Schedule a Meeting Room

Meeting Rooms may be scheduled in advance, to ensure it will be available to you at your planned date and time. This is a great way to manage your team meetings, client meetings, or any other planned conversations that would be better managed in a Meeting Room.

Using the Scheduler for meetings works very well for attendees both within your oVice team, as well as external partners or clients you may not wish to have in your open Workspace. Each scheduled meeting has a unique invitation URL that may be shared with anyone for instant access to the reserved Room at the scheduled day and time.

 

Accessing Room Reservations

View and Schedule Rooms from the Schedule Pane. To access, click on the Calendar Icon in the Top Horizontal Menu Bar.  From the drop-down, you can filter the listings by Room.

Screenshot 2023-09-05 at 8.58.21 PM.png

 

Permissions Required for Use

Viewing Reservations Administrator/Member
Copy Invitation Link Administrator/Member
Edit/Delete Reservation Administrator/Reserver


*The schedule menu will not be displayed for users with visitor privileges.

 

Viewing Reservations

Click the calendar button at the top right of the screen.

 

Screenshot 2023-10-16 at 11.37.05 PM.png

1) Reservation Date and Time Set the date and time you want to check. By default, it is set from the current time to 23:45 of the current day.
*It will be reset when you close the sidebar.
2) Location Information Locate the meeting room on the space.
3) Reservation Details Displays the conference room, date and time, reservation person, and description.Screenshot 2023-10-17 at 8.46.17 AM.png
4) Edit Reservation Click to Copy Invitation Link, Edit Date/Time, or Delete directly.
Show More Loads more reservations for the specified date and time. By default, 3 reservations for each conference room will be displayed, starting with the reservation with the earliest start time.

 

Create a New Room Reservation

  1. New Reservation

    1. Click the Reserve button at the top right of the schedule screen

    2. Select Room

    3. Enter the schedule and click Save

    *Meeting rooms that are already reserved for the specified date and time cannot be selected. If you turn on "Show only available conference rooms", only reservable conference rooms will be displayed.

    *The number of people displayed in each conference room indicates the maximum number of people who can use it.

    Screenshot 2023-10-16 at 10.00.05 PM.png

     

    Copy Invitation Link/Edit/Delete Reservation

    1.Click on the relevant reservation on the reservation confirmation screen.

    2. Click the required operation from the displayed buttons.

    Screenshot 2023-10-16 at 11.42.46 PM.png

    ① Copy the invitation link (invite an external person to the target meeting as a guest)

    ② Edit reservation

    ③Delete reservation

     

    Joining from the Invitation Link

    1. Access via invitation link

    *Name settings etc. are the same as accessing as a visitor .

    2. Select microphone on/off and enter the room

    • Guests who receive the link can enter the designated meeting room at the reserved date and time, regardless of space access restrictions. If a space is set to private, when guests leave the meeting room, they will be returned to the lobby screen instead of within the space.
    • You will not be able to enter the conference room using the link until the reserved date and time.
    • Once the reserved date and time has passed, you will not be able to enter the conference room using the link.
    • If the conference room is locked or is already full, you will not be able to enter the conference room using the link.

     

    Close the Schedule Pane

    Click the calendar button at the top right of the screen.

     

    Tips

    • Schedule management is also possible in the meeting room of the space.

      Confirm/Edit/Delete Reservations/Copy Invitation Link
      Click the calendar button at the top left of the meeting room or the three-dot mark at the top right and click "View Current Reservation" to view reservations up to the most recent month on the schedule screen.
      Screenshot 2023-10-16 at 11.40.20 PM.png

      Reserve a Conference Room
      Click the three dots in the upper right corner of the conference room and select "Reserve Meeting Room."
      Screenshot 2023-10-16 at 11.39.02 PM.png

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