Organisation Settings is a powerful module in RICOH Spaces allowing administrators to set policies for a specific or across multiple locations. This article will guide you through the meeting room policies helping you to manage a specific location.
Setting meeting room policies for a location
1. Head to the Organisation Settings tab.
2. Click on the location you want to manage.
3. Once inside the location, navigate to the Policies section.
Require Event Check-In
When a meeting room is booked you can decide whether to make it compulsory to check in or not. You can enable this policy and set an early or late check-in time.
Recurring Meetings
if you decide to set this policy, you need to indicate the maximum number of recurring meeting instances allowed.
Require Attendee Quantity
Require attendee quantity number to be set when creating a meeting.
Cancel a Room Booking Panel Setting
What happens by default when a user chooses to cancel the meeting via a room display.
This can either cancel the meeting or detach the meeting room from the meeting.
End a Room Booking Panel Setting
What happens by default when a user chooses to end the meeting early via room display.
This can either end the meeting early or detach the meeting room from the meeting.
The meeting start and end times will be reflected in the user's calendar.
Schedule Event Title
Select which meeting information will be visible on room displays or the schedule for each user type. This setting is limited as per the configuration of your organisation's calendar integration.
User Type:
Schedule admin: This is a role that can be attributed to users.
Attendees: Those are the meeting's attendees.
Non-attendees: all users who are not part of the meeting attendee's list.
Room Display: This refers to the room panel.
Information Displayed
Host Name: This is the host of the meeting.
Meeting Name: This is the meeting title.
Room Status: This will display if the room is busy or not.
Schedule Event Details
Select which meeting details each role can see on the schedule by default. Hosts will be able to see all information by default.
User Type:
Schedule admin: This is a role that can be attributed to users.
Attendees: Those are the meeting's attendees.
Non-attendees: all users who are not part of the meeting attendee's list.
Information Displayed
Attendees: This is the list of attendees
Agenda: This is the description of the meeting
Services: Those are the services the host has booked
Roles
Schedule Admin
Can edit events if they have visibility of every event detail. If some of the event details are toggled off the Schedule admin won't be able to edit the event.
Hosts
Hosts should always be able to see and edit all information for an event.
Attendees
Attendees should always be able to see other attendees.
Other details rely on settings configuration.
Note: Facilities admin will still be able to see the number of attendees with no additional details,so it can cater to your service request/s.
Note: By default, Global and Locations admins won't be assigned the role of Schedule admin. You can assign this new role within Organisation Settings, in the relevant location/s.
Note: You can find out more about the different admin roles in our dedicated article.
Default Settings:
If you haven't set the policies, the following default settings will apply:
Default event details
Schedule admin and attendees have all event details toggled to be visible.
Non-attendees have all event details toggled to not visible.
Default meeting name
Host name for all
What if a schedule admin is an attendee for an event?
They will see the information an attendee has access to on top of what their role as a schedule admin has access to.