Manage room bookings with the Web Calendar app

This guide details the room booking feature (for meetings, sports, classes, etc.) available on the Web app Calendar Infomaniak (online service calendar.infomaniak.com for managing your events and appointments).

Introduction

• It is possible to create and associate physical meeting rooms with events from Calendar, for example to organize an event in a specific location with limited equipment and seating.
• Each created room displays a dedicated calendar on the app, which can be shared.
• Double (or more) room booking is possible.

Manage events with meeting rooms

Prerequisites

• Creating rooms requires “Administrator” and “Legal Representative” rights.

Set up the rooms

To create rooms available for booking by colleagues:

1. Click here to access the Web app Calendar Infomaniak (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 of the left sidebar.
4. Click on Rooms in the left sidebar.
5. Click on the Create a room button:
   
6. Give a name, a location (physical address, floor), a seating capacity…
   
7. Add any equipment that may be available in the room in question.
8. Click on Save to save the equipment linked to the room:
   
9. Click on Save to create the meeting room.

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

Create an event and associate a room with it

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

1. Click here to access the Infomaniak Calendar web app (online service calendar.infomaniak.com).
2. Click on the More ‍ button at the top left of the interface to create a New event.
3. Click in the field Search for a room or location to display the available rooms for the time slot (the 3 most recently booked, from most recent 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 will find all the information about the chosen location and the available equipment on the event page in the calendar:
   

Overall view of rooms and their occupancy

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