In this article, we will show you how to book meeting rooms directly from the Floorplan.
How to book a meeting room using the Floorplan
1. Navigate to the Floorplan.
2. Select the relevant date, floor, time and location. This will update your Floorplan.
3. Find and click on a room of your liking or use the Rooms filter at the top left of your screen to display a list of all the rooms. You can also use advanced filters.
Tip: Notice the rooms display their maximal capacity and a star. Use the star to favourite rooms. It also works with desks and zones.
4. Click on a room to display its amenities.
5. Once you have found a room of your liking, click on Make Booking. This will display a slot window.
6. Select the time slots you want to book the meeting room for and click Select.
7. This will open a new window where you can fill in more information about your meeting room booking and finalize your event.
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.
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.
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.
7. Your booking is now complete.
Edit Room Bookings
To edit your room booking, find it on the Floorplan or Schedule. Click on it, select the pencil icon and amend fields. Once you are done, click update.