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Conference Room Scheduling Software

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We think the internet and the adoption of

trends on the internet are leading indicators

for the upcoming innovations in the

enterprise. We are passionate about helping

our customers interpret, leverage, and

maximize the business benefits of these

incremental or disruptive trends and making it

a reality in their operating environment.

Be a leader in the adoption of new and

significant trends in the technology

marketplace that influence our customer’s

business. Pace ourselves to the urgent needs

of our customers. Be a trusted Advisor. Add

value to every relationship.

SOME OF OUR FLEXSPACES CUSTOMERS

Uncompromising focus on the success of

every relationship, project and solution. We go

the extra mile, stay the extra night in our quest

to help our customers achieve the 110%

results from the investments they are making

with us and the solutions we build.

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Since 2005 been developing and managing SharePoint

Infrastructure and Solutions for 100s of clients worldwide.

Implementations include – SharePoint Architecture,

Infrastructure Implementations, Enterprise Intranets, Business

Applications, Business Intelligence, Industry Applications

among many others

Current Services include Office 365 Implementations, Azure

and SQL Cloud Implementations, SharePoint 2013

Migrations and Implementations, Business Solutions, Web

Portals and Intranets, Office and SharePoint Apps

Development

Developing many different types of Apps including

FlexSpaces, eContract , Self Service Apps, Facilities Apps,

among others.

Copyright © 2014 Optimus BT. All rights reserve

Why need for a FlexSpaces Solution

Most email programs like Outlook and Lotus Notes provide basic resource calendar based booking

capabilities. There are some unresolved issues with these software , some of them are…

No control on double booking or reservation deletion or moving of reservations because it is an honors system

for managing reservation.

First come, first serve reservation method with no ability to designate or intervene or use discretion for reserving

conference rooms.

No metadata stored with the conference rooms so cannot tell the capabilities of each conference room, or

workspace. Also location of conference rooms is not marked on floor plans.

Facilities cannot manage or schedule temporary outages and unavailability of rooms.

Inability to setup and manage approvals for reservations of any spaces.

Inability to specify workflow condition.

Copyright © 2014 Optimus BT. All rights reserve

Key Benefits to an organization implementing FlexSpaces

Manage booking of cubicles and offices for visitors, consultants and traveling employees with our workspace

hoteling feature.

FlexSpaces can be completely branded to your company’s branding and color schemes, and logos.

Providing opportunity to generate additional revenues by leasing out the unused spaces on weekends for

external users.

Leverage your booking processes by placing Catering, additional amenities request as well as other internal or

external service along with reservation request.

Copyright © 2014 Optimus BT. All rights reserve

Browser-based scheduling helps to reserve Workspace/ Room from

potentially anywhere.

Floor Plan feature gives Virtual way to view, map and tag spaces right

from the floor plans in a self-service manner and reserve directly.

Conference

Room

Meeting

Room

Cubes

Workstations

Development

Lab

Projector

Room

Induction Hall

Conference

Room

Solution installed on your own server/host, so no longer have to pay

periodical fee or commissions.

Copyright © 2014 Optimus BT. All rights reserve

Easily generate consolidated invoices for catering order placed.

Key Benefits to an organization implementing Flex Spaces (Cont.)

Key Features…

Schedules meeting directly from calendar or simply from floor plan view.

Waiting list facility for the user of restricted Rooms/Workspace.

Eliminate double booking conflicts and optionally incorporate approval processes for better meeting space

coordination.

An outlook interface that integrates meeting calendars with FlexSpaces site and infrastructure.

Users can extend the reservation time if meeting exceed s the time limit.

Invite multiple participants for the meeting and send intimation mails with complete meeting details

automatically through the system.

Automatic remainders to all participants if any last moment change occurs.

Role based access to different users.

Copyright © 2014 Optimus BT. All rights reserve

System Settings

A centralized SharePoint Portal and Reservations database to

manage all reservations along with rooms, resources and order data

with extensible forms and metadata for rooms, catering and

resources.

Personalized dashboard window provides activities you perform

most, as well as quick overview of the day's activities and updates.

My Dashboard

Copyright © 2014 Optimus BT. All rights reserve

Space Details

Multi-parameter search and filters capabilities for searching on rooms,

spaces and bookings based on location, time and other parameters.

Browse Spaces

See complete Space detail including Space type, Images, location,

hours of operation, amenities, and other features.

Copyright © 2014 Optimus BT. All rights reserve

Easy way to schedule Room/Workspaces, equipment, invites

participants and other services that meet your meeting needs.

Reservation Form

Availability check and instant booking of desired spaces in three

easy steps.

Quick Booking

Copyright © 2014 Optimus BT. All rights reserve

Advance calendar features of showing main calendar with Tentative color for

different type of reservations in Month/Week/Day view Expand/Collapse

facility if more than 4 events are registered on the same date.

Reservation Calendar

Administrative will have complete control of the reservations and user

prioritizations, they can decide which spaces or reservations can be created,

enabled, blocked, and managed in a seamless and secure manner.

Manage Reservations

Copyright © 2014 Optimus BT. All rights reserve

Approvals

Copyright © 2014 Optimus BT. All rights reserve

Advance reports for Management to track each and every booking

being carried out through the organization.

Reports

Set up custom workflow to manage rooms/workspace reservations

with the ability to approve, reject, swap, or bump reservations and

automatically notify changes.

Copyright © 2014 Optimus BT. All rights reserve

Floor plans

Setup floor plans with clearly marked meeting rooms and

workspaces, and comprehensive search to locate rooms and office

spaces.

Copyright © 2014 Optimus BT. All rights reserve

Product Demo

Configuration

Discovery

Feedback

Deployment

UAT

Sign Off

Product Implementation

Model

BUSINESS PROCESSES & REQUIREMENTS ANALYSIS

CONFIGURATION & CUSTOMIZATION IN CLOUD

CLIENT WALKTHROUGH & OPTIMIZATION

CLIENT SIDE INSTALLATION

TRAINING & ACCEPTANCE

GO LIVE & SUPPORT

1. Initial Process Questionnaire

2. Requirements Gathering

3. Gap Analysis Document

4. System Customization & Configuration Document

1. Cloud Environment Setup

2. Setup of Data model

3. Feature Activation

4. Configuration of Workflows, Artifacts, Views etc.

5. Implementation of Custom features, if any.

1. Walkthrough of Cloud Implementation with Client

2. Feedback Tracking

3. Updates and Optimization

4. Staging Acceptance1. Packaging of Optimized Product

2. Setup of Client side environment

3. Product Installation

4. Installation Checklist

5. Migration of existing content

1. User Acceptance Testing

2. Administration Training

1. Release to all target audience

2. Project sign off

3. Start of Support Phase

Copyright © 2014 Optimus BT. All rights reserve

Implementation Methodology

Copyright © 2014 Optimus BT. All rights reserve

Q&A

About Us

Optimus BT (http://www.optimusbt.com) is an Atlanta based SharePoint & Cloud Software Company that

has helped many Fortune 500 and Enterprise customers implement space scheduling, robust contract

management, procurement, commerce and supply chain solutions over the last seven years. In addition to

Flexspaces we also market eContracts software among others.

If you have any questions or requests, please don't hesitate to call us at (770) 569-1240 or email us

at [email protected]

2550 Northwinds Parkway, Suite 140,

Alpharetta, GA 30009, USA