Below, we explain how your team will interact with Rooms in their day-to-day work and how they can use Rooms to find and book available meeting spaces.
Benefits of Rooms for employees
Spend less time searching for a place to meet.
Conveniently book rooms using the tools you already have, including Google Calendar, Outlook calendar or your smartphone.
Check into a booked room through a convenient display screen outside of the meeting room or through Slack and Microsoft Teams.
Using the Envoy Rooms Display App
Booking a Room
Each Room can have a corresponding device(s) outside of the entry to that Room. The device will show an overview of the room's scheduled meetings for the day, and it will show if the room is currently available (green), if a meeting is starting in that room soon (yellow), or if the room is currently in use (red).
Booking a room to use now
If a room is available (green), a user can book it for 15, 30, 45, 60 minutes, or a custom amount, depending on the time available until the next scheduled meeting.
Select the desired amount of time from the dropdown next to the Book button.
Once the time is selected, click Save. The meeting room is yours to use until your allotted time is up!
Booking a room to use later
If you don't need a room immediately, or if it's currently in use, you can use the tablet to secure a future time slot.
On the right-hand side of the tablet screen, tap the time slot you need.
Give the meeting a name (optional), change the time (default will be 30 minutes, starting on the hour), and add any guests(optional).
Click Save to book your room.
Extending your current meeting
Do you need more time in your room? If the room is available past your scheduled time, you can tap on the Extend 15 minutes button to add more time to your meeting slot. You can extend the meeting as many times as needed, unless the room is already booked!
Checking into an Upcoming Meeting
Admins have the ability to enable the "Rooms check-in" feature.
This feature will only appear for a meeting booked through either Google or Outlook calendars.
The device outside of the room will be outlined in yellow and have a "check-in" button appear 5 minutes before the meeting start time up until 5 minutes after the meeting start time.
You will want to check into the room to maintain your room reservation. If you do not check into the room within that time period, your room reservation will be released, and others will have the opportunity to book that room.
NOTE: Check-in notifications can also be sent through Slack and Microsoft Teams, if enabled by an admin. If you are the creator of the room reservation, you will receive a Slack or Teams message reminding you to check-in. You can do so right from that reminder notification!
Ending a Meeting Before the Scheduled End Time
If you have finished your meeting early, you have the ability to end the room reservation to free up the room for someone else to book.
Simply click End on the display device outside the room to free it up.
Using Rooms on Envoy Mobile App
Booking a Room
Via the Home Screen (30 minutes booking)
Open the Envoy Mobile app.
Tap the Rooms button under More to explore.
Select the room you want to book.
Tap Book for 30 minutes
You will see a green check and a popup that your room was successfully booked.
Via the + plus button
Open the Envoy Mobile app
Click the plus (+) button in the top right corner
Select Book a Room
Choose the desired room for the meeting
Change the amount of time booked, if desired, by tapping on the minutes listed. By default, the room will be booked for the next 30-minute interval.
For example, if you're booking a room at 3:53 PM, the default time will be 37 minutes, making your meeting end time 4:30 PM.
Click Book Room
Important notes:
If Bluetooth is enabled for the Envoy mobile app, the list of available rooms will be prioritized in order of which room is closest to you at that moment.
Via the Map (15 minute increments)
Open the Envoy Mobile app.
Click on the Map at the bottom.
Tap Rooms at the top of the map to see which rooms are available on the Map. Green is available and red is not available to book.
Room details should appear.
Tap on the time at the bottom and adjust the time as needed.
Tap on Book room for x minutes.
Your room will be booked for the amount of time you selected.
Check-in, Release, & End Meeting Rooms from Envoy Mobile
Easily check-in, release, or end a meeting through the mobile app. Here's how:
If a meeting attendee taps on their current meeting room in the mobile app, they will see the option to Check-in or Release room.
If a meeting room is already checked in, attendees will see the option to End meeting directly from the app.
These options will only show up for a user who is an attendee of the current meeting.
NOTE: You can only check-in or release a room for an in-progress meeting (checking in ahead of time will be supported in an upcoming release).
Steps:
Open the Envoy mobile app.
Navigate to the Map tab.
Search for your Room on the map and click into it.
You will see the meeting details along with the options to check in, release, or end meeting (the end meeting option will only show if the room is already checked into).
Employee permissions
Any employee in your directory can download and create an account with the Envoy mobile app.
Employees have permissions to do the following:
See available rooms
Book available rooms
Employees will not have access to:
Account or location settings