Manage room reservations with Calendar

This guide details the room reservation functionality (for meetings, sports, classes, etc.) available on the Infomaniak Web app Calendar (online service calendar.infomaniak.com).

Introduction

• It is possible to create and link physical meeting rooms to events from Calendar, for example to organize an event in a specific location with equipment and a limited number of seats.
• Each created room displays a dedicated calendar in the app.
• A double (or more) room booking is possible.

Managing events with meeting rooms

Requirements

• The feature requires a kSuite plan:
  • kSuite for everyone: 1 room/resource
  • kSuite standard: 3 rooms/resource
  • kSuite pro: 6 rooms/resource
  • kSuite enterprise: 100 rooms/resource
• Creating rooms requires “Administrator” and “Legal Manager” rights.

Setting up rooms

To create rooms accessible for reservation by collaborators:

1. Click here to access the Infomaniak Web app Calendar (online service calendar.infomaniak.com).
2. Click on the Settings icon ‍‍ at the top right.
3. Check or select the relevant Organization in the dropdown menu on the left sidebar.
4. Click on Rooms in the left sidebar.
5. Click on the Create a room button:
   
6. Provide a name, a location (physical address, floor), a seating capacity…
   
7. Add the equipment available in the room if necessary.
8. Click on Save to save the equipment linked to the room:
   
9. Click on Save to create the meeting room.

The room information and creation are also accessible from the Organization settings on the Infomaniak Manager.

Creating an event and linking a room to it

Once the room is created and configured, simply create an event to link it to the desired room:

1. Click here to access the Infomaniak Web app Calendar (online service calendar.infomaniak.com).
2. Click on the Plus button ‍ at the top left of the interface to create a New event.
3. Click in the Search for a room or location field to display available rooms for the selected time slot (the last 3 reserved rooms are displayed from most to least recent).
4. The available equipment 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 location and available equipment on the event page in the calendar:
   

Overview of rooms and their occupancy

It is possible to get a global view of each room's calendar to see its occupancy. Indeed, when a room is created, an associated calendar is created in the Organization's calendars: