I. Intro

When scheduling a meeting, team members can quickly find available rooms in Calendar and select a suitable meeting room based on the necessary capacity, devices, and reservation restriction rules. Members can also quickly filter meeting rooms by capacity and device.

Note:

•This function is still in internal beta testing. Please ask your administrator to contact the Feishu commercialization team or use Feishu Assistant to request trial use.

•The administrator must complete the room resource configuration in admin console before team members can find and reserve a room from Calendar. Reservation approval rules, time restrictions, and other rules must be enabled and configured by the administrator in admin console before they can take effect.

II. Steps

1.Enter the meeting room page

•Enter from Calendar

Open Calendar and click Rooms on the upper left to enter the meeting room page.

The meeting room card can display Capacity and Device. On the desktop client, hovering the cursor over the relevant meeting room will display more information, such as whether a reservation requires approval.

•Enter from a gadget

You can search for the Meeting Room Reservation gadget in Workplace to quickly be redirected to the meeting room reservation page.

Note: Members can only use the Meeting Room Reservation app after the administrator has launched it on Feishu Open Platform.

To learn more, see: Configure a meeting room gadget.

2.Search meeting rooms

In the meeting room page, meeting rooms of frequently reserved buildings of the day are displayed by default. You can filter the meeting rooms by Reservation time, Building, Device, and Capacity.

•Reservation time

You can choose the time you'd like to reserve under the Date option. You can use the Current time option to adjust the date, such as skipping to the previous day or the next day. You can also click Today to return to the current date.

•Building

You can filter meeting rooms by Building and Floor, and multiselect floors or select all floors. You can also Search for buildings.

•Device

You can select devices you need for a meeting from the Device option.

•Capacity

You can set the capacity of the target meeting room, and then meeting rooms with the capacity great than the selected number of individuals are shown as a result.

3.Reserve a meeting room

Reserve a basic meeting room

In the meeting room page, different event colors represent different meeting room reservation statuses.

Blue: Indicates that I created/participated in an event and reserved the meeting room for the event.

Grey: Indicates that the meeting room is reserved by others, or the time frame is not available for reservation.

White: Means the meeting room is available.

Click on any area of the available meeting room to reserve the meeting room and schedule relevant events. To learn more, see Create events and invite guests

You're also able to add multiple meeting rooms when making a reservation.

On the desktop client, hover the cursor over the event to display the person making the reservation. Click it to display details and chat with the person.

On the mobile app, tap Specific meeting room > Scheduled event > Event to view meeting room reservation details. (Note: This feature is only available for Android. Coming soon to iOS.)

Reserve rooms that require approval

If you select a room that requires approval, you will receive meeting room request tips when you try to save the event. You must enter the purpose of the reservation and then click Save to automatically send a request to the approver.

If approved, then the room has been successfully reserved. If approval is not granted, the room remains available and you can reserve another meeting room.

Note: Currently, you cannot reserve a room that requires approval for recurring events. In addition, if you change the event time after submitting a request for approval, the previous request or approved reservation will be automatically canceled. You must re-submit an approval request when you save the new event information.

III. FAQs

Is there a time limit for reservations?

The reservation time limit for each meeting room is set by the administrator in the admin console, including Daily reservation time range, Maximum duration allowed for a single reservation, and Earliest reservation time. You can select Any reservation time under the Date filter condition to check for any Available meeting rooms.

Why did I receive a meeting room reservation failure message when the event was saved successfully?

Meeting event creations are independent of meeting room reservations. The room reservation status is shown on the event card. A meeting event can be created even if the meeting room reservation fails.

If you are notified that the room reservation failed, go back to the event card and click Edit event in the upper-right corner to reserve another meeting room.

Under what circumstances will a room reservation fail? What should I do about it?

A room reservation may fail for one of the following reasons.

•The room reservation requires approval: If the room you intend to reserve has an Approval label, your reservation will succeed only after the administrator approves the request. You can initiate a request for approval to reserve the room. Once approved, the room will be reserved for you. Otherwise, please immediately reserve another room.

•The reservation time doesn't fall within the room's opening hours: If the reservation time doesn't fall within the room's opening hours, your reservation will also fail. For example, when you try to add a room, if the system prompts that the reservation of this room is not supported, you can change your reservation time to fit with the room's available hours, durations, and available dates, or select another room.

•Room reservations for a recurring event fail: If you have reserved a room for a recurring event, but the room is unavailable more than 10 times because it is occupied or taken over for use, then all your reservations for the recurring event for this room will fail. Please immediately reserve another room.

Note: The above circumstances will occur only after the administrator has completed meeting room configuration in the admin console. If you have any more questions, please contact the administrator of your team.

How can I view who reserved a meeting room?

After you subscribe to a meeting room in the Find Rooms view, you can view the room reservation information. If you want to ask someone who reserved the room to switch meeting rooms, click any colored block to see who reserved the room for that time frame and initiate a chat. Alternatively, when adding a meeting room, you can select All Rooms and hover your cursor over a meeting room name to view who reserved it.

I want to transfer a meeting room I reserved to another employee. What should I do?

Find the event for which you reserved the meeting room. On the event card, click Transfer event in the upper-right corner. This allows you to transfer the event and room to another employee. This action automatically removes you from the event.