Viewing Meeting Room Bookings

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Viewing Meeting Room Bookings

This page explains how an intranet user can view Meeting Room Booking.

INDEX ITEMS

Overview

Access to Meeting Room Booking
View Meeting Room Booking

View Bookings

Specific Items

Filter Meeting Room Booking Locations and Rooms
Setting up iCal feeds

Accessing Meeting Room Booking

Below are some examples of how you might access the company meeting room bookings, depending on how your intranet has been structured:

From the layout:
If MRB is presented in the left, right or central column of the layout, the application will display as below. Select GO to view and create bookings.

From a navigation item:
A direct link to Meeting Room Booking in the Horizontal or Vertical navigation
A direct link to Meeting Room Booking in the Horizontal or Vertical navigation

From the Clever Tools list:

Viewing the Meeting Room Booking calendar
Basic Details
The Meeting Room Booking application is presented within a calendar view. From that calendar, you can select your location, which then displays the rooms for that location.

Time zones, event dates and event times
In the Filter Location section, the time zone is displayed. In this example, the selected location, London, is set to Greenwich Mean Time.

Viewing a Day/Week/Month
Day, Week or Month icons at the top right of the calendar allow you to view bookings in those formats. If you make a selection, this preference will be remembered for the next time you view this calendar (within the current browsing session).

Date Selector: Navigating to other days/weeks/months
To the left, notice the small calendar icon between two arrows This is the Date Selector. Use these arrows to navigate to other days/weeks/months in the Meeting Room Booking application. Or select the icon to quickly navigate to a specific date. At any time you can return to today by selecting the icon.

Filter Location
At the bottom of the calendar, the Filter Location section lists all locations available to view here. Use the drop-down box to select a location, then the Filter Rooms list will update to display the rooms available here. In the above example, note that the 'London Office' location has been selected to display. At this location, there are two rooms, 'Boardroom' and 'Meeting Room'. We can see that the Meeting Room has been booked at 9.30am-10.30am and 4.00pm-4.30pm.

Filter Rooms
From the calendar, you can see any meeting room bookings for the dates you are viewing. By selecting or deselecting the Filter Room checkboxes, you can view or hide any room bookings made within these rooms.

Note: Room bookings can also be viewed from within the Company Calendar application, allowing users to view calendar events and room bookings at the same time. This needs to be set up on the respective calendar. For more information on this, click here.

Using the iCal Room Feed
Rolling over the Room name in the Filter Rooms list will display an arrow icon. Use the Copy Room Feed URL to create an iCal feed for this room, which will display room bookings in Outlook or Google Calendar. Note: iCal is a standard calendar format allowing the one-way import/export of room information and is a read-only view. If you have security to edit events, this must be done within the intranet.

Setting up an iCal calendar for a meeting room

Outlook 2007
Copy the URL to your clipboard and paste into a browser window. An Outlook box will open requesting you to open the file in Outlook. The room will then be added to your Outlook calendar.

Google Calendar
Sign into your Google account, go to Other Calendars and select Add by URL. Then, copy and paste the iCal URL into the Address field and click Add.

Apple iCal
From your Apple iCal, go to Subscriptions and Subscribe to a new iCal. Paste the iCal URL into the Calendar URL field.

Viewing Room Bookings

Select a booking to view more information about it or about its event series. Either:

Click on the specific booking to view the main details, or,

Double click on the booking to display all details, including any information about a recurring series or series exceptions

The following details are stored on a booking:

Title
Location
Room
Date
Date Recurrence (if relevant)
Primary Contact for this booking
Facilities
Facility Managers
Caterers
Description

Back to top

Meeting Room Booking Index

Applications Index

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