When scheduling a meeting, team members can find available rooms in Calendar, filtering and selecting a suitable meeting room based on its capacity, devices, and reservation restriction rules.
Note: Administrators must first complete the room resource configuration such as reservation approval rules, time restrictions, and other rules in the admin console.
- 1.Find and reserve a room on the event editing page
Go to Calendar, and click the + button in the lower right corner. Alternatively, click the Edit an event button on the upper part of an existing event's card, and select Add rooms > Available rooms. You can also hover over a room to view its details. Then, select a suitable room.
Note: On mobile, select Room > Available rooms. You can also tap on the i icon on the right side of a meeting room to see its capacity, equipment devices, and reservation restriction rules.
To further narrow down the meeting room scope, click Filter, and use Device and Minimum capacity filter options to only display those meeting rooms that meet your criteria.
- 2.Find and reserve a room on the Find Rooms page
Subscribe to a room calendar
To view the availability of specific meeting rooms, click Find Rooms in the upper-right corner of Calendar and, on the left side menu, click the + Subscribe rooms icon next to Rooms. You can also click the Filter meeting rooms icon to filter rooms by Minimum capacity and Device.
Go to Calendar, click the Calendar icon in the top right corner > + icon. Then choose the Subscribe to calendar option from the menu, select the Rooms tab in the upper middle part, find the meeting room, and click Subscribe to view its availability in the calendar view.
Reserve a room on Find Rooms
In Calendar > Find Rooms, you can see on the left side the meeting rooms you've subscribed to. Choose an available time slot in a desired room, create a new event, and click Save.
Note: Reserving a room on the Find Rooms page is currently only supported on desktop. If you want to reserve a room on mobile, go back to the calendar view and select Create event > Add rooms.
- 3.Reserve rooms that require approval
When a meeting room has an Approval label next to its name, you must obtain approval to reserve it.
If you try to select a meeting room that requires approval, a request card will be displayed. Enter the purpose of the reservation and click Save to send the request to the approver.
If approved, the room will be reserved successfully. Otherwise, the room will remain available and you can reserve another meeting room.
Note: Currently, you can't reserve a room that requires approval for recurring events. Also, if you change the event time after submitting a request, the previous request or approved reservation will be automatically canceled. You must re-submit a request with the new event information.
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