Hamilton Meeting
21 articles
- Configure access control and presence controlTwo device-facing features close the loop between bookings and the physical building: access control grants door access to meeting attendees, and presence control releases rooms automatically when nobody shows up.
- Configure booking types and statusesTypes classify bookings (internal meeting, client meeting, training...); statuses describe their lifecycle (confirmed, option, pending validation, cancelled). Both appear on every booking form, list and statistic.
- Configure general settings and the information pageThe common settings screen tunes how booking works day to day — defaults, sort orders, limits — while the information page and the help configuration shape what users read.
- Configure integrations: email, Hamilton API and web servicesThe Configuration section connects Hamilton Meeting to its technical environment: the SMTP server that sends the emails, the Hamilton API used by mobile and modern services, and the web services…
- Configure reference data: civilities, countries, cities and special daysA large part of the administration is reference data: short lists that feed the forms everywhere. All these screens share the same list pattern — learn it once, use it…
- Configure taxes, tariffs and imputation codesWhen rooms or services are charged — to clients, or internally between departments — three datasets come into play: VAT rates, tariff types with their prices, and the imputation codes…
- Connect your calendars: Exchange, Microsoft 365 and WebexCalendar synchronization keeps Hamilton Meeting and your mail platform consistent: bookings appear in the room calendars, and meetings created in Outlook occupy the rooms in Hamilton Meeting. Webex integration links…
- Create and configure meeting roomsThe room record drives everything users see when they book: name, capacity, layouts, opening hours, photos — plus the integrations attached to each room (calendar sync, presence control).
- Customize email templates and notification recipientsEvery email Hamilton Meeting sends — booking confirmations, changes, cancellations, reminders, validation decisions — comes from a template you can edit, per site and per language. Distribution lists add fixed…
- Define booking validation rulesValidation rules decide which bookings need human approval before they are confirmed — typically for prestigious rooms, external events or paid bookings. Rules put bookings on hold; validators decide.
- Find and merge duplicate recordsDuplicates creep in: the same person typed twice, a company spelled three ways. The deduplication tool finds candidate duplicates by comparing the fields you choose, and merges them without losing…
- Import data and schedule automated tasksThe tasks engine feeds Hamilton Meeting from your source systems: scheduled imports of residents from files or web services, photo imports, purges and notifications — running automatically, in order, without…
- Manage permissions with user and room groupsTwo group systems control who can do what: user groups carry the functional rights (what features an account can use), and room groups carry the room access (which rooms an…
- Manage residents, companies, departments and servicesResidents are your organization's people — the bookers, hosts and participants of every meeting. Their records carry the company, department and service used across bookings, filters and statistics.
- Manage room layouts and fixed equipmentLayouts describe how a room can be arranged (theater, U-shape, boardroom) and set its capacity in each arrangement. Fixed equipment describes what is permanently installed and powers the equipment search…
- Manage the services catalog: families, services and suppliersThe services catalog is what bookers can order with a room: catering, equipment, room set-up. It is organized in families and subfamilies, each service carrying its lead time, preparation needs…
- Manage usersA user account is what people sign in with. Each account is linked to an employee (resident), belongs to a rights group, and can be dedicated to one person or…
- Manage visitor records and statusesExternal participants invited to meetings become visitor records in Hamilton Meeting. Administrators maintain these records and the reference lists that describe them: statuses, companies and functions.
- Set up room tablets and display screensTwo kinds of devices extend Hamilton Meeting to the corridor: door tablets at each room for on-the-spot booking and check-in, and display screens showing several rooms' availability at a glance.
- Set up sites, buildings, floors and parkingsRooms live somewhere: a site, a building, a floor. Setting up this hierarchy first makes every later step — rooms, desks, plannings, statistics — fall into place.
- View and manage licensesHamilton Meeting is licensed per usage; the Licenses screen shows what your organization is entitled to and what is consumed. Knowing where you stand avoids surprises when new users arrive.