I. Overview

When scheduling a meeting, team members can find available rooms in Calendar, filtering and selecting a suitable meeting room based on its capacity, devices, and reservation restriction rules.

Note: Administrators must first complete the room resource configuration such as reservation approval rules, time restrictions, and other rules in the admin console.

II. Procedures

1.Find and reserve a room on the event editing page

Desktop app

Go to Calendar, and click the + button in the lower right corner. Alternatively, click the Edit an event button on the upper part of an existing event's card, and select Add rooms > Available rooms. You can also hover over a room to view its details. Then, select a suitable room.

Note: On mobile, select Room > Available rooms. You can also tap on the i icon on the right side of a meeting room to see its capacity, equipment devices, and reservation restriction rules.

To further narrow down the meeting room scope, click Filter, and use Device and Minimum capacity filter options to only display those meeting rooms that meet your criteria.

2.Find and reserve a room on the Find Rooms page

Subscribe to a room calendar

Desktop app:

To view the availability of specific meeting rooms, click Find Rooms in the upper-right corner of Calendar and, on the left side menu, click the + Subscribe rooms icon next to Rooms. You can also click the Filter meeting rooms icon to filter rooms by Minimum capacity and Device.

Mobile app:

Go to Calendar, click the Calendar icon in the top right corner > + icon. Then choose the Subscribe to calendar option from the menu, select the Rooms tab in the upper middle part, find the meeting room, and click Subscribe to view its availability in the calendar view.

Reserve a room on Find Rooms

In Calendar > Find Rooms, you can see on the left side the meeting rooms you've subscribed to. Choose an available time slot in a desired room, create a new event, and click Save.

Note: Reserving a room on the Find Rooms page is currently only supported on desktop. If you want to reserve a room on mobile, go back to the calendar view and select Create event > Add rooms.

3.Reserve rooms that require approval

When a meeting room has an Approval label next to its name, you must obtain approval to reserve it.

If you try to select a meeting room that requires approval, a request card will be displayed. Enter the purpose of the reservation and click Save to send the request to the approver.

If approved, the room will be reserved successfully. Otherwise, the room will remain available and you can reserve another meeting room.

Note: Currently, you can't reserve a room that requires approval for recurring events. Also, if you change the event time after submitting a request, the previous request or approved reservation will be automatically canceled. You must re-submit a request with the new event information.

III. FAQs

Why a meeting room reservation failed when the event was saved successfully?

An event can be created even if the meeting room reservation fails. If you're 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. You can check the meeting room status on the event card.

Why would a room reservation fail? What should I do?

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. After the approval is granted, the room will be reserved for you. Otherwise, please promptly 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 reservations of this room are 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 promptly 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.

What can I do to view who reserved a meeting room?

After you subscribe to a meeting room in the Find Rooms view, you can view its reservation information. 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.

How can I transfer a meeting room to someone else?

Open the event for which you reserved the meeting room. On the event card, click ··· > Transfer event in the upper-right corner, and select someone else. This action automatically removes you from the event.

💡 You may also like

New to Feishu | Get started with Calendar

Resource | Configure rooms in Feishu Admin

Calendar | Configure meeting room approval

Video l Set up a conference room booking system