Note: This function is currently in beta.
Administrators can set an administrator for meeting room reservations. Once set up, the meeting room reservation administrator can perform advanced-permission operations including reserving, modifying, and releasing meeting rooms they have authority over, making it easier to manage meeting room resources.
1. Select the meeting rooms that require a reservation administrator
Method 1: Set a single meeting room
Go to the Meeting rooms interface on the admin console and find the meeting room you'd like to configure. Click the ⋮ button to the right of the meeting room's name and select View details to enter the meeting room settings page.
Method 2: Set meeting rooms in batches
Administrators can also filter meeting rooms by organization, country, city, building, and floor level to set meeting room reservation administrators in batches.
For example, in order to set a meeting room reservation administrator for Beijing, administrators can select Beijing in the meeting room management list and click Settings to enter the meeting room reservation administrator settings page.
2. Set a meeting room reservation administrator
In the meeting room Basic info page, select Meeting room reservation administrator on the left. Click the Settings button and a pop-up will appear, where you can select members to set as reservation administrators. You can select All Members or Some Members.
If All Members is selected, every organization member will have the authority of meeting room reservation administrator.
If you want to select Some Members, you can search for members by their name, email, or phone number and add them as an administrator individually. An entire department can also be selected and added. Once the relevant members/departments have been added, click Save and a confirmation pop-up will appear. Click OK to save the current settings.
Note: Meeting room reservation administrators added at a parent node will be synced and added to its sub-level meeting rooms.
3. Meeting room reservation administrator permissions
Once the meeting room reservation administrator settings are completed, the corresponding member can go to the Lark desktop app, open Calendar > Rooms, and click Manage Rooms in the upper-right corner. They will then be redirected to the web version on their browser.
On the web page of managing rooms, the meeting room reservation administrator can view and modify meeting room events as well as reserve and release meeting rooms. Nevertheless, they can not perform functions including meeting room approvals, meeting room availability, among other administrator-only settings.
View a meeting room event
The meeting room administrator can view the even information of meeting rooms within the administrator's authority, which includes event title, time, organizer, guests, attendance status, and recurrence rules.
Note: Regular users can only see the organizer and meeting time; they can't see the event title. Only event guests can see the event's full details.
Edit a meeting room event
The meeting room administrator can edit meeting event information that's under the administrator's authority. Click the meeting event you'd like to edit and click the Edit reservation icon in the upper-right corner of the event card. Administrators can edit the reservation time and add/remove meeting rooms.
The calendar bot will send a notification to the organizer on the event changes.
Reserve a meeting room
The meeting room administrator can reserve a meeting room that's under their authority. Click a meeting room's available time slot to launch the event editing pop-up. Enter the event's title, date, recurrence rules, and organizer to save the event. Click Save and then Confirm in the second pop-up to reserve the meeting room and send a notification to the organizer that's been added to the meeting event.
The calendar bot will send a notification to the organizer about the meeting room reservation.
Note: If a new meeting event clashes with an existing event for the same meeting room, a second pop-up will notify you of the clash. If you click Continue to create the new event, the meeting room will be shifted from the original event to the new one.
The calendar bot will send a notification to notify the original event organizer that the meeting room reserved has been released. A new reservation for a meeting room should be made for the original event if needed.
Release meeting rooms in advance
The meeting room administrators can release a meeting room that's under their authority. Click the event whose meeting room you'd like to release and click Release This Room on the event card. The click Release in the second pop-up to confirm.
After clicking Release, you can choose whether to notify the guests of the event update.
- •Click Send to release the meeting room and send an update to the guests.
- •Click Don't send to release the meeting room without updating the guests.
- •Click Cancel and the meeting room won't be released.
The calendar bot will send a notification to the original event organizer to let them know the release.
4. Change or delete meeting room reservation administrators
Once the set-up has been completed, members/departments within authority will be shown in the Meeting room reservation administrator. Administrators can click Settings to change or delete a meeting room reservation administrator. Once the selection or removal has been completed, click Save, then click OK in the second pop-up to change or delete the meeting room reservation administrators.
What's the difference between a meeting room reservation administrator and an administrator?
The meeting room reservation administrator isn't a full administrator or a super administrator. They are simply members who can manage meeting events under their authority.
Do I have to set a meeting room reservation administrator?
No. Administrators can choose whether to set a meeting room reservation administrator or not.
For recurring events, will releasing the meeting room release all events?
No. For recurring events, releasing the meeting room will only release the meeting room of the selected event.
If the event is created by the meeting room reservation administrator, will the organizer be the meeting room reservation administrator?
No. When a meeting room reservation administrator creates an event, they can select and add an organizer. If someone else is selected, the reservation administrator won't appear as the organizer.
What should I do if the delete button in settings turns grey making it unable to delete an administrator?
If the delete button for a reservation administrator is grayed out and the prompt below appears, it means that this member has been added in the parent node so that they can't be removed in the current node. You can return to the meeting room selection step, find that user in the corresponding parent node, and then delete them.