Features
Manage your Meetings
How do you keep track of meeting space bookings?
On paper, and even a spreadsheet, is difficult to share as it’s instantly out of date.
Our meeting planner lets you specify all the details, including invitees, catering requirements and facilities, and give multi-user access to view or even edit the information.
Making changes is easy – just drag and drop and the details will live-update on everyone’s screens and even email update alerts to participants.
This isn’t just limited to conference rooms – you can reserve dining tables and other meeting spaces too.
Key Features
- Use for conference rooms, dining tables, lounges and more
- Three views - calendar, physical layout, list
- Multi-user: changes instantly update on other screens
- Capture catering requests
- List participating staff and guests
- Keep track of meeting overruns
- Output personal diaries by email or mobile app to staff
- Links directly to badging, messaging and digital signage modules
Benefits
- No more out-of-date spreadsheets
- Participants can be instantly informed of room changes
- Control to those who need it - customizable access rights to view and edit the data
- Colleagues back in the office or in the hotel can also be granted access
- Helps manage expectations
- Insight to make best use of precious resources
Digital Information Signs
Keep everyone informed and free up admin staff time by displaying the live appointment schedule on a wall mounted screen or tablet. These can be fully branded, and set in either ‘airport departure lounge’ mode or designed for the doors of individual rooms to be an interactive door sign.
Key Features
- Signs are fully branded to suit your corporate environment
- Customizable display of meeting information
- Include pages of other information (e.g. 'noticeboard', amenities list, product advertisement)
Benefits
- Provides all staff with live, accurate information, freeing up admin staff
- Reinforces a slick, professional and organised operation to visiting guests
Badging
For identity and security purposes, you may want your guests to wear branded badges.
Ordinate produces high quality colour badges in seconds, with unlimited possibilities of design and credentials. The badging module links straight in to the meeting planner, so expected guests can be handled at the touch of a button.
Key Features
- Option of plastic card and thermal paper card badges
- Fully branded to your design
- Unlimited flexibility of printed credentials
- Option to include validity dates, photographs, language flags and more
Benefits
- Assists your staff and security team in knowing who is eligible to enter your private areas
- Eases communication with standardized identification
- Reinforces your brand
Location Tracking
Trying to find staff in a busy environment can be challenging at the best of times, but when an important customer is waiting, those precious few minutes can make a big difference to the outcome of a sales pitch.
Ordinate provides discreet radio tags that your staff carry in their pocket. A digital map on the reception desk – or on our mobile app – can then pinpoint in real time the location of the required member of staff. Think of it as GPS indoors.
Key Features
- System fully installed, configured, supported and managed at the event
- Supports multiple venues (e.g. chalet / booth / pavilion) via LAN
- Locates bearers within approx 5 metres every 10 seconds
- Mobile app also available to view locations, so roaming staff can find colleagues
Benefits
- Drastically speeds up finding the right member of staff for a new customer
- Frees up time (and legs) of support staff
- Superb first impressions for the customers
Fleet Management
Whether you have chauffeur-driven cars or golf carts, these resources need managing to ensure you get the most out of them. As with the meeting planner, vehicles can be booked by time slot, and passengers allocated to them. Staff can make transport requests and bookings can be updated instantly.
Enhance the data with specific car and driver details too, so staff and drivers both know who to expect.
Key Features
- Reservation book for permanent vehicles (or those available throughout the event)
- Log ad hoc requests to be fulfilled by an external supplier (e.g. taxi firm)
- Create passenger lists for each journey, e.g. for hotel-show shuttles
- Links with messaging module to notify passengers of departure
Benefits
- Helps ensure that vehicles are prioritised appropriately
- Ability to inform passengers reduces admin work
- Understand utilisation to plan requirements more effectively
Staff Logistics
Co-ordinate all the hotel and travel arrangements of your staff, and keep everyone—including multiple suppliers—constantly up to date.
Ordinate holds all of the details of your staff attending the event in an easily manageable and accessible portal, and you can even give all staff system access to provide their own details.
Key Features
- Admin team can take control, or empower individual staff to provide their own details
- Store hotel requirements, travel plans, identity documentation, badge credentials and more
- Share information with suppliers, hotel booking lists
Benefits
- Admin team can share access to information
- Reduces need to chase staff to provide details
- Reduces workload in updating suppliers of changing requirements
Guest Registration
Ordinate enables you to manage your guest list and gather your sales leads efficiently and accurately through customizable data forms, import from your CRM, or at select events by scanning guest event badges which will load their full details, including photos, directly into your database.
Key Features
- Capture details of customers, partners, suppliers, media and other guests visiting your exhibition area
- Link guests to host members of staff
- Add additional custom data
- Advanced data entry tools to ensure high quality data
- Forms can be completed internally or made 'customer facing' for them to self-register or RSVP
Benefits
- Advance data collection helps you plan, and increases efficiency on-site
- Empowering customers to provide own data increases data quality and engages them with your brand at the event
Messaging
Send messages and alerts via SMS or mobile app. Useful to inform staff of a guest’s arrival, transport and meeting information, or send a bulk message to all staff with latest news.
The messaging features integrate directly with other software features, so it is simple to contact all people participating in a particular meeting, or booked onto a certain shuttle bus.
Key Features
- Messages can be sent individually or in bulk to custom lists (e.g. meeting participants, members of a department)
- Message templates allow one-click send of common messages
- Auto-generate context-sensitive templates, e.g. embed guest or meeting name automatically in template messages
- Messages can be sent via SMS, Email or Mobile App
- Can be integrated into other modules (e.g. meeting planner, fleet management)
Benefits
- Receptionists can notify staff without having to search a cellphone number and type on their own handset
- Notifying in bulk saves a lot of time and provides a quicker service to the customer
Information Portal
A digital noticeboard. Useful to keep staff informed of what’s going on during the week, or helping temporary staff assimilate into your organisation.
This can replace an event handbook, and live updates are instantly available to your team on their mobile device.
