This guide details the room booking feature (meeting, sports, classes, etc.) available on the Web app Calendar Infomaniak (online service ksuite.infomaniak.com/calendar).

Preamble

• 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 limited equipment and seating.
• Each room created displays a dedicated calendar on the app, which can be shared.
• Double (or more) room booking is possible.

Configure meeting rooms

Prerequisites

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

To create rooms accessible for booking by employees:

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 in the dropdown menu of the left sidebar.
4. Click on Rooms in the left sidebar.
5. Click on the Create a room button:
   
6. Provide the essential information such as the name, the exact location (full address, floor), a color, the maximum number of people who can be accommodated:
   
7. Add the equipment possibly available in the room and the floor in question.
8. Click on Save to save the equipment 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 room in question in the table that appears:
  

Create an event by associating 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 Infomaniak Calendar Web app (online service ksuite.infomaniak.com/calendar).
2. Click on the More button at the top left of the interface to create a New event.
3. Click in the Search for a room or location field to display the available rooms during the time slot (the 3 last booked from the most recent to the least recent).
4. The equipment available 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 equipment available on the event page in the calendar:
   

Overview of rooms and their occupancy

It is possible to have an overview on a calendar of each room 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 view of the availability of your rooms in real time, with the possibility of booking one in a few clicks, which will save you time in organizing your meetings: