This guide details the room booking feature (for meeting rooms, sports facilities, classrooms, etc.) available in the Infomaniak Web app Calendar (online service ksuite.infomaniak.com/calendar).

✘ NOT AVAILABLE‍ with
my kSuite / my kSuite+ (ik.me, etik.com, ikmail.com)
Mail service Starter / Premium

Introduction

• You can create and associate physical meeting rooms with events in Calendar, for example, to organize an event in a specific location that has equipment and a limited number of seats.
• Each created room displays a dedicated calendar in the app, which can be shared (❓: help).
• Double (or multiple) room bookings are possible.
• Number of possible rooms per resource:
  • kSuite Free = 1
  • kSuite Standard = 2
  • kSuite Business = 6
  • kSuite Enterprise = 50

Configure meeting rooms

Prerequisites

• You must be an Administrator or Legal Representative within the Organization (❓: help).
  • Users with limited rights (collaborators and clients) who have access to this product will not be able to do so.

To create rooms that can be booked by collaborators:

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

Create an event and associate it with a room

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

1. Click here to access the Infomaniak Web app Calendar (online service ksuite.infomaniak.com/calendar).
2. Click the ‍ Create button in the upper left corner.
3. Click on Event.
4. Click on Add a room:
   
5. Click in the Search for a room or venue field to display the available rooms for the selected time slot (the 3 most recently booked rooms, from newest to oldest).
6. Click Save to publish the event and its room in the calendar:
   
7. You can find all the information about the chosen location on the event page in the calendar (and on the room's calendar - see below):
   

Overview of rooms and their availability

You can view an overview of each room's calendar to see its availability. When a room is created, a calendar associated with it is created in the Organization's calendars:

Your dedicated kSuite space (❓: help) also displays a real-time view of your rooms' availability, with the option to book one in just a few clicks, saving you time when organizing your meetings: