Need to reserve space in your workplace? If you use Rooms, your space is integrated with your existing calendar service - Google Calendar or Microsoft Outlook Calendar. Within these services, you can make a booking for future use. By using the Envoy mobile app or Rooms tablet display app, you can make a booking for the same calendar day. All of these methods are detailed in this article.
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)
To book now from preset times:
Tap the time next to Book
Select a time
Note that you will only be able to select a time based on when the room is available
The meeting will show on the right side of the screen
Tap Save
To book in advance using custom times:
Tap the time next to Book
Select Custom
Input the time for your meeting
Note that you will only be able to select times based on when the room is available
The meeting will show on the right side of the screen
Tap Save
From the calendar (right side of the screen)
Tap a time slot on the calendar
Set the start and end times for your meeting or select a new time slot on the calendar
Tap Save
Your meeting will populate on the calendar
Google Calendar Booking
Important Note: You will only be able to book a room through Google calendar if your company uses Google Calendar AND an admin has this enabled for Room booking.
Booking from your google calendar is simple. Create a meeting invite and select the room you would like to have your meeting in.
Navigate to calendar.google.com
Click a time slot on your calendar or click Create in the top left corner
Input your meeting details such as the Title, Times, details, etc.
Select a room for your meeting (based on availability)
Click Save
Your room will be reserved for your meeting at the scheduled time.
Admins, learn more about preparing your google calendar.
Outlook Calendar Booking
Important Note: You will only be able to book a room through your Outlook calendar if your company uses Outlook AND an admin has this enabled for Room booking.
Booking from your outlook calendar is simple. Create a meeting invite and select the room you would like to have your meeting in.
Navigate to your outlook email or outlook.office365.com/calendar
Click a time slot on your calendar or click New Event in the top left corner
Input your meeting details such as the Title, Times, details, etc.
Select a room for your meeting (based on availability)
Add a rooms request, if desired.
Click Save
Your room will be reserved for your meeting at the scheduled time.
Admins, learn more about preparing your office 365 calendar.
Using Rooms on Envoy Mobile
Video - Book a room using Envoy mobile
Book 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 (30 minutes booking)
Tap the + in the top right corner of the screen.
Tap Book a room.
Select the room you want to book.
Tap Book for X minutes (this time will change depending on how long the room is available).
You will see a green check and a popup that your room was successfully booked.
The room's display will also change to reflect your booked meeting.
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:
Using the maps tab, users can check-in to a meeting up to 15 minutes before it starts. By tapping on the 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 or Extend 15 minutes directly from the app.
These options will only show up for a user who is an attendee of the current meeting.
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).
Using the Envoy Rooms Display App
Checking into an Upcoming Meeting
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
The Rooms Display
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.
On the iPad display you'll see that the room is In use.
Tap End and the display will change to available.
The iPad display removes the meeting from view and the room becomes available to Book now.
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.
Room Notifications via Slack or Microsoft Teams
Important Note: Your company must have an active Microsoft Teams or Slack account and must have notifications enabled in order to receive these notifications.
Envoy can also alert you about upcoming meetings. In Slack or Microsoft Teams, Envoy will send a notification when it's time to check into an upcoming room reservation.
Simply respond to the notification by clicking the "Check-in" button to claim the room you've reserved. Envoy will automatically update the status of the Rooms iPad to let the rest of the office know that that room is occupied.
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.