Book a Room

After you find the room you want, it's easy to book it. You can also add coworkers as guests to your reservation.

Please be aware that the number of days in advance you can book a Room depends on your organization’s Room Advance Booking Period. The default number of days in advance a user can book a Room is five days.

Organizations with Microsoft Office 365 integration

If your organization uses the Office 365 integration, you can still book Rooms through your Outlook or Google calendar. These booking time slots appear as unavailable on the app booking pages, for both one-time events and  recurring events.

Best practice for adding guests

The ability to add guests to your room booking is optimal for meeting coworkers within your organization. If you have a larger meeting with guests outside your organization, we recommend using your calendar platform to reserve rooms.

At this time, email meeting invitations cannot be forwarded to other coworkers not active in the app nor to people outside your organization. See example.

Book a Room

After you find the room you want, it's easy to book it. You can also add coworkers as guests to your reservation. 

1. Find the Room you want to book using the map or search, and click  Book Room or Book. The Book Room page displays.
2. On the New Booking tab, expand Schedule.
3. You can enter a Meeting Name (optional).
   
   
4. Review the Room Schedule and select the date and time you want to schedule your meeting.
   
   • The Dates calendar shows the number of days in advance the room can be booked.
     
5. Expand Add guests if you want to invite coworkers to your booking (optional).
   NOTE: Only coworkers who have signed in and are active in the app will appear on the search list. At this time, email meeting invitations cannot be forwarded to other coworkers not active in the app nor to people outside your organization.
   • Enter and search the name of your guest.
   • Click the guest you want to add. Repeat, as needed. There is no limit to the number of guests you can add.
   • Click DONE to complete your booking on the New Booking tab.
     
6. Expand Additional details if you want to add a meeting link to your booking (optional).
   • If your organization has rooms that are integrated with Microsoft Office 365, you will see a Teams checkbox. Select the checkbox to include the Teams link with your booking.
     
7. Click Complete Booking.
   The My Reservations tab displays with your new booking and a confirmation message.
   • Guests will receive an email in their respective email accounts.
   • The booking location will temporarily appear on the mini-map card on the home screen.
     

Booking a Room with guest coworkers

Example: Using search to find a room and book with guests