Book Single-Room Instantly with Room Schedule Card

You can now leverage our brand-new Room Schedule card that enables you to book meeting rooms in your organization on interactive touch-screen enabled compatible tablets or devices running the Appspace App.

Booking functions on this card include:

• Book now – ability to book 30 minutes, 1 hour, or 1.5 hours from the current time, based on room availability.
• Book in advance – book future time slots (on the same day only) or up to 7 days in advance, based on room availability.
• Extend meeting – extend current meeting by 30 minutes, 1 hour, or 1.5 hours.
• End meeting – end current meeting, and make the room available.
• Check in – option to check in to a meeting from 10 minutes before until 10 minutes after the start of the meeting.

What’s in this article:

Book Meeting Room via Appspace App

When the Room Schedule card is configured and displayed on a tablet outside the respective meeting room, the following features will be available to you:

Room information

The room name and status indicating if the room is available, offline, or occupied is displayed.

• Available – when the room is available, the card displays the Book now button, and the default display color is green (unless if the color was changed earlier during the card customization process).
  
  
  
• Booked – when the room is occupied, the card displays the meeting name, and the default display color is red.
  
• Check in – when a meeting is about to start, the card displays the Check in button, and the default display color is yellow.
  
  
  
• Offline – if the room has no connection to the calendar provider server, the Try to connect button is displayed.
  
  
  

Note

These status colors can also be extended to the entire page by changing the options when configuring the card.

Meeting information

Details of current meeting and upcoming meetings for the day.

Booking functions

Book now

You may book a meeting room instantly when the room is available. To book a slot from the current time:

1. 1. Click the Book now button.
      
      
      
   2. Select the end time of the meeting. You may select may time slots (if available) by scrolling down.
      
   3. Or click one of the available time slots. Choosing one of the time slots will book the room from now until the time slot chosen. These time slots will only be available if the “Show available time slots” option was selected during the card configuration.
      

Book in advance

To make an advanced booking:

1. 1. Click the Book in advance button.
       
      
      
   2. Select the desired date and time slot. Each time slot is a 30-minute block, thus multiple time slots can be selected to set the duration of your meeting.
      
   3. Click the Book button.
      Note

      You can only book in advance for the current day, if the 7 days advance booking option is unchecked

Check in

The Check in button becomes available on the app 10 minutes before the start of the meeting until 10 minutes after.
If no one performs a check-in within that 20-minute window, the meeting room reservation is automatically cancelled.

Extend meeting

You may choose to extend the booking of a meeting room that is already in session, if the room is available after your slot.

1. 1. To do this, click the Extend meeting button.
      
      
      
   2. Select the end time.
      

End meeting

To end a meeting immediately while the meeting is in session, click the End meeting button.

    

Book Meeting Room via a Calendar

You may also book your meeting rooms directly from your calendar, after you have configured the card and delegation access for your personal email account.

For instructions to book a meeting room using one of our supported calendar providers, click the link below:

• Book via Google Calendar
• Book via Microsoft Outlook Calendar

Book via Google Calendar

To schedule a meeting and book the meeting room via your Google calendar,

1. Follow the instructions in the Create an event article:
   https://support.google.com/calendar/answer/72143?hl=en&co=GENIE.Platform%3DDesktop
2. We recommend creating your event by selecting the Click the Create button in the Ways to create an event section.
3. Be sure to enter in the following EVENT DETAILS:
   • Meeting Title
   • Meeting Date and Time
   • Meeting Description
   • Guests – Click the GUESTS tab, to add the meeting attendees
   • Meeting Room – Click the ROOMS tab, to add the meeting venue. Select the meeting room configured to your card(s).
     
4. The successful booking will be reflected on the (tablet/TV) outside the booked room.