Tenant User Guides
Public operator guides for EventSuite tenants. Choose a module to see configuration steps, day-to-day usage, and pro tips.
Tenant User Guides
Published operator guides for tenant teams. Select a module to see full step-by-step usage instructions.
Available Guides
Meetings — How To Use
Host-only dashboard for meeting room booking requests, powered by calendar sync (Google/Microsoft 365).
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
Features (What + How + Pro Tips)
Feature list
How To Do It (UI Steps)
- • 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.
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.).
Host dashboard + calendar meetings (cards/list)
Where: Dashboard → Meetings
What it’s 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)
What it’s 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
What it’s 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
What it’s 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.
Happy Path Runbook
Step 1 — Activate host access
- • Admin invites host from Venues → Operations → Hosts.
- • User accepts invite (and completes Host onboarding if prompted).
Exit condition: User can open Dashboard → Meetings and sees the Host dashboard (not the Hosts-only gate).
Step 2 — Link calendar
- • Connect Google Calendar or Microsoft 365 from the Host dashboard.
- • Confirm Connected calendar appears.
Exit condition: Calendar meetings are visible in Meetings and can be acted on.
Step 3 — Request and track booking
- • Open Room Planner from a calendar meeting.
- • Select a space and submit Request booking.
- • Monitor status and respond to changes/requests.
Exit condition: Booking request is submitted and progresses through the appropriate workflow.
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.
Where to go next
Use these public hubs to connect tenant setup guidance to the broader EventSuite platform, workflow, and buyer-education pages.
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Review the core module that keeps plans, budgets, tasks, and operations inside one event workspace.
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Move from tenant how-to steps into operational playbooks and buyer-stage evaluation content.
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