This guide details the room booking feature (for meetings, sports, classes, etc.) available on the Web app Calendar Infomaniak (online service calendar.infomaniak.com for managing your events and appointments).

Introduction

• It is possible to create and associate physical meeting rooms with events from Calendar, for example to organize an event in a specific location with equipment and a limited number of seats.
• Each created room displays a dedicated calendar on the app, which can be shared.
• It is possible to book a room (or more) twice (or more).

Set up meeting rooms

Prerequisites

• Creating rooms requires “Administrator” and “Legal Representative” rights.

To create rooms that can be booked by colleagues:

1. Click here to access the Web app Calendar Infomaniak (online service calendar.infomaniak.com).
2. Click on the Settings icon ‍‍ at the top right.
3. Check or select the relevant Organization from the dropdown menu in the left sidebar.
4. Click on Rooms in the left sidebar.
5. Click on the Create a room button:
   
6. Enter the essential information such as the name, the exact location (full address, floor), a color, and the maximum number of people that can be accommodated:
   
7. Add any available equipment in the room and on the floor in question.
8. Click on Save to save the material related to the room:
   
9. Click on Save to create the meeting room.

Actions on the created room

If you have several similar rooms, you can speed up their creation by duplicating the first one:

• Click on the action menu ⋮ to the right of the relevant room in the displayed table:
  

Create an event and associate a room with it

Once the room is created and configured, simply create an event to associate the desired room with it:

1. Click here to access the Web app Calendar Infomaniak (online service calendar.infomaniak.com).
2. Click on the More ‍ button at the top left of the interface to create a New event.
3. Click in the field Search for a room or location to display the available rooms for the time slot (the 3 most recently booked, from most recent to least recent).
4. The available equipment in each room is displayed on the right.
5. Click on Save to publish the event and its room in the calendar:
   
6. You will find all the information about the chosen location and the available equipment on the event page in the calendar:
   

Overall view of rooms and their occupancy

It is possible to have an overall view of each room's calendar to see its occupancy. Indeed, when a room is created, a calendar associated with it is created in the Organization's calendars:

Your dedicated kSuite space (ksuite.infomaniak.com) also displays a real-time view of your room availability, with the possibility to book one in a few clicks, which will save you time in organizing your meetings: