MeetingMatrix: Property Administrators Guide
Welcome! We know switching to a new system can feel daunting, and finding the time can be challenging. Here's a handy guide to keep you on track and make your transition as easy as possible. You'll love the new system once you're acquainted with it. We're so glad you're here!
|We're here to support your journey. Training and Help is always on hand anytime you need. Click whenever you see it to learn more about the page.|
|Learn the lingo. There are some differences in the terminology. Bookmark the Glossary so you can reference the terms you read, or hear from colleagues, trainers, or Amadeus support representatives. You'll know the difference between a meeting space and a room diagram in no time!|
|Why not print a copy of this checklist and mark off tasks as you go? There are helpful videos that won't print though, so make sure you don't forget to come back and watch those.|
Getting Started Guide
Before you start, click your name in the upper-right corner of the page, click My Profile, and then set your preference for Measurement (Imperial or Metric) and language.
If you are responsible for multiple properties, repeat the steps for each property you have access to.
If you have someone to assist you, jump to step 6 and create their user profile so you can share the workload.
If your property uses the default tables and chairs that came with the system, skip to step 4. You can add custom sized objects once you have moved over.
Make sure you follow the steps in the order presented.
Time: Approximately 10 minutes
If you are a platinum or platinum plus customer, you've probably created new tables and chairs since your initial installation and you'll want to keep using these in the new system. In the steps below we walk you through exporting your most current setup information and importing it into Diagramming, meaning you won't have to manually create objects one by one. Hooray!
Open MeetingMatrix, click Help, and then click License. The version displays next to Edition in the License Details section. If your property uses a network and you're not sure which server the program is installed on, click License Server in the left side menu.
If you're using Gold, skip to step 4. You don't have access to the control panel but will find the same defaults you've been using are already waiting for you in Diagramming—where you'll now be able to customize table and chair sizes using the Resource Editor.
Open the Start menu on your workstation, navigate to the MeetingMatrix 2010 folder, click to expand, and select Control Panel.If your property uses a network
Log in to the server MeetingMatrix is installed on, then follow the steps above to look in the start menu. If you can't see it there:
Launch MeetingMatrix from the server.
Press and hold SHIFT + P on your keyboard.
Type "\controlpanel" at the end of the file path displayed in "App".
Highlight the entire file path, right click, and then select copy. The path will look something like the following:
[DriveName]:\ Program Files\MeetingMatrix International\MeetingMatrix 2010\controlpanel
Open file explorer, paste the file path into the address bar, and then press enter. Alternatively, follow the file path.
If the Control Panel does not automatically launch, contact your IT Help desk to request access to the MeetingMatrix 2010 Control Panel Application and provide the file path you copied. You must be an administrator or have access to the MeetingMatrix 2010 folder. Within the MeetingMatrix 2010 folder, the control panel will have the Type listed as “Application.”
Click Facilities..., select your property, and then click Open Facility.
Click File and then select Generate Reports.
Select Setup and then under Report Format, click CSV. These are your tables, chairs and other objects.
Click Save As, name the file "Setup", and then save the file on your desktop, or your preferred location. You'll need to find it again a little later.
Clear the selected check box and select Seating Preferences. These are your seating defaults.
Click Save As, name the file "Seating Preferences", and then save the file in the same location.
Time: Approximately 10 minutes
Don't skip this step, it's essential you do this to make sure your true capacities are calculated using the sizes of your tables and chairs. Follow the order stated below, you'll need your defaults in place before you can load your seating preferences.
Log into Diagramming, click your name in the upper right corner of the page, and then click Manage Resources.
In the upper-right corner of the page, click Import Resources.
Navigate to the folder where you saved the file for your tables and chairs, double-click the file named "Setup", and then click Import.
Click your name in the upper-right corner of the page and then click Seating Preferences Editor.
In the upper-right corner of the page, click Import Seating Preferences.
Navigate to the folder you saved the file named "seating preferences", double-click the file, and then click Import.
Time: Approximately 2 minutes per room.
We imported the rooms we created for you during your initial installation of MeetingMatrix and if we created anything for you since. If you made more on your own, you'll need to add those in. The easiest way to do this, is to import the MMR or DXF file for each room.
To create a single meeting space with a file upload:
- Click your name in the upper-right corner of the page and then click Meeting Space Editor.
- Click Create New.
- Click Upload a MeetingMatrix 2010 File or Upload a DXF File.
Browse to and double-click the desired file.
If you're not sure where to find your .mmr files open MeetingMatrix, press SHIFT+P, and note the Current path shown. Use that path to locate your files. You can copy and paste the file path into the address bar of the File Upload window and add “\Rooms\” to the end. It might look similar to this: C:\ProgramData\MeetingMatrix International\MeetingMatrix 2010\MMIDEMO\Rooms\.
Edit the Meeting space name, if needed.
- For DXF files:
- Select which layers to import.
- Select units from the Units drop-down list.
- Clear the Import colors check box, if you only want black lines and text.
- For DXF files:
- If you drew the room using the line or polygon tools, select the room outline and click Settings to convert it to an Outline. Go ahead and add anything else you need, you have full control of the Meeting Space Editor!
Click Save .
Time: Approximately 3 minutes per room.
Once this is complete, you'll be able to create diagrams using Automatic Layout to quickly arrange a room.
In AHD, click your name in the upper-right corner and select Layout Editor.
Select a meeting space.
- Confirm that the canvas displays layouts as you expect.
- Check the capacities match your physical capacity chart.
- You can adjust parameters for each style and room in the case there are variables.
- If you don't see a layout but expect to, use the seating wizard to set the room using the existing defaults.
- Save your changes after setting each style for every room in the list. This will automatically update the capacity chart.
Time: Approximately 2 minutes per room.
- Click your name in the upper-right corner of the page, and then click Manage Content.
- Click Capacity and review the capacities for each setup style are correct.
- Point to any new rooms you created and click Edit . Enter the reception capacity for the new rooms and then click Save.
- If you have a reduced capacity due to social distancing rules, enter the Capacity Factor, and click Save.
Time: Approximately 2 minutes per user.
Once this is complete, your team can log in to create diagrams.
- Click your name in the upper-right corner of the page, and then click Manage Users.
- Click Add and complete the fields displayed. See managing users for detailed steps and more information on the additional permissions required for administrators. Each user will receive an email with a link to Get Started. They must click the link and complete the registration process within 7 days of receipt. If they miss this window, contact Amadeus support to have the account reset
- Send them the hyperlink to the new users guide.
Upload your logo and enable three-dimensional render: Include a logo that prints on your diagrams and configure the interior finishes for 3D walk through. To configure these settings click your name in the upper right corner of the page, select Manage Content, and then click Options. Open Mange Resources and click 3D Preview to set the default model used for three-dimensional (3D) render.
Quick Room Plans: Build a shared library of your standard layouts to use as templates in quick rooms plans.
Custom configurations: You can save time and help your team produce visually consistent diagrams by saving groups of commonly used resources. For example, save an LCD projector grouped with a screen at a distance of 13 ft (4 meters). Or a legend to explain the colors applied to the seating plan for a wedding. You can always save these as you create them when drawing diagrams. Learn how to create custom configurations.
Once you are all moved over, we recommend uninstalling MeetingMatrix from your workstations. The MMS files will still be available, and these can be imported into AHD.
We're continuously developing based on customer feedback. New features are automatically available. When new features are accessible, you'll see a pop-up after you log in. Follow the link to see what's new. If you have feedback to share, we'd love to hear from you.
Stay up-to-date on new features by checking out the release notes. Each release is packed with new features and product fixes based on customer feedback.
If you'd like more information, here are some more helpful topics: