Manage room reservations with Calendar

This guide details the functionality of room reservation (meetings, sports, courses, etc.) available on the Web app Calendar Infomaniak (online service) calendar.infomaniak.com for the management of your events and appointments).

Preamble

• It is possible to create and associate physical meeting rooms with events from Calendar, e.g. to organize an event in a specific place with equipment and a limited number of places.
• Each created room displays a dedicated calendar on the app, which it is possible to share.
• A double (or more) room reservation is possible.

Manage events with meeting rooms

Prerequisites

• Creating rooms requires the rights of the administrator and legal manager.

Configure rooms

To create rooms accessible to the reservation by the employees:

1. Click here to access the web app Calendar Infomaniak (online service) calendar.infomaniak.com).
2. Click on the icon Parameters ‍‍ Top right.
3. Check or select the Organization from the drop-down menu in the left side menu.
4. Click on Rooms in the left side menu.
5. Click on the button Create a room:
   
6. Give a name, a location (physical address, floor), a seating capacity...
   
7. Add any available material to the room in question.
8. Click on Save to save the equipment related to the room:
   
9. Click on Save to create the meeting room.

Information and the creation of rooms are also accessible from the Organization's parameters on the Manager Infomaniak.

Create an event by combining a room with it

Once the room has been created and configured, simply create an event to associate it with the desired room:

1. Click here to access the web app Calendar Infomaniak (online service) calendar.infomaniak.com).
2. Click on the button More ‍ at the top left of the interface to create a New event.
3. Click in the field Find a room or place to display the free rooms on the slot (the last 3 reserved from the most recent to the least recent).
4. The material 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 can find all the information about the chosen place and the material available on the event page in the calendar:
   

Overall view of the rooms and their occupation

It is possible to have a global view of a calendar of each room to see its occupation. Indeed when a room is created, a calendar associated with it is created in the calendars of the Organization: