In this article, we will show you how to create and manage room bookings from the Schedule.
Key Features:
Schedule Search for quick access to the room you're looking for
Room images (if added for your location)
Clear view of capacity, and room attributes such as if it is a "Linked Room"
Select any space title to view the features available such as Wifi, Whiteboard, Conference Call.
Book a room with ease
Using the Schedule
How to book a room
You can easily book a room using the Schedule.
1. Using the toolbar at the bottom of the schedule select a Date, Location and Floor.
2. Browse the list of rooms to find one of your liking.
Note: You can click on a room to see its amenities.
Note: Some rooms might be assigned to a specific list of others for approval. Should you not have been assigned to the meeting room, you won't be able to submit your booking.
3. You can view all rooms' availabilities in the calendar part of the Schedule. Search for a room available at your desired time. Hover and click on the room's slots to start your booking.
4. This will open the event panel, allowing you to enter the details of your event pre-populated with the chosen room, date, and time.
Tip:You can also use the “+” sign in the toolbar to create an event, allowing you to add the room during the booking process.
3. Complete the fields and click on Create.
Fields include:
Repetition, Occurrence and length: You can select the meeting to be all day and make it a recurring booking (Daily, Weekly, Monthly, Yearly)for selected number of occurrences.
Attendees: Use the search to add attendees. Those can be internal or external users. You can also choose to upload a CSV file with all your attendees.
Attendees' statuses: Use the status toggle to mark your attendee as joining the meeting remotely or in person.
Note: You can make an attendee an organiser of your meeting. The host and Organiser have the same rights. Only internal attendees can be set as an Organiser, not external attendees. An attendee can be either set as an Organiser or a Host but they cannot be set as both.
Note: Only Schedule admins can make another user a Host.
If you want to remove an attendee, just click on the three dots next to their name.
Teams Conferencing: By default, the booking also creates an online meeting should attendees want to join remotely. If you don't need it, you can click on Remove.
Meeting labels: They are labels admins have created for you to use when creating your bookings. You can use them to give more precision about your meeting for example 'Sales Meeting'.
Cost Centre: This is a numeric field. You can add a cost to the meeting ( e.g you are renting the room).
Marking the meeting as private/public: Marking it private will hide meeting details from other users. For more information head to our dedicated article here.
In this example we can see the layout is set to the default one, some rooms have multiple layouts from which you can select. Click on the three dots next to the room to change the layout or remove the space to book another room instead.
Edit or delete a room booking
Do you need to modify your booking? You can simply do it by finding your booking in the Schedule. Click on it either click on the pen icon to edit or use the bin icon to delete the meeting.
Edit the field with the updated information. (e.g. date, location, attendees, host, etc).
Note: You can also add services such as catering, equipment, and layout.
Note: If you move an approval room booking (only in that scenario) including visitors to another date, your visitors won't move with it. You need to change manually the visit's date or create a new one.
Cancel a Room Booking
Click on your meeting and select the Bin icon.
RICOH Spaces will ask you to confirm the deletion of the meeting.