MeetingMatrix Property administrators guide

Time: About 10 minutes

If you are a platinum or platinum plus customer, you might have created new resources that you want to use in the new system. Follow the steps below to export your most current setup information and import it into Delphi Diagramming. This means you do not have to manually create objects one by one.

To identify which MeetingMatrix installation you have

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 are not sure which server the program is installed on, click License Server in the left side menu.

If you are using Gold, skip to step 4. You do not have access to the control panel but the same defaults you have been using are already in Delphi Diagramming. You can now customize table and chair sizes using Resources.

1. 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 do not see it, follow these steps:

   1. Launch MeetingMatrix from the server.

   2. Press and hold SHIFT+P on your keyboard.

   3. Enter '\controlpanel' at the end of the file path displayed in 'App.'

   4. Highlight the entire file path, right click, and then select Copy. The path might look like the following:

      [DriveName]:\ Program Files\MeetingMatrix International\MeetingMatrix 2010\controlpanel

   5. Open file explorer, paste the file path into the address bar, and then press ENTER.

      If the Control Panel does not automatically launch, contact your IT Help desk. You need to request access to the MeetingMatrix 2010 Control Panel Application and enter the file path you copied. You need to be an administrator or have access to the MeetingMatrix 2010 folder. Within the MeetingMatrix 2010 folder, the control panel has the Type listed as 'Application.'

2. Click Facilities... () and select your property, then click Open Facility.

3. Click File and then select Generate Reports.

4. Select Setup and then, under Report Format, click CSV. This list includes your tables, chairs and other objects.

5. Click Save As, name the file 'Setup,' and then save the file.

6. Clear the selected checkbox and select Seating Preferences.

7. Click Save As, name the file 'Seating Preferences,' and then save the file in the same location.

Click here to watch a demonstration of the above steps

Time: About 10 minutes

The below steps ensure your capacities calculate using the sizes of your tables and chairs.

1. Log in to Delphi Diagramming, click your name in the upper right corner of the page, and then click Manage Resources.

2. In the upper-right corner of the page, click Import Resources.

3. Navigate to the folder where you saved the file for your tables and chairs, double-click the file named 'Setup', and then click Import.

4. Click your name in the upper-right corner of the page and then click Seating Preferences Editor.

5. In the upper-right corner of the page, click Import Seating Preferences.

6. Navigate to the folder where you saved the file named 'seating preferences,' double-click the file, and then click Import.

Click here to watch a demonstration of the above steps

Time: About 2 minutes per meeting space.

Amadeus imported the rooms created for you during your initial installation of MeetingMatrix and any created for you since. If you made more on your own, you need to add them. To do this, you can import the MMR or DXF file for each meeting space.

1. In the navigation menu (), click Administration and then click Meeting Spaces.

2. From the Meeting Spaces page, click Create New and select Meeting Space. The Create Meeting Space page displays.

   If you have access to multiple properties, ensure the appropriate property is selected on the Property filter before you click Create New.

3. Click Upload MMR File or Upload DXF File, depending on which file type you have to upload.

4. Find and select the appropriate file to import and click Open.

   To find your .mmr files, open MeetingMatrix, press SHIFT+P, and note the current path shown. You can copy and paste the file path into the address bar of the File Upload window and add '\Rooms\' to the end.

5. Edit the Meeting space name, if needed.

6. For DXF files:

   • Select which layers to import.

   • Clear the Import colors checkbox if you only want black lines and text.

   • Select units from the Units drop-down list.

7. Click Import.
8. For DXF files, select the meeting space outline and click Settings. Then, click Convert To and select Outline.
9. Detail the meeting space as needed.
10. Click Save ().

Click here to watch a demonstration of the above steps

Time: About 3 minutes per room.

After this is complete, you can create diagrams using automatic layout to arrange the setup style.

1. In the navigation menu (), click Administration and then click Layouts. The Layouts page displays.

2. Select a meeting space.

   • Confirm that the canvas displays layouts as you expect.
   • Verify the capacities match your physical capacity chart.
   • You can adjust parameters for each setup style and meeting space if there are differences.
   • If you do not see an expected layout, use the seating wizard to set the meeting space using the existing defaults.
   • Save your changes after setting each appropriate setup style for each meeting space. The capacity chart is updated.

Time: About 2 minutes per room.

1. In the navigation menu (), select Administration and then click Capacities.
2. Review the capacities for each setup style.
3. Click Edit () for any new meeting spaces, enter the capacity, and click Save.

Time: About 2 minutes per user.

1. In the navigation menu (), click Administration and then click Users.
2. Click Add User.
3. Enter the user's Email.

   If the user already exists in the system, the details automatically display.

4. Enter the First Name, Last Name, Mobile, and Title.

   If the new user is an administrator, the mobile number can be used for multi-factor authentication (MFA) purposes.

5. Click Add Property and select the appropriate property.
6. Select the relevant role under User Roles.

   If an administrator oversees both Property Edition and Website Edition, you need to select Property Admin and Web Admin.

7. To give an administrator permission to edit other user profiles, select the User Management checkbox.

   With this option selected, administrators are required to use multi-factor authentication (MFA) when logging in, for an extra level of security.

8. Ensure the Permissions are Active checkbox is selected.
9. Repeat steps 5-8, for each applicable property.
10. Click Save.

11. The user is sent an email with instructions on how to register the account. This email is sent from no-reply@amadeus-hospitality.com. The new user needs to register the account within seven days of receipt of the email. Otherwise, you need to resend the email.

    'Not Registered' displays in the Role column next to users that have not completed the new user registration steps. After they complete these steps, the status changes to 'Active.'

1. In the navigation menu (), select Administration and then click Options.

2. Select the Enable 3D functionality checkbox.

3. Complete the following to establish your property's 3D settings:

   • Define colors and textures for chairs, tables, and all other equipment. See Resources for more information.

   • Add your default wall, ceiling, and floor textures to apply to all meeting spaces. See Options for more information.

     Default outdoor scenes are available for selection under Edit Outdoor () in the 3D rendering of the meeting space.

   • Specify a default wall, ceiling, and floor texture for individual meeting spaces. See Edit a meeting space for more information.

4. Return to Options and select the Enable 3D Sharing checkbox under 3D Sharing Control Options.

5. Enter a value in the Sharing Expiration Period field to establish how long a shared 3D rendering is available to clients.

This is the logo that displays in the upper-left corner in the product and in your PDF and printed pages.

To change your property logo follow the steps below.

1. In the navigation menu (), select Administration and then click Options.
2. Click Change Logo Image.
3. Click Select file.
4. Browse to the file you want, select it, and click Open.
5. Click Upload.
6. Click OK.

Amadeus recommends a PNG file formatted with a transparent background, 40 pixels in height, and no more than 200 pixels in width.

1. From the Quick Room Plans page, click Quick Create.
2. Enter the Plan Name.
3. Update the Property Name, if applicable.
4. Enter the number ofAttendees, if applicable. 
5. If necessary, update the Setup Style.
6. Select whether to enable 3D Sharing for this Room Plan. If On is selected, update the 3D Share Expiration date.

7. Select the Meeting Space.

   You can filter the list of Meeting Spaces by name, or by selecting the Filter by Attendees checkbox. With this checkbox selected, meeting spaces display only when the number of attendees is more than 50% of the meeting space's capacity. This is to maximize potential revenue and prevent underselling.

8. Do one of the following:
• Click Create Room Plan to continue editing your new room plan.

• Click Upload a MeetingMatrix File. See Import diagrams for more information.

• Click Import a Room Plan from a URL. See Import diagrams for more information.