Room Booking

Find a Room

• How it works
• Find a Room on the Map
• Search for a Room

How it works

You can find rooms on the map, or you can search for them based on location, availability, features, and neighborhoods (if they are implemented at your organization). And depending on how booking is set up at your organization, your bookings can be set up to sync with your calendar. You can also plan meetings with coworkers and include them on your room bookings.

If your organization has implemented Neighborhoods, floor maps will display areas of a building’s floor that include desks, rooms, and amenities. They are displayed as color-shaded areas on a floor map and typically indicate workspaces for a specific department or team.

Neighborhoods help you find a workspace close to the teams and coworkers you are working with on the day of your booking. To find a desk or room, you can search available Neighborhoods and see what workspaces are open for booking.

Find a Room on the Map

1. Go to > Home screen > Location or Map
2. Zoom in on your preferred area on the map.
   • You can toggle between floors to search the map on another floor.
   • If your organization uses Neighborhoods, click the Layers icon and make sure Neighborhoods is selected so you can see them on the map.
     

3. Select a room by clicking on green circle and review the details.

   • If the room looks good, click Book Room.
     

   • Then, review your booking and complete steps to Book a Room.

Example: Find a room on the map and book a reservation.

Search for a Room

1. Go to > Home screen > Search 

2. Click the Rooms icon.
   

3. You can search for keywords, such as whiteboard.

4. Filter your search by selecting space traits such as Floor, Date, times, etc.

   • Results list only the rooms that fit your criteria.

5. Select the room you want to reserve and click Book.

   • Review the room details and proceed with steps to Book a Room.

Example: Find a room on the map and book a reservation.

 

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

View your Room booking

After you have booked a Room, you can view your upcoming reservations on the home screen.

1. Go to > Home screen > Upcoming Booked Rooms card.
   
   

Outlook calendar

Cancel or edit your Room booking

After you book a room, you can cancel or edit your reservation on app home screen.

• Cancel your Room booking
• Edit your Room booking

Cancel your Room booking

1. Go to > Home screen > Upcoming Booked Rooms card
2. Find the booking you want to cancel and click Cancel.
3. Click Yes, cancel this room booking. You will receive a notification that your booking was canceled.

Edit your Room booking

1. Go to > Home screen > Upcoming Booked Rooms card
2. Find the booking you want to change and click Edit.
3. You can update all aspects of your meeting.
   • Expand the Schedule to edit the Meeting name, Date, or Time.
   • Expand Add Guests to add or remove guests from the meeting.
   • Expand Additional details to edit the meeting link.
4. Click Confirm. A confirmation message displays.