Latest News - July 2020: MIDAS v4.25 Now Available | COVID-19 Support

Posts Tagged: Coronavirus

In these unprecedented times, many organizations were forced to suspend their operations for the past several months. However, some are now beginning to take the first tentative steps towards reopening.

For most businesses who manage and hire out their facilities, this means making some fundamental adjustments to the way they operate.

So we wanted to share some tips on how to get the most out of your MIDAS booking system as your business navigates the road ahead…

1. Allow more staff to work from home

One of the benefits of cloud-based software like MIDAS, is that it can be accessed from anywhere with an internet connection.

Access your hosted MIDAS system from home
Access your hosted MIDAS system from home

This means that your administrative staff can log into your organization’s hosted MIDAS system remotely from home, just as if they were in their office at work.

“Remote Working” or “WFH” (Work From Home) is fast becoming the new norm, with many businesses encouraging their staff to do so for at least the rest of 2020.

A cloud-hosted MIDAS system helps make this possible by allowing your staff to securely access your booking system from wherever they are.

If you currently run a self-hosted MIDAS system behind a proxy/firewall, please contact your IT admins. They should be able to arrange remote access to your MIDAS system.

2. Limit venue (room) capacities

Maintaining adequate social/physical distancing prevents arguably one of the biggest challenges when it comes to hiring out rooms and facilities.

When first setting up your “venues” (rooms/bookable spaces) in MIDAS, your administrator will have defined a maximum occupancy level (capacity) for each. This is the maximum number of people that each space can safely accommodate at any give time. These limits are enforced by MIDAS whenever new bookings are added and when a number of attendees are specified.

Limit the number of persons allowed in each space
Limit the number of persons allowed in each space

In this new age of social/physical distancing, it’s likely you’ll need to review the number of people allowed in each space at any one time.

MIDAS makes it easy really to adjust the maximum capacity of each of your venues. You’ll find this setting via MIDAS Admin Options → Manage Venues → [select venue(s)] → Capacity:

Setting a maximum occupancy (capacity) for each venue
Setting a maximum occupancy (capacity) for each venue

For more information, please refer to the help documentation.

You may also wish to consider enforcing the entering of the number of attendees for every booking. By default, the “Attendees” field on the Add Bookings screen is optional (i.e. it can be left blank). To make this a required field, go to MIDAS Admin Options → Manage MIDAS → Fields → Booking Fields, and tick the “Required” box for the Attendees field:

Make the "Attendees" field mandatory
Make the “Attendees” field mandatory

For more information, please refer to the help documentation.

3. Limit overall site occupancy

In addition to being able to set maximum occupancy levels for each room/space, MIDAS also allows setting a “global” (site-wide) occupancy limit too.

MIDAS can warn you if the total number of people across all your facilities at any one time would exceed a threshold. It can also prevent further bookings if the total number of people on site exceeds a set threshold.

Keep track of the total number of people on your premises at any given time
Keep track of the total number of people on your premises at any given time

You’ll find these settings via MIDAS Admin Options → Manage MIDAS → Safety.

For more information, please refer to the help documentation.

4. Allow bookings (or booking requests) to be made online

Did you customers used to make bookings in person with your receptionist or office staff?

Did you know that MIDAS includes as standard both “Public Booking Request” and “Public Web Booking” features?

These public-facing features can help reduce face to face contact between your staff and customers.

Allow customers to check room availability and book/request online
Allow customers to check room availability and book/request online

The Public Booking Request feature allows your customers to check availability of your rooms and submit booking “requests” online from the comfort of their own homes. Received booking requests can then be quickly approved/rejected by an administrator with just a few clicks.

For more information, please see our “How to make public web requests” video tutorial.

The Public Web Bookings feature is similar to the Public Booking Request feature, but allows your customers to make direct bookings online (rather than just booking “requests”). They can also pay for their bookings directly at time of booking.

For more information, please see our “How to make public web bookings” video tutorial.

The Public Booking/Request features may be enabled via MIDAS Admin Options → Manage MIDAS → Public.

5. Allow clients to pay their invoices online

If you use the extensive Invoicing capabilities of MIDAS, how do you clients normally pay you? If it’s by physical cash, did you know that MIDAS supports online invoice payments?

Allow customers to pay their invoices online
Allow customers to pay their invoices online

This feature may be enabled via MIDAS Admin Options → Manage MIDAS → Invoicing → Online Payments.

For more information, please see our “How to pay an invoice online” video tutorial, or the help documentation.

6. Keep your clients and users informed

MIDAS allows you to edit and customize a wide variety of “templates”.

These templates may be customized via MIDAS Admin Options → Manage MIDAS → Templates.

Customizable Templates in MIDAS
Customizable Templates in MIDAS

Here’s a few useful templates to highlight:

The “Welcome Note” template can be used to provide information or a custom message to users on their MIDAS login screens. This is a great way to let your staff know of any important changes.

The “Public: Web Requests” and “Public: Web Booking” templates can be used to provide information or updates to your customers on Public Booking/Request screens.

The “Email: Booking Reminder” template can be used to include important information for your customers in advance of their next visit. For instance, if they are required to wear a face covering/mask on your premises, you could let them know via email before their bookings take place.

You can enable and configure how far in advance Booking Reminder email notifications are sent to customers via MIDAS Admin Options → Manage MIDAS → Scheduled Tasks.

For more information on customizing templates in MIDAS, please see our “How to customize templates” video tutorial, or the help documentation.


We hope the above tips are useful in helping your organization to adapt and adjust going forward.

Remember, that if your business operations are still adversely affected by the current situation, we’re here to help!

The Coronavirus (COVID-19) is arguably the largest global health threat in modern times. Now classified as a “Pandemic” by the World Health Organization (WHO), and predicted to last for many months. It is having far reaching consequences for organizations and businesses around the world.

We want to do our best to support our MIDAS customers in affected businesses however we can. That’s why today we’re announcing a package of support measures for affected businesses;

Firstly, exclusively for our customers in Medical/Healthcare organizations – we recognize the unprecedented demand that there is – and will be – on your services over the coming weeks and months. If your MIDAS subscription is shortly due for renewal, we will allow an extra “grace period” for you to complete your payment without risk of your MIDAS access becoming suspended. We believe it’s far more important for your focus right now to be on helping those impacted by the Coronavirus in your care than on paying bills. Therefore we are happy to defer any upcoming renewal payment for your MIDAS service for up to six months. [1]

Secondly, we want to support our customers in businesses and organizations which may have to temporarily close and suspend their operations as a result of Government guidance or restrictions put in place in response to Coronavirus. If your business/organization has suspended its operations, you’ll likely not be using your MIDAS system for a some weeks. We don’t feel it’s fair that you should continue to pay for a service during such a period it would be redundant. If you’re in this situation, please contact us. We’d be be happy to put a temporary suspension on your MIDAS system for a length of time you wish. Once access is re-instated, we’ll be happy to extend your current subscription period by the same length of time your system was suspended for. For example, if your school is forced to shut for two months, we can suspend your MIDAS system for this length of time, and then extend your next subscription renewal date by two months. This ensures that you’ll effectively not be paying for your MIDAS system during the period your organization/business closes. [2]

Thirdly, we recognize that many employees are now encouraged to work from home by their employers or government to reduce their risk of exposure to and fight transmission of Coronavirus. We also know that in many of our customer’s organizations multiple members of staff may share the same user account in their MIDAS system – for example, in part time or job share situations. With more people now working remotely from home, you may feel that the current user limit on your MIDAS license makes it difficult for all your staff to still be able to access your MIDAS system remotely and effectively work from home. Therefore, we’re offering temporary user license increases for up to six months for organizations this would benefit to enable them to allow their workforce to work remotely from home. [3]

If any of the above measures could support your operations during this challenging time, please don’t hesitate to contact us and we’d be happy to assist.

If your business is the in process of restarting its suspended operations, see 6 Ways MIDAS Can Help Your Business Adjust To COVID-19

Notes:
[1] Applies to both self-hosted and cloud-hosted MIDAS customers in medical/healthcare related organizations only.
[2] Applies to cloud-hosted MIDAS customers only whos business operations have temporarily ceased as a result of government restrictions or other officially recognized guidance. Temporary suspensions won’t be “back dated” and will only come into affect once requested by contacting us.
[3] Applies to cloud-hosted MIDAS customers who wish to enable more of their staff to work from home and still access their MIDAS system in the short term in response to the Coronavirus. After six months, the customer has the option to retain the new user license level by purchasing the license upgrade, or revert back to their previous license level. In the case of opting to revert, any additionally added user accounts over the previous license level would be removed.

T&Cs:
Please note that the support measures outlined herein are discretionary. We will assess eligibility on a case-by-case basis, taking into account – but not limited to – the above notes. The COVID-19 pandemic is an unprecedented and rapidly changing, fluid situation. Therefore, we reserve the right to refuse, revoke, or amend any support measure outlined herein at any time without prior notice.