Meetings Guide

Purpose

Use this guide to get activated as a Host (admin invite), link your calendar, and then request/track meeting room bookings from your calendar meetings.

Who should use this guide

• Company users requesting meeting rooms (Hosts)
• Tenant admins who invite/activate hosts
• Venue/building operations teams supporting approvals and room availability

How to do it

• Admin: invite the user as a Host via Venues → Operations → Hosts → Invite host (or Bulk invite).
• User: open the invite link and accept; if redirected, complete the Host onboarding wizard.
• Open Dashboard → Meetings (Host dashboard).
• Link your calendar using Connect calendar (Google) or Connect calendar (Microsoft 365).
• In Calendar meetings, find the meeting and open Room Planner to select a space and complete Details.
• Click Request booking, then track status changes from the meeting list/cards and refresh when needed.

Host dashboard + calendar meetings (cards/list)

Where: Dashboard → Meetings

Used for: Seeing your upcoming meetings (from your connected calendar) and linking them to meeting-room booking requests.

Configure

• Open Dashboard → Meetings (Host-only dashboard).
• If prompted that the dashboard is Hosts-only, complete Host activation first (see next feature).

Use day-to-day

• Use the meeting type filter (All / Onsite / Offsite / Virtual) to focus the list.
• Switch between Cards and List views to review meetings quickly.
• Use Refresh when you’ve just linked a calendar or changed meeting details externally.

Pro tips

• If you don’t see any meetings, link your calendar first (Google or Microsoft 365).
• If meetings still don’t appear, widen your date range in your external calendar and re-sync.

Host activation (admin invite + accept invitation)

Where: Venues → Operations → Hosts (admin) + invite link (host)

Used for: Enabling the Meetings dashboard for a user by inviting them as a Host and having them accept the invitation.

Configure

• Admin: open Venues → Operations → Hosts.
• Admin: enter the user email and click Invite host (or Bulk invite).
• Host: open the invite link and accept the host invitation.
• If redirected, complete Host onboarding wizard, then return to Dashboard → Meetings.

Use day-to-day

• After acceptance, use Dashboard → Meetings as the daily operating screen for meeting-room requests.

Pro tips

• Invite hosts early: they often need time to accept and complete onboarding before their first booking request.
• If the user is signed in as the wrong account, the invite flow will redirect them to onboarding to fix it.

Link your calendar (Google Calendar or Microsoft 365)

Where: Meetings → Host dashboard → Connect calendar

Used for: Linking your calendar so Meetings can display your meetings and sync details needed for room booking requests.

Configure

• Open Dashboard → Meetings.
• In Host dashboard, click Connect calendar (Google) or Connect calendar (Microsoft 365).
• Complete the provider sign-in/consent flow, then return to Meetings and confirm it shows “Connected calendar”.

Use day-to-day

• Use Disconnect when you need to relink or switch accounts/providers.

Pro tips

• If linking fails, check the visible OAuth return banner and retry after resolving the provider error.
• After connecting, click Refresh to ensure buttons and calendar-meetings content updates.

Request meeting room booking (Room Planner + Request booking)

Where: Meetings → Calendar meetings → Actions → Room Planner / Request booking

Used for: Turning a calendar meeting into a provisional booking request by selecting a space and submitting booking details.

Configure

• Connect your calendar so the meeting appears in Calendar meetings.
• Open a meeting card/row and open Room Planner.
• In Room Planner: choose Spaces, then confirm Details (Department + Cost Center are required for hosted requests).
• Select a room/space, then click Request booking.

Use day-to-day

• Track request status back on the meeting card/list and in booking-request history.
• Adjust space/details and re-submit if the venue/building team requests changes.

Pro tips

• If Request booking is disabled, check the tooltip: you may need to select a building/room, or fill Department and Cost Center in Planner → Details.
• Use Room Planner tabs (Additional services / Catering) if your booking requires extras.

Runbook

Daily checklist

• Confirm your calendar is connected (and reconnect if needed).
• Review upcoming calendar meetings and identify which need rooms booked.
• Submit booking requests early for peak days to avoid capacity issues.
• Refresh and clear any errors/warnings before handoff (capacity, missing details, etc.).

Troubleshooting

• If you see “This Meetings dashboard is available to Hosts only”, you are not activated yet — ask an admin to invite you via Venues → Operations → Hosts.
• If the invite link redirects you, complete Host onboarding wizard and then return to Dashboard → Meetings.
• If calendar meetings are empty, connect your calendar and click Refresh.
• If Request booking is disabled, check: building selected, room selected, and for hosted requests ensure Department + Cost Center are filled in Planner → Details.