Finding a free room at the right time, informing participants, ordering a lunch tray, knowing whether a meeting will actually take place: these are simple actions that quickly become costly when they rely on email exchanges. Hamilton Meeting gathers them into a single screen, with a shared planning that everyone consults and that stays up to date.
What you can do every day
The starting point is the search: you enter the date, the time slot, the number of people and the equipment you need, and the application offers the available rooms within your scope. You can also start from the room planning, spot a free slot visually and book directly on it. Both paths lead to the same result.
Once the room is chosen, the booking is enriched. You add participants and check their availability before confirming, you invite people from outside your organization, and you order the services the meeting requires: catering, equipment or services offered by your site. You can schedule reminders and email notifications for yourself and for your guests.
Meetings that repeat are created in one go as a recurring booking. If you regularly book for someone else, delegation gives you the right to do so without sharing a password. All your bookings remain accessible in one place, where you can edit them, cancel them or review their history.
Some organizations submit part of their bookings to a manager's approval: requests then arrive in a dedicated screen where they are accepted or refused. In the same way, the teams that deliver the services have their own view to track and prepare the day's orders. Finally, statistics and reports measure how each room is really used over the period of your choice.
What the administrator sets up
Everything starts with the description of places: sites, buildings, floors and parkings, then the rooms themselves, with their capacity, their possible layouts and their fixed equipment. This information feeds the search criteria offered to users.
Rules come next. User groups and room groups determine who may book what. Booking types and statuses describe the situations of your organization, and validation rules define the cases where a manager's approval is required. If you price the use of your rooms, taxes, tariffs and imputation codes attach each booking to the right budget.
The services catalog is organized into families, each with its suppliers, its lead times and its ordering conditions. Email templates and recipient lists determine who receives what and in which form. Reference data, users, residents and companies complete the setup, with imports and automated tasks to avoid manual entry and duplicate-finding tools to keep records clean.
What connects to your environment
Hamilton Meeting synchronizes with your organization's calendars, whether Exchange, Microsoft 365 or Webex, so that bookings appear where your colleagues are already looking. Exchanges with your other applications go through the Hamilton API and web services, and notifications through your mail server.
On the hardware side, the tablets installed at room entrances and the display screens in corridors make occupancy visible on the spot. Access control and presence control can be coupled with bookings when your site is equipped for it.
Where to start
For a first booking, see "Search for an available meeting room" then "Book a meeting room". To come back to what you have booked, see "Manage your bookings: edit, cancel and review history".
If you are preparing the rollout, start with "Create and configure meeting rooms" then "Manage permissions with user and room groups" in the Hamilton Meeting administrator guides. To position this product against the others, see "Which product for which need?".