Walk-up booking (via the Rooms iPad or Tablet)

When it comes to booking a room, you can choose to book the meeting for now or in advance. There are multiple ways to book using the Rooms tablet via the Available, In Use and Pending screens.

From the Book option (Bottom left)

  1. To book now from preset times:

    1. Tap the time next to Book

    2. Select a time

      1. Note that you will only be able to select a time based on when the room is available

      2. The meeting will show on the right side of the screen

    3. Tap Save

  2. To book in advance using custom times:

    1. Tap the time next to Book

    2. Select Custom

    3. Input the time for your meeting

      1. Note that you will only be able to select times based on when the room is available

      2. The meeting will show on the right side of the screen

    4. Tap Save

From the calendar (right side of the screen)

  1. Tap a time slot on the calendar

  2. Set the start and end times for your meeting or select a new time slot on the calendar

  3. Tap Save

  4. Your meeting will populate on the calendar

Google Calendar Booking

Booking from your google calendar is simple. Create a meeting invite and select the room you would like to have your meeting in.

  1. Navigate to calendar.google.com

  2. Click a time slot on your calendar or click Create in the top left corner

  3. Input your meeting details such as the Title, Times, details, etc.

  4. Select a room for your meeting (based on availability)

  5. Click Save

  6. Your room will be reserved for your meeting at the scheduled time.

Learn more about preparing your google calendar.

Outlook calendar Booking

Booking from your outlook calendar is simple. Create a meeting invite and select the room you would like to have your meeting in.

  1. Navigate to your outlook email or outlook.office365.com/calendar

  2. Click a time slot on your calendar or click New Event in the top left corner

  3. Input your meeting details such as the Title, Times, details, etc.

  4. Select a room for your meeting (based on availability)

  5. Click Save

  6. Your room will be reserved for your meeting at the scheduled time.

Learn more about preparing your office 365 calendar.

Mobile Booking

  1. Tap the + in the top right corner of the screen.

  2. Tap Book a room.

  3. Select the room you want to book.

  4. Tap Book for X minutes (this time will change depending on how long the room is available).

  5. You will see a green check and a popup that your room was successfully booked.

  6. The room's display will also change to reflect your booked meeting.

How to check into a room

Envoy Rooms provides employees with a few different ways to check in.

The Rooms iPad display

  1. Simply tap the yellow Check in button during the time period of five minutes before a scheduled reservation, and five minutes after.

How to end the meeting (release the room)

If your meeting wraps up early and you're leaving the room, you can tap the red "End" button to free up the space for the remainder of your reservation.

This creates more available space for those searching for a place to meet. The Calendar will be updated to show the real time the meeting ended, and the iPad display will revert back to appearing green to show that the room is now available for someone else to book.

  1. On the iPad display you'll see that the room is In use.

  2. Tap End and the display will change to available.

  3. The iPad display removes the meeting from view and the room becomes available to Book now.

  4. For analytics and tracking purposes the meeting is not deleted from employee calendars. It's simply updated to show the proper end time of the meeting.

Space saver features (for admins)

Room Check-in

With the check-in space saver feature enabled in you Envoy dashboard, you can ensure that your meeting rooms are, in fact, being used, instead of booked with no one using the space.

When a meeting is scheduled to start in a reserved room, the Rooms iPad will display a yellow "Check in" button. Meeting attendees have ten minutes (five before start time, five after start time) to check into and secure the room they've reserved.

On the flip side, if you don't check in to secure your reserved room, Envoy Rooms will automatically release the room after 5 minutes to allow the rest of the office to access the freed space.

To use your meeting room space to its fullest, Envoy Rooms has enabled Check in. Your team will need to begin checking into their meetings in order to confirm they are using the meeting space.

Recurring meeting cleanup

Clean up unused rooms tied to recurring meetings. Missing 3 check-ins will remove the room from the calendar event and notify the event owner.

To turn these features on or off:

  1. Navigate to Rooms > Settings in your Envoy Dashboard

  2. Scroll to Space saver

  3. Toggle Room check-in on or off

  4. Toggle Recurring meeting cleanup on or off

Notification integrations

Envoy will also alert your team members about their upcoming meetings. In Slack or Microsoft Teams, Envoy will send a notification when it's time to check into an upcoming room reservation.

Employees simply respond to the notification by clicking the "Check-in" button to claim the room they've reserved. Then, Envoy will automatically update the status of the Rooms iPad to let the rest of the office know that that room is occupied. Learn more about host notifications.

Slack

If any employee has not checked in on the Rooms iPad kiosk, Envoy will alert employees via direct message on Slack, and encourage them to check into their room reservation.

Click Check-in on the Slack alert to secure your room reservation.

Microsoft Teams

If any employee has not checked in on the Rooms iPad kiosk, Envoy will alert employees via direct message on Microsoft Teams, and encourage them to check into their room reservation.

Click Check-in on the Teams alert to secure your room reservation.

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