This page explains how to register and set up a shared meeting room in a multi-tenant settings.

What is a shared meeting room?

In Acall, a meeting room that can be shared among multiple tenants is called "shared meeting room".

By setting up a shared meeting room, multiple tenants in a same building can share a workspace (meeting room and equipment) and reserve it, or check the availability of a meeting room reserved by another tenant.

Registration process for shared meeting rooms

This is the general process for each tenant to use a shared meeting room.

As an example, if company A and company B share one meeting room, please take the following steps and set up the room.

• Step 1 (set by companies A and B respectively)
  • Create a meeting room and equipment you want to share
  • Reference: Register / Edit Workspace
• Step 2 (set by either company A or B)
  • Create a shared meeting room　※This is the subject on this page
    
• Step３(set by both companies A and B)
  
  • Link the shared meeting room created in Step 2 to the meeting room created in Step 1.
  • Reference: Register Shared Meeting Rooms in Multi-tenant Settings

 

Set up a shared meeting room for tenants

Set up a shared meeting room for tenants.

⚠️ ATTENTION
Only tenant administrator can set up.

 

Click [Multitenant] > [Meeting Room Settings] in the side menu of the Acall Portal.

 

Click [Add facility] from three dot leader in the Meeting Room Settings.

 

Enter the following fields.

 

Item	Detail
Name	Name for the meeting room/equipment.
Usage	Select whether the meeting room/equipment is for internal use, external use, or both.
Authentication type of Acall Meeting	Select the authentication method for Acall Meeting. ・QR code: Authentication method using Acall Mobile. ・Alphanumeric code(Worker code): Authentication method not using Acall Mobile. ※ Please set up only if you want to restrict the use of Acall Meeting when a worker start a meeting with "For visitors" or "For internal" or you want to keep a record of who has used the meeting room. For more information, please refer to [Make Worker Code Authentication Mandatory for Acall Meeting].
Price Setting	Select whether or not to set fees for the use of meeting rooms/equipment. If you want to set fee, please refer to the next section [Fee setting].

 

Click [SAVE].

 

⚠️ ATTENTION
Shared meeting rooms can not be shared among tenants only by setting up a shared meeting room. 
Each company must create meeting room/equipment and link to the shared meeting room.
Please refer to [Register Shared Meeting Rooms in Multi-tenant Settings]. 

 

Fee setting

⚠️ ATTENTION
If you want to set up fee for a meeting room/equipment, you need to set up cancel policy in advance.
Please refer to [Multitenant Settings - Meeting Room Cancellation Policy Settings].

 

Turn on "Price Setting" toggle.

 

Enter the "Price" for the meeting room and select the "Cancel Policy" that you set in advance.

 

Click [SAVE].

 

 

Set reservation cancellation time

When you connect shared meeting room to Acall meeting, you can set the time until the reservation is automatically cancelled.

 

Click [Multitenant] > [Multitenant Settings] in the side menu of the Acall Portal.

 

 

Enter the "Time to cancel" in the Meeting Room Settings and click [SAVE].

💡 NOTE
Auto cancellation time setting applies to all of your shared meeting rooms and it can not be set or turned ON/OFF for each shared meeting room.

 

Review billing fee list

You can review billing fees based on your shared meeting room settings and usage records.

 

Click [Multitenant] > [Multitenant Settings] in the side menu of the Acall Portal.

 

Click [List of billing charges] from three dot leader in the Meeting Room Settings.

 

Select the "time of occurrence," "billing company," and "place name" for which you want to review.

 

A list of billing fees will be displayed.

 

You can download the list by clicking [DOWNLOAD CSV] as a CSV file.