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Record each meeting room in the building with information on the location, equipment, availability, collocability and billing of the room. Define a room manager who is generally responsible for the meeting room and in particular for its allocation.
Pool Room
Activation via the "Room merged" button, the meeting room then becomes a "merged meeting room" with the display for selecting the rooms and the changeover times. In addition, when a room that can be merged is canceled, a check is made to ensure that no partial room is available.Meeting Room
Information on identification and the room in general can be entered in this info area. By linking to a room, the room information is transferred to the meeting room.| Property | Description |
| Telephone Number | Enter the telephone number of the telephone in the meeting room. If the room does not have a telephone, the input field can remain empty. |
| Description | Enter a detailed description of the meeting room. |
| Room Name | If existent, provide the name of the meeting room (e.g. "Roosevelt Room") |
| Bookable | This field shows whether the meeting room is available for bookings. If activated, employees can reserve the room for meetings. If it is deactivated, the room is temporarily or permanently unavailable. |
| Pool room? | Pool room? |
Room / workplace
This group includes features that characterize meeting rooms and workplaces. This includes information on the location, equipment and capacity of the rooms.| Property | Description |
| Workplace | You will find a job here. |
| Room | For rooms that cannot be combined: Select the room that is to be used as a meeting room. Note: If appointments have already been booked for this room, the room can no longer be changed and is displayed "grayed out". |
The following rooms are pooled
If the meeting room is made up of several rooms, the rooms from which it is made up are displayed in this list.See also: Combined rooms
Info on pooled room
A merged meeting room consists of two or more individual, already defined meeting rooms and can be booked as a stand-alone meeting room. This process of "| Property | Description |
| Follow-up Time | Follow-up Time |
| Lead Time [min] | Lead Time [min] |
Equipment
Information on the equipment of the room (e.g. LAN connections and seating) can be stored in this info area.| Property | Description |
| Number of LAN Sockets | Enter a number for the number of LAN connections in the meeting room. All LAN connections specified here should be easy to use by the meeting participants. |
| Standard Seating | Enter the seating arrangement which is to be found in the meeting room |
| Number of Seats / Room Capacity | Enter the maximum participant capacity for the meeting room. The capacity is required for all booking channels so that the booker can be shown all available rooms that match the search criterion "Meeting participants". |
Settlement
Information on whether and which room costs are incurred by the meeting room booking can be stored in this info area.| Property | Description |
| Charge Room Costs? | Charge Room Costs? |
| Charge per Full or Patial Hour [€] | Charge per Full or Patial Hour [€] |
Connection to Room in Exchange Server
When using eTASK.Outlook room booking, the connection between the meeting room and the room in Exchange Server is established in this info area. This coordinates Exchange Server with the FM portal.Catering
If drinks and/or food catering is available for the meeting room (optional), the booking can be activated and configured in this info area.| Property | Description |
| Beverage service available? | Specify whether catering should be possible for this room. |
| Catering Group | Catering Group |
| Caterer (services) | Caterer (services) |
Available Resources in this Meeting Room
The resources of the meeting room (e.g. video and audio equipment) can be noted here. They are then displayed in the list.See also: bookable resources
Reservation Restrictions
Booking restrictions for a meeting room can be specified in this info area. For example, it can be specified that the meeting room can only be booked by an exclusive group of people or that a booking requires the approval of the person responsible for the room.| Property | Description |
| Cancellation Term [h] | Cancellation Term [h] |
| Remarks | Enter important remarks relating to the booking restrictions for the meeting room. |
| Activate automatic termination if not confirmed | Specify whether the room booking should be automatically terminated if it is not confirmed. The booking must be confirmed within 15 minutes of its start. The automatic termination takes place after the period specified in the configuration parameter "ReConfirmTimeout" in minutes after the start of the booking (default: 15-30 minutes). |
| Exclusive Meeting Room? | Specify whether the meeting room can only be booked by room managers. |
| Authorization required? | Indication of whether the booking of this room requires approval by the person responsible for the room. |
| Bookable on Holidays? | Specify whether the meeting room should also be bookable on public holidays. |
| Bookable on Saturday? | Specify whether the meeting room should also be bookable on Saturdays. |
| Bookable on Sunday? | Specify whether the meeting room should also be bookable on Sundays. |
Room and Catering Officers
This list contains all persons who are responsible for this meeting room.See also: room manager
E-Mail Settings
The sending of e-mails to the room and catering managers can be controlled in this info area.| Property | Description |
| Send E-Mail to Catering Officer? | Send E-Mail to Catering Officer? |
| Send E-Mail to Room Officer? | Send E-Mail to Room Officer? |
Blocked Time Periods
If the meeting room is locked at certain times, i.e. cannot be booked, these are listed here.See also: Blocked periods
Settings for Exchange Reservations
Default settings for room bookings via Exchange or the eTASK.Outlook room booking add-in are made here. This also applies to bookings with applications other than the add-in that can book rooms via Exchange Server.| Property | Description |
| Transfer subject from OWA postings | Transfer subject from OWA postings Yes/ No |
| Default Requester | Default Requester |
| Default Cost Center | Default Cost Center |
| EWS URL | Here you will find the EWS URL for each room. |
| Booking activated on Exchange Server | Booking activated on Exchange Server |
Room Bookings Sync with Exchange
The synchronization sessions with the Exchange Server are logged in this info area.See also: synchronization run
List of Booked Dates
This list contains all the dates for which the meeting room is reserved.See also: booking dates
Photo of this Meeting Room
Add a photo of the meeting room here. Click on Upload, select the photo from your hard disk and upload it using the "Save" button.In this section you can manage images and display an image gallery.
Documents
Operating instructions or similar documents that are relevant for users of the room can be stored in this information area.In this section you can upload, download and manage files.