Room bookings appear in invited usersâ agendas. This allows attendees to view meeting details and check in or check out, while the organizer retains control over cancellation.
Participants can also be managed from the administrator application.
What Can Each User Do?
Action | Organizer | Attendee | Administrator |
View the booking | Yes | Yes, if invited | Depending on their permissions |
Check in | Yes | Yes | Depending on their permissions |
Check out | Yes | Yes | N/A |
Cancel the booking from the user application | Yes | No | N/A |
Edit participants from Admin | N/A | N/A | Depending on their permissions |
Create a Booking with Attendees
When creating a room booking, the administrator can specify the organizer and participants.
The organizer receives the booking as its owner, and attendees can view it in their agendas.
Edit Booking Attendees
Open the room booking in Admin.
Edit the booking.
Add or remove the relevant participants.
Save your changes.
The changes are reflected as follows:
Added participants: receive the booking and can view it in their agendas.
Removed participants: receive an email informing them that they have been removed from the booking.
Removing a participant does not cancel the booking for the organizer or the remaining attendees.
Delete the Booking
If the administrator deletes the entire booking, both the organizer and participants receive an email notifying them that the booking has been deleted.
View a Booking as an Attendee
When you are invited to a room booking, a card appears in your agenda or daily view with:
Room name or number.
Date and time.
Organizer, identified as âInvited byâ.
Booking status.
Check-in or check-out actions, when available.
Check In
Any attendee included in the booking, including the organizer, can check in within the configured time window.
Open the booking card.
Select the check-in action.
The booking status changes to In Use.
Check-in is performed only once per booking. Once someone completes it, the action is no longer available to the other attendees.
The organizer can see who checked in.
Check Out
When the meeting ends, any attendee can check out, provided there is an active check-in.
When they do:
The booking status changes to Completed.
The room becomes available for new bookings.
The person who performed the action is recorded.
Checking out ends the room booking for all participants. If performed before the scheduled end time, the space is released immediately.
Cancel the Booking
In the user application, only the organizer can cancel the booking.
The organizer can cancel either a pending booking or one that is already in use. Once cancellation is confirmed, the room is released and attendees are notified.
Invited attendees cannot cancel a booking in which they are only participants.
What Happens If Nobody Checks In?
If the room is configured to be released automatically when nobody checks in, and the specified time passes without any participant confirming use, the system releases the room and notifies the organizer.