BELOS^© –
Gestion des salles et bien plus encore.

BELOS^© Basis.

Gestion des salles et des réservations professionnelle.

Taux d’occupation des salles optimisé.

Réservez vos salles de manière rapide, simple et intuitive. Directement dans votre calendrier personnel via l’Add-In BELOS^© Outlook, sur le client IBM Notes, via votre navigateur Web directement dans l’application ou encore sur votre smartphone via l’application BELOS^©.

Fonction de blocage.

Vous pouvez réserver des salles à des dates provisoires et vous serez prié de confirmer la réservation à temps avant la date prévue. Ainsi, aucune salle ne sera inutilement bloquée.

Diverses configurations de places assises..

Par salle, vous pouvez enregistrer différentes configurations de places assises et de capacités d'accueil en personnes. Vos utilisateurs choisissent la configuration nécessaire à leur événement et les collaborateurs responsables de l’installation des salles reçoivent automatiquement une commande correspondante par e-mail ou directement dans BELOS^©.

Délais de carence.

Vous pouvez définir un délai de carence pour chaque salle. En d’autres termes, pour les mesures d’installation et de démontage éventuellement nécessaires, la salle est réservée au-delà du temps nécessaire pour la réunion. Ces délais de carence prédéfinis peuvent être modifiés manuellement à tout moment.

Droits de réservation de salles..

Chaque salle peut être attribuée à une personne ou à un groupe de personnes qui peuvent alors décider des réservations. Il est possible d’accorder un droit de réservation directe ou la personne responsable de la salle peut autoriser l’utilisateur à réserver la salle.

Regroupement de salles.

BELOS^© est en mesure de gérer vos regroupements de salles de manière optimale. Les salles divisibles peuvent être fusionnées. En réservant une partie d’une telle salle ou un regroupement de salles, les autres parties de salles nécessaires sont automatiquement bloquées. Les surréservations de certaines parties de salles sont donc évitées avec fiabilité. Les différentes possibilités de partage et de fusion de salles sont transparentes pour chaque utilisateur.

Rendez-vous récurrents.

Vous pouvez enregistrer les réservations comme réservations récurrentes. Dans ce cas, BELOS^© vérifie la disponibilité de la salle à toutes les dates requises. Vous pouvez modifier la réservation ultérieurement, soit pour toutes les dates, soit pour des dates individuelles.

Filtres et statistiques.

Découvrez grâce aux filtres et aux options de statistiques intégrés, le taux d’occupation de vos salles de réunion, le nombre de réservations et les services ou les centres de coûts auxquels elles sont attribuées. Les rapports et les statistiques sont librement configurables, c’est-à-dire que vous avez toujours la possibilité de créer ou de modifier des statistiques en fonction de vos besoins.

BELOS^© Salle.

Perfectionnez la gestion de vos salles et simplifiez ainsi la réservation de vos salles.

Salles.

Que vous ayez 2 ou 2 000 salles : elles sont toutes enregistrées dans ce module et peuvent être configurées avec leurs particularités individuelles. Comme par exemple les regroupements de salles : vous avez des salles qui peuvent être agrandies ou réduites par des cloisons ? Pas de problème pour BELOS^©. Cette fonction est également prise en charge professionnellement.

Diverses configurations de places assises..

Définissez au préalable pour chaque salle la configuration de places assises appropriée. Indiquez encore la capacité d'accueil en personnes définie pour la salle et lorsque vous recherchez une salle, BELOS^© prendra en compte ces critères de manière fiable.

Droits de propriété.

Dans de nombreuses entreprises, les salles sont attribuées à des services spécifiques. Il va de soi que seuls ces services ou personnes doivent pouvoir décider qui peut occuper la salle.  Le processus intégré envoie automatiquement la demande de réservation au propriétaire de la salle, en fonction de la structure de droits que vous avez définie. La demande ainsi que l’autorisation ou le refus sont toujours traités dans votre client Outlook ou Notes.

Accessibilité.

Définissez les salles accessibles aux personnes à mobilité réduite et mettez cette information à la disposition de vos collaborateurs comme critère de sélection possible.

BELOS^© Participants.

Faites de votre réception la carte de visite de votre entreprise.

Participants..

Les participants externes sont enregistrés lors de la planification et attribués à une réservation. De ce fait, vos collaborateurs à l’accueil auront une vue d’ensemble rapide de tous les visiteurs attendus et de leurs interlocuteurs, ainsi que toutes les informations nécessaires au rendez-vous, comme la salle de réunion, les visiteurs avec hébergement etc.

Badges visiteurs.

Imprimez rapidement et facilement des badges visiteurs professionnels et personnalisés sur votre modèle individuel. Si nécessaire, le centre de coûts associé peut également être imprimé sous forme de code-barres pour simplifier la facturation dans votre restaurant d’entreprise, par exemple.

Confirmation d’inscription et e-mails d’information.

Lors de l’inscription d’un participant, un e-mail de confirmation automatique peut être envoyé contenant toutes les informations importantes pour le visiteur (par exemple plan d’accès, lieu et heure de l’évènement, etc.). Vous pouvez également créer de tels e-mails d’information sous forme de tableau pour envoyer à vos intervenants une liste de participants, par exemple.

Check-In / Check-Out.

En un clic de souris ou encore en faisant scanner un code QR, vous pouvez enregistrer l’arrivée ou le départ de vos visiteurs et des participants à la formation. Ainsi, vous avez à tout moment une vue d’ensemble actualisée de toutes les personnes externes qui se trouvent actuellement dans vos locaux. Sur la base de ces données, des statistiques sur la fréquence des visiteurs etc. sont également possibles.

Listes de participants.

Créez rapidement et facilement une liste de participants pour votre évènement ou votre formation afin de la mettre à disposition et de la faire signer le jour J.

Réservations d’hôtel.

Avec le module « BELOS^© Participants », vos collaborateurs peuvent gérer directement les demandes de réservation d’hôtel pour vos invités et vos visiteurs. Le logiciel prend en charge les réservations de chambres d’hôtel individuelles et de contingents de chambres (p.ex. lors de grands événements).

Intégration de sources d’adresses existantes.

Utilisez vos bases de données d’adresses ou systèmes CRM existants pour intégrer les données des participants déjà enregistrées dans BELOS^©.

Envoi d’invitation depuis BELOS^©.

Envoyez à vos participants internes à la formation ou à l’événement des invitations calendrier au format iCal qu’ils peuvent accepter ou refuser en un clic de souris. Ceci permet de voir immédiatement l’état actuel d’acceptations et de refus dans le module « BELOS^© Participants ».

Wifi invité.

Vous voulez mettre un accès wifi à disposition de vos invités ? En connectant les données du module « BELOS^© Participants » à votre système wifi, les informations d’accès sont créées automatiquement et peuvent être enregistrées sur le badge visiteur. Lors du Check-Out de la personne, l’accès est automatiquement supprimé.

Instructions de sécurité.

Si vos visiteurs et vos invités ont reçu des instructions de sécurité, cette information est enregistrée dans BELOS^©. Après l’expiration du délai que vous avez prédéfini, les collaborateurs à l'accueil recevront une notification indiquant que le visiteur doit recevoir de nouvelles instructions.

BELOS^© Display.

Connecting digital room signage, welcome displays and visitor guide systems.

Welcome displays.

Greet your guests with an digital reception display as soon as they enter your building. You can welcome them by name or select a general welcome message, for example for large events.
BELOS© Display gives your visitors and employees all the information they need.

Digital directions & visitor guide systems.

Effortlessly guide your guests to their meeting room or event location using digital guide systems.

Digital door signs.

Use state-of-the-art displays hung directly at the entrance of your rooms to indicate which events or meetings are currently in progress, as well as when upcoming events are scheduled to begin. You can also specify additional information such as speakers, attendees and much more. Decide which rooms can also be booked spontaneously through the door display. Want to reduce no shows by avoiding rooms being booked and then no-one using them? Then BELOS^© arrival confirmation is for you. Once a pre-determined period of time has elapsed since the start of the meeting, the room will once again be made available if the meeting has not been confirmed to take place on the digital sign. Managed to wrap things up earlier than expected? Simply tap to end the meeting on the door sign so that it can be booked by someone else.

Time-controlled displays.

Decide for yourself the order in which information is to be displayed on your various displays, as well as for how long.

Desk sharing displays.

Using the small yet modern displays, your mobile workforce can book a desk on the fly and make them available again as they leave. Our desk sharing displays are equipped with LEDs so that everyone can see whether a desk has already been booked or not.

Corporate design.

All displays will be designed to reflect your corporate design using CSS.

Additional information.

You can also use your displays to show promotional videos of your business or slideshows, presenting topics that are important to you. BELOS© also offers many additional options to enhance your display content.

BELOS^© Desk Sharing.

Book a desk in just a few clicks.

Easy to manage and book.

BELOS4web Desk Sharing makes it quick and easy to book a desk. View availability for specific dates and times through the BELOS^© web interface and book your spot

Overview monitors.

View the number of available and booked desks per building, floor and room  and book your desk with just a few taps on the touch display.

Room monitors.

Similar to floor and overview monitors, room monitors, you can use room monitors to show the available and booked desks per room.

Customisable.

You decide for how long and when a desk can be booked, how many are available and where they are located.

BELOS^© Catering.

A catering module that connects to external service providers.

Catering catalogue.

Select your catering from a catalogue that can be defined as needed for each site.

Standard packages.

Define standard catering packages your employees can book with the click of a mouse for meetings or whole-day events.

Multiple catering providers.

You can select a specific catering provider for each site—regardless of whether you use external providers or in-house services.

Automatic quantity adjustments.

The catering quantity is automatically adjusted if you change the number of event attendees. The number of accepted or declined invitations from BELOS© Attendees is also taken into account.

Options.

Select whether the catering should be ready before the start of the appointment or should be delivered at a certain time, for example.

BELOS^© Resources.

A resource and service module connecting providers.

Resource management.

In the Resources module, you can store all the resources, tools and other items you need for your appointments and events, as well as services that are necessary for preparation, implementation or follow-up.

Room-dependent resources.

Different rooms often offer different technical capabilities. BELOS© takes this into account. A speaker system or stage, for example, can only be booked for rooms able to accommodate them. Define in advance which equipment, such as smart displays, projectors or presentation technology, is permanently available in which rooms.

Room service.

BELOS© lets you book not only equipment (available in specific quantities), but also a variety of services, some of which can be provided across multiple rooms. These include laying out informational material and booking wardrobe or security services, etc.

Set-up time.

If necessary, you can define custom set-up and take-down times for each of the resources you’ve configured. This ensures that no one books the required room during the time needed to set up PCs for a training course, for example.

Providers.

Assign different providers to your resources, for example by type. These providers, who are responsible for setting up and taking down resources, will receive automated e-mails containing their upcoming tasks for the next few days. Alternatively, you can also notify providers about current tasks directly in the program view and print task lists.

Automatic follow-up bookings.

Your event may require more than one piece of equipment. If not all required quantities were available at the time of the original booking, these are automatically booked once additional resources are freed up, for example when another request is cancelled.

Visitor parking spaces.

Assign your visitors a parking space as soon as they make an appointment. In combination with the Display module, you can even equip parking spaces with electronic displays.

BELOS^© Outlook add-in.

Full integration with your personal Outlook calendar.

Room booking, media and more.

Book or request rooms, media, catering, vehicles and much more directly in your own Outlook calendar.

Quick access to equipment, services and catering.

Easily select accessory packages, such as room equipment, services or catering. You can also record external attendees directly while booking.

Quick access for room information and rescheduling.

All bookings are taken into account when an event is rescheduled. Get access to room information, such as pictures, layout, location in building or equipment.

BELOS^© Fleet.

Centralised management of pool vehicles and direct booking through your calendar.

Book and request vehicles.

The BELOS© Fleet module lets users book a pool vehicle directly, or submit a booking request, depending on the permissions you have previously configured. BELOS© determines if a person can request a specific vehicle or merely pick from a vehicle category based on their individual permissions.

Booking periods.

BELOS^© Fleet enables users to indicate any booking period lasting longer than 24 hours.

For example they can indicate that they will pick up the vehicle at 4pm on Monday and drop it off at 10am on Wednesday. Vehicles can also be booked on a recurrent basis.

Approval process.

Car pool management approves and/or assigns requested vehicles using an approval process. This workflow also handles change requests.

Vehicle and key hand-over, verification of driving licence.

The hand-over and return of the vehicle and its keys, including the specific time, are documented in the car pool module. You can also enable the option to require that driving licences be verified.

Rental vehicles.

In addition to existing pool vehicles, you can integrate requests for rental vehicles into the process. The request, hand-over and return of rental vehicles are simplified, and BELOS^© also supports one-way processes—in other words just the hand-over or just the return of the vehicle.

Dates.

Various operating data and key dates, such as technical inspections, leasing end-dates, etc., can be recorded for each pool vehicle. This information is then made available to car pool management in a central calendar.

BELOS^© Events.

Plan and organise your in-house events.

Central event overview.

Use the BELOS^© Events module to group together multiple bookings related to an event or events spanning several days. This could be an event that includes multiple time slots in a single day, or a training seminar offered regularly. This allows you to quickly and easily display on which days your product training courses are scheduled, for example, who has registered for which training date and which dates still have open spots.

Integrated task management.

For each event type, record a task list from which you can assign tasks to employees and stay up to date on their progress. The individual tasks can be assigned to employees using Lotus Notes ToDo and, with BELOS4web Version 4.5 or later, also as an Outlook task.

Attendance and other certificates.

Create templates for documents you wish to print for event attendees. This is done for BELOS4notes using your existing Microsoft Word templates and mail merge with attendee data. Documents are saved directly in BELOS^© so you can use them again at a later date. When you use BELOS4web, this comes bundled with the professional BIRT form generator to create templates.

Planning documents.

Add files such as the agenda, calculations, presentations and attendee documents for your event. This helps avoid time-consuming searches for required documents on your file system.

Event templates.

Recurring events, including the required data and documents, can be saved as a template for the future with BELOS4notes. This cuts down on planning time by providing access to templates and information from previous events.

Publish events.

Publish your events, seminars and other important dates with the click of a mouse on your website in conjunction with the BELOS^© online registration module, allowing attendees and guests to register themselves.

BELOS^© Online Registration.

Your platform for attendee management.

Publishing.

After creating an event in the BELOS^© Event module and publishing it online, interested parties can inform themselves and sign up for the event online. These registrations automatically appear in BELOS^© and can be accepted after a quick check which then changes the attendee’s status from “Online registration” to “Registered”.

Accessing event date information.

People interested in taking a training course offered on a recurrent basis are able to register for specific dates and times. When planning the event, you can access information about which time slots are most popular, allowing you to assign rooms large enough to handle the group size.

BELOS^© Feedback.

Your platform for feedback management.

Custom feedback surveys.

Create your own feedback surveys for events, deciding whether or not to group questions by topic. You can ask custom questions about the event or topics and define the answer format yourself. These can include, for example, ratings on a scale, smilies, yes/no or free-form responses—anything is possible with BELOS^© Feedback.

Submit feedback online.

Attendees can submit surveys either on their own mobile device (you’ll simply provide a QR code or link) or one supplied by you. Surveys are fully anonymous and easy to complete, ensuring that you’ll receive more—and higher-quality—event feedback.

In addition, you can choose to ask for any type of information, not just event-related. Ask your customers or business partners questions about specific topics to obtain a clear picture of the situation and make an informed decision.

You can also conduct a general customer satisfaction survey or ask about their need for new products or services. The possibilities are virtually endless.

Survey results.

Do away with the tedious task of compiling survey results manually. BELOS^© Feedback automatically generates a summary of survey responses, giving you a transparent overview of the results in no time. Not only will this save you hours of work, it also minimises potential errors.

BELOS^© Invoicing.

Create a detailed breakdown of the rooms, resources and vehicles booked, as well as the catering and other services ordered.

Price configuration.

The prices for each room, resource, catering item or vehicle can be recorded centrally for invoicing purposes.

Invoice attachment.

Generate invoice attachments for specific events or several events organised by the same person/department over a defined time period. All of the costs relating to this event or time period are displayed as individual invoice items. Each invoice item can be edited to reflect discounts or specific flat rates. Additional invoice items can also be added manually. The document thus generated provides a detailed outline of the invoiced costs, which is then attached to the invoice from your ERP system.

Export.

Invoice items, including those added manually (see above), can be exported to other systems via standard interfaces such as LEI, DECS, etc.

BELOS^© Tours.

Informative thematic tours and plant visits.

Customised.

Choose the topics important to the tour, such as key product lines, as well as the scope and the languages.

Targeted.

You’ll be sure to always select an employee with the right skills to guide each tour.

Straightforward.

Quickly and easily verify the availability of your guides and book them directly in BELOS^©.

Comprehensive.

Those responsible in each department to be visited during a tour are automatically notified.