With physical meeting room booking, Vectera automatically reserves a meeting room from your Google or Microsoft calendar when a client books an appointment. This means you no longer need to manually assign a room, it's handled at the moment of booking.

In this article:

• Before you start
• How to configure physical meeting rooms on an appointment type
• How booking works
• Missing calendar permissions
• Changing the meeting room of a booked event
• Room no longer available

Before you start

• We recommend to reconnect your Google or Microsoft calendar, to be sure that the offline meeting rooms are loaded. 
  • Go to https://www.vectera.com/scheduling/configure/
  • Click on Disconnect and confirm
  • Connect your calendar
    • Select your calendar to check for availability and book new events. Don't select the physical room on this page, this happens in the meeting type

• Your calendar must have access to room resource calendars. If not, a warning will appear in the availability settings of the meeting type. We recommend to ask your IT partner to set them up in Google/Microsoft:
  • Google: https://knowledge.workspace.google.com/admin/calendar/share-room-and-resource-calendars
  • Microsoft: https://learn.microsoft.com/en-us/microsoft-365/admin/manage/room-and-equipment-mailboxes?view=o365-worldwide#set-up-room-and-equipment-mailboxes

Configure physical meeting rooms on a meeting type

When the above step is fine, you will be able to select one or more physical meeting rooms in a meeting type. Here's how you select them:

1. Go to your meeting types overview and open the one you want to configure.
2. Under the location section (right below the address field), you will find the physical meeting room selector.
3. Click the dropdown to see all available rooms from your connected calendar.
4. Select one or more rooms. (Click a room again to deselect it.)
5. Save the appointment type.

Note: Physical meeting rooms can be added regardless of whether the appointment type also offers online or phone call options.

How it affects bookings

A time slot is only shown to the client if both the host and at least one of the configured rooms is available at that time. When a booking is confirmed, one room is automatically reserved in the calendar.

The booked room name is included in the confirmation and reminder emails sent to both the host and the guest. There's one exception, if it's an online meeting the guest will not see the physical meeting room in the emails.

Note: When a meeting is booked, the meeting will immediately appear in the host's calendar, but it might take a few minutes before it appears in the room's calendar!

Changing the meeting room of a booked event

If a meeting is booked with a physical room but you would like to change the room, you can do this in the calendar event.

• Go to your Google/Outlook/O365 calendar
• Click on the event (eg. the image above, click on John Doe (the event on the left side))
• Edit the event
• Add another physical room and remove the first one
• Save the event (and optionally send to the other participants)

Troubleshooting

Missing calendar permissions

If your calendar connection is missing the required permissions to access room resources, a warning will appear in the availability settings. Both at the team level and for the specific team member affected. You will be prompted to reconnect your calendar to grant the necessary permissions.

Room no longer available

If a meeting room that was configured on an appointment type no longer exists as a resource in your calendar, you will receive an email notification prompting you to update the appointment type.

The Vectera team looks forward to your feedback. Our goal is to continually improve your online meeting experience! Ready to get started? Log in to your account or start your free trial of Vectera!