The emergence of Onemeeting System

We were looking for a multi-property system that was more customer-focused to fulfill our mission of "never saying no again." When we couldn't find this in our existing systems, we set out to develop a system ourselves that would, at a minimum:

The internal processes could be digitized and automated;
Allow locations to collaborate in one database;
Our customers could make and manage bookings online with real-time availability;

Core of OMS Onemeeting System

The core features of OMS Onemeeting System are:

Customer registration – companies and contacts, in hierarchy if applicable.
Sales – manage customers, appointments, production figures, fixed-price contracts, and discounts.
Reservations – multi-property capabilities, yield and revenue applications, packages or individual items and room rentals, automated confirmations, linked tasks, and alerts.
Operational – planning tools, reports, additional sales tracking.
Invoicing – central invoicing, digital pro formas and invoices.
Aftercare – aftersales registration and reports, complaints management system.

OMS Onemeeting system is linked to the Onemeeting.com website with client portal

The venues each have their own dedicated page with beautiful photos and relevant information to inspire website visitors. They can also be booked with real-time availability and pricing. OMS Onemeeting System and Onemeeting.com are unique because the worlds of online and offline booking converge and are fully supported within a single database. This means that complex or international bookings made with the help of Meeting Experts are still displayed online by the booker in their personal account and can be managed there. OMS is designed to make all information accessible to the booker in their personal account, located in a secure section on Onemeeting.com.

In this personal account, users can find all confirmations, quote requests, invoices, changes they've made online, and anything processed offline by our Meeting Experts. A dashboard provides an overview of all pending actions for completing future bookings. Contractual agreements between the company and venues are visible online in the account and are applied directly to both online and offline bookings made by this client at the venues.

Future of OMS

System development never stands still. The OMS Onemeeting System and our website, Onemeeting.com, including the client portal, are managed by our own team of functional administrators in the Netherlands and a permanent team of developers at The Gateway Digital in India.

We work daily on new features and improvements to current procedures, keeping our users closely involved. We operate with a four-week development cycle for uploading improvements. This involves feedback from both customer use (our ambassadors) and internal users. All input is compiled into a wish list. This list is prioritized using our own assessment method, where efficiency and commercial value are both considered in determining priorities. The wish lists have been digitized and are shared with our development partner, The Gateway Digital. Weekly meetings are held to discuss the work and schedule. Larger projects are handled alongside daily activities.

Ultimately, Onemeeting's ambition is to support all processes internationally, fully digitally and automatically, with the OMS Onemeeting System.

Features and Modules

OMS [OneMeeting System] consists of several modules. These modules are organized by function; there are modules focused on customer management for commercial activities, modules for operational implementation at the locations, and modules for the financial processing of bookings by the administration. Additionally, there are several supporting modules for comprehensive reporting and efficient task management for users.

Customer profiles

Our customer database is managed by our sales managers and reservationists. Everything we know about companies and their contacts is stored and managed here.

Contract management

Appointments with clients are stored centrally and automatically applied to bookings made by both the Meeting Expert and the client online.

Reservation wizard

This module is where we initiate and manage reservations. It supports sales conversations and connects to many other modules to efficiently compile all the information from the system into a reservation. This includes customer preferences, contract agreements, hiring policies based on yield and revenue settings, location details, and reminders to stay in touch about the reservation.

Dashboard

An automated to-do list for employees, where tasks can be created, automatic reminders for reservations appear, and messages can be received and sent to/from colleagues.

Planboard

Overview of available and reserved spaces within a location, planning tool for both operational and reservations.

Operational

Several sub-modules focused on the operational departments within the locations, where reservations and expected arrival times of reservations are managed:
Booking Search: Manage your bookings and easily find out which bookings are scheduled.
In-house: Arrival overview for the operational department, registration of key issue and receipt, adding extra items on the day itself, such as extra catering during the day.
Day closing: Forwarding reservations to the AFAS financial system for (digital) invoicing.
Single-use sales: This POS module is for the operational department at the location. When visitors purchase a parking ticket or other items directly, this can be registered in the Single-use sales module, after which an invoice from AFAS is returned as proof of payment to the visitor.
Cash register management: At the end of a shift, the cash register is closed. All items sold through the Single-Use module are recorded, including the payment method, after which the cash register can be closed.

Contact on location

The preferences of regular contacts are requested and stored here to provide the best personal service at the locations.

Meeting map

A module specifically for Onemeeting's Meeting Experts that allows them to easily find the best location for a request using extensive search filters and a map overview.

Reports

Reports categorized by function for both operational output and registration and analysis of all available data.

Our sites

Content from the locations for online publication and management of reservation information such as rooms, capacities, and BAR prices per day part.

Administration

The OMS Onemeeting System management module, where items, packages, prices, and user rights are managed.

Configuration

Manage the permanent setup and various parameters of the OMS Onemeeting System. This includes parameters for user notifications in their dashboard, online booking rules, country and language settings, room category settings, and user role configuration with associated rights.

AFAS log

All communication from OMS Onemeeting System to AFAS can be viewed in this module within the application. This provides insight at any time into when which information was sent to AFAS via the connectors and whether it was successful.