memorable words or figures and when personnel change. Click ‘change Login’

Enter existing codes:

Enter new password/code and click update login – new password will be registered and you will receive an email to confirm the new codes.

4. The next screen shows six headings:
Venue Management
Booking Management (This is where your enquiries are listed)
Pricing Rack Rate Management
Pricing Override Management
Meeting Room Availability Management
Bedroom Availability Management

Select ‘Venue Management’ to change the description and other factual details about the venue – e.g. contact details, telephone email address, venue description, facilities checklist and so on...

Select ‘Booking Management’ to check on the status of individual bookings

Select ‘Pricing Rack Rate Management’ to change your normal meeting room tariff prices

Select ‘Pricing Override Management’ to change the prices you wish to display on LateMeetings.com – e.g. % discounts

Select ‘Availability Management’ to change availability of meeting rooms

Select ‘Bedroom Availability Management’ to change the number of bedrooms you have available

5. Venue Management: To add a venue or change the content of an existing venue click on the Venue Steps 1 –10 as appropriate. Screenshots follow.
Step 1 – Enter/Update general details: Simply enter the new information (Select Independent or the Group/Chain name from the drop-down)

Click Update at the foot of the page to save the new data. Tip: Type your description of up to 1000 words onto notepad or Word then copy/paste into the Venue Description section.

Step 2 – Venue Subscription.

Three options are available for LateMeetings.com membership.

• Listed only. – Basic description and directory only.
• Fully featured – Annual membership fee with active online booking system and 8%+VAT commission for confirmed bookings.
• Fully featured – No annual fee but with active online booking system and 15% commission for confirmed bookings.

(Group-owned venues and/or consortia may have different arrangements – please check with us if you are unsure for your venue).

Note: This section is only used when entering a new venue entry onto the site or when your membership renewal is due.

Step 3 – Venue Image and logo.

Before beginning this step, it is recommended that you resize and name your pictures before uploading. Ideal sizes are below and when resaving rename the picture like this: ‘name-of-venue-exterior’ – do the same for all of your pictures as appropriate: ‘name-of-venue-bedroom; ‘name-of-venue-meeting-room’ etc…. This assists with search on the site.

To upload a picture: Click ‘browse’, select an image from your computer hard-drive, click Add, then click Update.

Main venue image should be any of the following sizes:

600 wide x 450px deep

500 wide x 400px deep

400 wide x 300px deep

300 wide x 200px deep

200 wide x 150px deep

150 wide x 50px deep

Logo image should be 150 wide x 50px deep

If you are unsure about picture sizing and uploading, please forward your photographs and logo to enquires@latemeetings.com and we will update for you.

Step 4 – Venue Services, facilities and equipment.

Tick the appropriate boxes, then Update.

Note:

If you have items that are not on this list that you wish to include, please forward details and we will endeavour to include.

Step 5 – Travel Information

Select mode of travel from drop down.

Enter Directions

Tip: You may have these on your website – copy from your website onto Notepad, then copy/paste from Notepad into this box.

(Copy/pasting straight from your site may include unseen characters and affect the display.)

Once entered, click Add & Update for each travel mode.

The details should appear solid in the box in grey background – if this does not happen after clicking Add & Update – click Travel Information again.

If Longitude and Latitude section is blank, please enter if you have them but if not, please advise us and we will add for you.

(Longitude and latitude information powers the Google map search option on the site so better to have it than not!)

Step 6 – Special Features

Up to three items of additional information can be added under Special Features. This may include items such as Leisure Club or other venue facilities not included elsewhere on LateMeetings.com. You may wish to use this section for Local area information or as a place to add advertising of your special offers e.g. dining promotions; weekend breaks; additional meeting offers and deals (to reinforce your latemeetings.com deals) and so on….

Simply decide what to include and type into Feature Description.

To add an image click Browse, select an appropriate image from your pc hard drive, then click add & update.

Step 7 – Meeting Room Management

To add a new meeting room:

Enter the name and dimensions in the first row and click Add.

If you wish to hide the name of the meeting room tick Hide, type an alternative name for the room (e.g. Meeting Room 1, Meeting Rom 2, etc) under Hidden Name – this will then display the new name but you will know which room it relates to when receiving bookings. This facility is included so that you are not committing a specific named meeting room to the booking and can switch the booking to alternative rooms if needed as other bookings come in.

To amend a meeting room name and its dimensions click Edit.

This opens the name and dimensions section – amend and click Update. (Measurements are metric)

To delete a meeting room: Click Edit; Untick Active; Tick Hide, then click Update.

Click ‘Details’ to open up the meeting room details page.

There are four sections on this page:

Price options; Capacities;  Facilities; Upload meeting room images.

Prices (Note: This section is used for initial set up of prices only – please see additional section on updating prices in the Pricing Menu after set up is completed.)

Tick the boxes for the price plans that that you want to display – there are ten price-plan options. It takes few moments depending to open up on your connection speed.

Enter the your normal prices in the Rack Rate sections then click Save

This will add your Rack Rates to the database and a 10% discount will display. (Don’t worry, you can change these at anytime for any date later.)

Meeting Room Image: To add or change a meeting room image simply resize your pictures (See photographs sizing at Step 3 on page 7.

To upload a picture: Click ‘browse’, select an image from your computer hard-drive, click Add.

Capacities:

Enter capacities for each meeting room style. Where a style does not apply please leave as zero (Leaving it blank will create an error).

Tick the Facilities boxes as appropriate then click Update.

Two confirmation messages will appear ‘Venue Updated’ and ‘Prices Updated’ – Click OK – Your Meeting Room is now loaded.

Repeat Step 7 to add each new meeting room.

Step 8 – Rate Inclusions and Extras

Select from drop down items. Enter description of what is included. Select quantity that applies per room or per delegate, Tick ‘Applies to’, Click Add.

Example 1: If you want to include one flipchart in the room hire rate, select flip chart, select 1 for quantity, select Room under Per, Tick Room AM, PM, DAY, 24Hour.

Example 2: To include a Newspaper per delegate on day delegate rate only. Select Newspaper, select 1, Select Delegate, Tick Day Delegate.

After entering all your inclusions click Update.

Step 9 – Bedroom and Accommodation Facilities. Tick for each service then Update

Step 10 - Bedroom Quantities. Enter number of bedrooms for each type.

If bath only or bath and shower enter only under En Suite. If shower only, enter only under With Shower.

To upload a bedroom photograph, click Browse, select picture from your hard drive and click Add. After entering quantities and adding picture click Update. This completes your venue’s addition to the site or update of an existing venue's details.

6. Pricing Management:

Rack Rate is used to keep your standard rates up to date.

Select meeting room name, Enter prices under Rack Rate, click Override Pricing.

Do the same for each meeting room.

7. Pricing Override Management:

This is where you set your discounted rates for specific periods.  (Note: Your standard prices are set at a default of 10% - you can change this using the following options.) There are three ways to set the discount level against the Rack Rates you have already set.

• By entering a % discount off rack– Click Percentage Discount Button
• By entering an actual discount amount – Click Actual Discount Button
• By entering a Net discounted rate – Click Enter Site Rate.

(Tip: Setting a Site Rate is the simplest/quickest method)

First Select the From Date and To Date that the discount will apply.

Percentages can be set from 2.5% up to 100% Click Override Pricing to save.

ii. To change the discount by an actual amount click Actual Discount button

Enter the amount you would like to discount off your normal rates in the Actual column then click Override Pricing. Repeat for each meeting room or Click

 ‘Apply Same Percentage discount to: □ Meeting Rooms’

iii. To set the prices by Site Rate click Enter Site Rate. Enter the net discounted rate you wish to display in the Site Rate column then click Override Pricing. Repeat for each meeting room or click ‘Apply Same Percentage discount to: □ Meeting Rooms’

After updating with any of the methods listed above a confirmation screen will appear:

Your amended prices appear listed at the foot of the screen for quick reference.

The Site Rate will be displayed as the LateMeetings price to the customer and will show the % difference between the rack rate and the net rate. The net price is the online booking price – offline bookings are not guaranteed this rate.

Prices on affiliate sites powered by LateMeetings.com

LateMeetings.com software powers other online bookings sites. To update prices for any other site, select the appropriate site from the  drop-down then proceed as above. This option allows you to display different rates on different sites where you may have agreed rate agreements. (Tip: Remember to check that you are on the correct site after each Override Pricing Click.)

8. Availability Management:

Click ‘Meeting Room Availability’ - new screen appears

To change from ‘Available’ to ‘Booked’: (Note: Default is set as ‘Available’)

Select the room name.  Select the date range availability is to be changed

On the ‘Availability’ box select  ‘Available’ or ‘Unavailable’

In the ‘Booking Times’ box select time of day – AM/PM/All Day

(Please note that selecting PM, or All Day will remove availability for all day. Selecting AM will leave pm available)  Click ‘Modify Availability’

The amended status will appear in blue on the dates selected.

Bookings ‘under offer’ appear in grey.

Confirmed bookings appear in red.

.

9. Bedroom accommodation availability.

Updating is similar to meeting rooms – here’s the screen shot:

Simply change the number of bedrooms for individual dates or for the whole month then click ‘Update Bedroom Availability’ and this will change the number of bedrooms displayed on the search result for that day(s) or month.

10.  Booking Management

You will be directed to the booking page for this booking:

You may see a message from the client in the Partner(Comments/Requests) section. Select ‘Accept’ or ‘Decline’ and add your own comment in the Venue Comment Section – this may be to respond to a request made by the client or to explain that you are providing an alternative room, an upgrade or other informative message – please keep this as positive as possible. Then click the ‘Respond’ button
 

A new line on the booking history will appear showing ‘Booking Request Accepted’ – or ‘Booking Request Declined. Your response is now on its way to the client.

Client receives an email advising of your decision:

Client clicks ‘Confirm’ link and you then receive a final email advising of confirmation and with full contact details of the client:

Proceed with your normal contracting arrangements from here onwards, the client is now yours and you can make all the final arrangements for the event, confirm final numbers and so on….

You can login at any time to check bookings.
Select Bookings Management and click through to see the list of current, past and future bookings:


Should you have any questions or need help with the process please call 08445 560656 or email: support@latemeetings.com.