Category: Development

Making it easier to support our self-hosted customers

Filed Under: Development by midas — Leave a comment
April 12, 2023

Our MIDAS room and resource scheduling software is available in two editions, a “cloud-hosted” edition and a “self-hosted” edition.

These days, around two thirds of our customers opt for our cloud-hosted edition. Despite this, we’re still very much committed though to offering and supporting a self-hosted edition too.

Now, one of the challenges in developing a web-based application like MIDAS is that it relies on 3rd party components.

For example, to run a web based application, you first need a web server that supports the coding language the web application is written in. You also need a database server to store data for the application.

Countless combinations

Web servers first and foremost need an operating system (like Windows or Linux). They also require underlaying web server software – such as Apache or IIS – to name just two. There are of course numerous operating systems and server software, with different variations and configurations of each.

MIDAS is written in Perl. There are a number of different “flavors” of Perl for different operating systems. For example, on Windows servers both ActivePerl and Strawberry Perl are available.

Finally database servers; MIDAS currently supports MySQL and MariaDB databases, and different versions of each of these.

Here at MIDAS HQ, we have test MIDAS systems running on a range of common setups. However, it would be virtually impossible for us to test our software on every conceivable combination of Operating System, Web Server, Perl, and Database versions.

Although rare, if a self-hosted customer encounters an issue with our software on their particular setup, we’re usually able to replicate it in our labs and provide a solution.

Very occasionally though a self-hosted customer encounters an issue which we’re not able to readily identify and reproduce.

As we (rightly) don’t have access to self-hosted customer’s own servers, this can make troubleshooting challenging.

It can be even more challenging if the self-hosted customer (or their IT provider) is not especially server-savvy. For instance, we may occasionally request files from a customer to aid in our troubleshooting…

A real-world example

In a recent support request, a self-hosted customer encountered an issue after updating their MIDAS system. We weren’t able to immediately replicate this in our testing, and so we requested additional information from the customer. The customer had to contact their IT supplier for assistance in retrieving these files from their MIDAS. Their IT supplier was slow in providing the requested information, which we didn’t receive for a couple of weeks.

Once in receipt of the additional information, however, we were able to identify and resolve the issue within a couple of hours. The customer though was understandably frustrated that it had taken two weeks to resolve (due to the delay with their IT supplier).

As a result of this, we decided to take steps to make it easier for us to support self-hosted customers in the future.

Helping us to help you!

So starting with MIDAS v4.33, there’s now an option for a self-hosted customer to send us diagnostic information directly from within their MIDAS system. This bypasses situations where a customer may have to contact or raise a ticket with their external IT support/provider in order for us to assist them.

If you run into an issue with your self-hosted MIDAS system, our support team may provide you with a “Support Code”. Simply login to your MIDAS system and go to MIDAS Admin Options → Manage MIDAS → Database → Database Tools, and select “Send Support Bundle”.

Easily send diagnostic data to the MIDAS support team
Easily send diagnostic data to the MIDAS support team

You’ll be prompted to enter your Support Code before clicking the “Send Support Bundle to MIDAS” button. Your MIDAS system will then self-generate diagnostic information. This information is then securely sent to our support team for further analysis.

The following data is included within the support bundle that’s securely transmitted to MIDAS HQ:

  • A copy of the program files which make up your MIDAS system
  • A copy of the settings file for your MIDAS system
  • A copy of your MIDAS database
  • A copy of any MIDAS debug logs
  • Information on your server setup

This diagnostic data can really aid our support team speed up the diagnosis of the potential issue you’re having with your self-hosted MIDAS system.

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Other invoicing improvements in MIDAS v4.32

Filed Under: Development by midas — Leave a comment
December 7, 2022

In our previous post we announced that you can now generate and send PDF versions of invoices to clients from MIDAS.

That’s not the only invoicing improvement that we’re introducing with our v4.32 update. Here’s what else we’ve added…

New Bulk “Remove Unsent Invoices” tool

By default, when new invoices are created or automatically generated in MIDAS, they initially remain “unsent”. This allows you to make any changes until you’re ready to send them to your clients.

That said, you can of course configure MIDAS to automatically send unsent invoices each day.

Now, MIDAS naturally retains invoices indefinitely in the system. Most organizations won’t need to keep old invoices for more than a handful of years.

So earlier this year, we introduced a new “Remove Obsolete Invoices” housekeeping tool in MIDAS. This allowed an administrator to remove old invoices in bulk.

As the “Remove Obsolete Invoices” tool only affects paid invoices, we’ve added a further tool to MIDAS v4.32. The new “Remove Unsent Invoices” tool allows an administrator to quickly remove all “draft” (unsent) invoices with just a couple of clicks.

Retain references to removed obsolete invoices with bookings

As we’ve mentioned, MIDAS already includes an administrative tool to remove obsolete invoices from the system. When this happens, any bookings that were originally used to generate a now obsolete invoice will no longer indicate that they are associated with that invoice.

For v4.32 we’ve included the option to leave references to removed invoices with booking when obsolete invoices are removed.

Retain clients with invoices when removing obsolete clients

Whilst we’re on the subject of “house keeping”, another database tool included with MIDAS is the “Remove Obsolete Clients” tool. This allows an administrator to remove clients from the database who haven’t had any bookings in a long time.

For such clients who may still have invoices in the system, this meant that those invoices became clientless when the client was removed.

We’ve now included the option to “Retain clients with invoices” when removing obsolete clients.

For any obsolete clients who still have invoices in the system won’t be removed – both the client and their invoice will be retained.

Options to include more information with resources on invoices

When MIDAS generates invoices for your room hires, the description of each room on the invoice includes the room’s name, as well as the date and times of hire.

However, for resource items, the invoice description for each item only includes the invoice name.

So for v4.32, we’ve provided options to control how resource items appear on generated invoices.

You can choose to have the resource’s name only, or the resource’s name and the venue (room) it’s been assigned to, or the resource’s name with the dates/time it has been book for – or a combination of the above.

Set default email subject when sending invoices, credit notes, and receipts

The “Templates” feature allows you to customize a range of template within your MIDAS system. For instance, you can customize how your printouts look, or how emails look, and so forth.

For v4.32, we’ve allowed the setting of a “default” email subject line for when invoices, credit notes, and receipts are emailed via MIDAS.

This means that when a user composes an email to a client in MIDAS when sending an invoice, credit note, or receipt, the subject line can be pre populated (rather than empty).

The user will still be able to change the subject line on a per email basis, but these new “default” subject line settings will mean that you can set an initial subject line for such emails.

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Send invoices as PDF attachments

Filed Under: Development by midas — Leave a comment
November 30, 2022

We first introduced invoicing capabilities to our MIDAS room booking software way back in 2009.

Since then, it’s fair to say that invoicing has been the area that we receive the most suggestions from our customers for new features and capabilities.

That’s why over the years we’ve been constantly expanding and improving the invoicing capabilities in MIDAS.

In the past 12 months alone, we’ve allowed customers to set even more flexible venue rates. We’ve also added Zoho Invoice to the growing list of 3rd party platforms you can export MIDAS invoices to. Additionally, we also added a couple of handy invoice tools too.

Now, the ability to be able to directly email an invoice to a client from within MIDAS is something that’s not new. In fact, it’s been available in our software ever since invoicing was first introduced.

This feature allowed a user to send an email to a client, with a copy of their invoice included in the body of the email.

For many of our customers this has worked well for many years, and continues to do so.

However, as the web continues to evolve, sadly many email clients haven’t kept up with more modern formatting and layout standards. This prompted us to recently introduce an new “Email Compatibility” setting. This setting helps ensure that invoices sent via email to your customers display correctly in the body of the email when it’s viewed.

Whilst this means that everyone can view a correctly formatted invoice contained within an email sent from a MIDAS system, we know that some customers would still prefer to send an invoice as a PDF file to their clients.

Until now, in order to send an invoice from a MIDAS system to a client in PDF format, a user would need to “save” the invoice to a PDF file. This file would then need to be attached and sent via an external email program.

Let’s be honest, this isn’t ideal! It would be far simpler if you could send PDF versions of invoices to clients directly from within MIDAS.

Generate PDF Invoices

That’s why starting from MIDAS v4.32, you’ll now have the option to be able to send invoices to your clients as PDF attachments, rather than “inline”.

Send PDF versions of invoices as email attachments
Send PDF versions of invoices as email attachments

To enable this option, cloud hosted customers can go to MIDAS Admin Options → Manage MIDAS → Email → Advanced. On this screen, tick the “Send invoices as PDF attachments” option and save changes.

For self-hosted customers, you’ll need to be running at least MIDAS v4.32. In order to enable this functionality, there’s also a couple of additional prerequisets you’ll need to install on your server first.

We’re also providing you with controls over the page size and orientation of generated PDFs. You can also control page margins too.

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Setting Venue Rates just got more flexible!

Filed Under: Development by midas — Leave a comment
November 23, 2022

As you may know, our MIDAS room booking software includes integrated invoicing, allowing you to generate invoices for your client’s use of your venue.

What initially started off as quite basic functionality for setting your room rates, over the years as we’ve heard more from our customer’s specific pricing and charging scenarios – some of which have been quite complex!

As a result, over the years, we’ve constantly been developing more flexibility into how you can have MIDAS automatically calculate how much to charge your clients.

We’re now excited to announce that we’re adding even more options to venue rates, which we know will benefit a number of our customers!

More about that later, but first, let’s take a look back at some of the notable improvements we’ve made to MIDAS over the years to deal with a whole host of different pricing and charging structures.

September 2009

We first introduced invoicing capabilities with MIDAS v2.00 way back in September 2009.

From the outset, the initial invoicing features allowed administrators to define either “per booking”, “per day”, or “per hour” rates for each of their venues.

A different rate could also be set for each day of the week.

January 2011

Whilst the initial offerings of “per booking”, “per day”, or “per hour” charging rates worked well for many customers, since the introduction of invoicing in MIDAS, we’d heard from a number of customers who needed more flexibility.

Specifically, we have customers who charged different rates depending upon the “type” of booking taking place.

For example, internal users may be offered room hire at a discounted rate to that of external users.

We facilitated this scenario by introducing a new “Booking Type Discounts” feature from MIDAS v3.11.

This allowed for venue rates to be discounted by a specific percentage depending upon which Booking Type was assigned to the booking.

May 2014

The Booking Type Discounts feature certainly offered a lot more flexibility to venue charging in MIDAS.

But since its introduction, we’d also heard from customers who wanted to be able to charge different rates depending upon the length (duration) of bookings.

For instance, if a client wanted to book a space for a single hour, it would be charged at one hourly rate, whereas if they wanted to book the space for a longer period, it would instead be charged at a reduced hourly rate.

Eager to support as many different charging scenarios as practically possible, for MIDAS v4.06 we allowed setting different venue rates for different lengths of bookings.

September 2015

We made a small improvement to Booking Type Discounts for MIDAS v4.10.

Previously, Booking Type Discounts were just that – they “discounted” the standard venue rate.

For v4.10 we also allowed Booking Type Discounts to be set negative, effectively allowing venue rates to be increased from their standard rate for certain booking types.

April 2017

Further improvements came to Booking Type Discounts for MIDAS v4.15.

Discounts could now be set to take off a fixed (absolute) amount – rather than a percentage – of the standard rate.

July 2018

Another usage scenario was highlighted by a customer who wanted the ability to be able to charge for room hire based upon the number of people in attendance.

We therefore introduced a new “per person” venue rate option in MIDAS v4.19. This complimented the existing “per booking”, “per day”, and “per hour” options.

August 2019

Now, setting up (or modifying) your venue rates is something that you’ll likely do infrequently.

That said, as we’ve added numerous options to how your venue rates can be setup, it could become time consuming to set rates individually for each of the 7 days of the week.

So for MIDAS v4.22, we included an “All Days” tick box. When selected, this allowed an administrate to set the rates for just a single day of the week, but when saving have them applied to all seven days.

July 2020

Up until this point, MIDAS included a “global” tax setting that could be used to add a tax charge onto your invoice as required.

A further usage case was presented by a customer who only wanted to be able to charge tax on certain venues, with either a reduced tax rate, or zero tax on other venues.

To accommodate this, for MIDAS v4.25 we introduced “per venue” tax rates.

This allows you to setup a tax rate (percentage) for each individual venue in the software.

And now…

So that’s a brief overview of how we’ve constantly been improving the capabilities of our booking software over the years to meet our customer’s needs.

For MIDAS v4.32 we’re going even further!

A number of customers have requested the ability to be able to charge different rates depending on the time of day that a booking takes place.

For example, they may charge one hourly rate before 5pm and a different rate after 5pm.

That’s now possible starting with MIDAS v4.32!

You can set a rate based upon a booking’s start time within a given day.

NEW: Set Rates based upon the time of day a booking starts
NEW: Set Rates based upon the time of day a booking starts

These new “time of day” features can of course be used in conjunction with the other options for setting your venue rates.

You can still specify rates as either “per hour”, “per booking”, “per day”, or “per person”, have different rates for different lengths of bookings – at different times of the day, and on different days of the week!

The possibilities are immense and we hope this will cover almost every conceivable pricing structure that our customers have!

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