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How to book a Meeting Room?
How to book a Meeting Room?

This article will help you to learn how to create, edit, delete and check in to your meeting room booking.

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Written by Preetha George
Updated over a week ago

3 ways of booking a meeting room

  1. Quick Book

  2. Book from Locate

  3. Book from Plan

  • How to edit the booking?

  • How to delete it?

  • How to check in & check out?

Below are the quick ways to book a meeting room in HybridHero:

Quick book

Quick Book feature as the name suggests helps you to book your assets quickly and effortlessly.

To speed up the booking process, please set your default workspace, Room and Parking) in your settings.

The step-by-step process of setting up your default desk and preferred location:

  • Click on your name initials on the top right corner.

  • Select the Settings Option:

  • Go to default assets and click on Edit button under Room.

  • Select the desired desk from the available options.

  1. Go to the Dashboard and click on the Quick Book button located at the top right corner of the screen.

  2. Click on Rooms to select from the options of Workspaces, Rooms, Parking and Remote.

  3. Select the Date, Time and Time Zone and select the asset using change button (if there is any change from preferred assets).

  4. Click the Book button to proceed with the booking of assets.


Book from Locate Tab

Below are the steps to be followed:

  • Click Locate from the left menu.

  • Select the floor plan in which the meeting room has to be booked.

  • Click on the appropriate meeting room to be booked from the floorplan.

  • Enter the details like date, start and end time, location and book for yourself or others in the booking window.

  • Click next to enter the details like internal and external participants, subject, and comments if any.

  • Select the platform of meeting like teams or Google or Zoom.

  • Click Book to confirm the meeting room.


Book from Plan tab

Here are the steps to book a meeting room from the plan tab as a user:

  1. Click Plan from the left side menu.

  2. Select the Room icon from the top left.

  3. Select the location from where you wish to book the meeting room.

  4. You will be able to see the details and capacity of meeting room listed from the selected location.

  5. Click on the box against the date and the meeting room which is available as per your requirement.

  6. Booking window will open. Enter the time for booking and the participant details.

  7. Click on Book to confirm.


How to edit the booking?

If the booking is in the future user will be able to edit it. Once a booking time has passed or the user has already checked in, there will not be an option to delete it.

Here are the steps to edit an upcoming booking:

From the Dashboard, you will be able to see the bookings made for the week.

  1. Click on the Pencil icon next to the booking which you would like to edit:

  1. From the booking screen that appears with the booking details, you will be able to change the date, start time and end time of the booking or change the asset which you wish to book.

  2. Once you are done with the booking, you can click on Save Changes button to save the edits.


How to delete it?

To release or delete desk bookings in HybridHero, you can follow either of the following ways:

Release/Delete desk bookings from Dashboard:

  1. Go to Dashboard and click on Edit (Pencil) Icon on the booking you want to cancel:

  2. Edit your booking menu will appear on the right side of display.

  3. Click on the Bin Icon to delete your booking:

Release/Delete desk bookings from Locate Tab:

  1. Go to Locate Tab on HybridHero, select the date and look for the Room with blue color and click on it.

  2. A window appears on the right side of the screen with the Bin icon on the top. Click on Bin Icon to proceed with release/deletion of your booking.


How to check in/ check out?

To check in to your desk on HybridHero, follow these simple steps:

1. When a Room is booked, the Check in button will appear on the Dashboard tab.

2. Click on the Check in button.

3. Once you have checked in, the Check out button will appear.

To check out from your booking on HybridHero, follow these steps:

1. Click on the Dashboard tab on the left side menu.

2. Find the Room that you checked in to and click the Check out button.

You can also choose to check out before the booking ends by clicking the Check out button. If you forget to check out, the system will automatically check you out 15 minutes (or the time configured by your admins) after your booking ends, and you will receive an email confirmation.

If you have any questions or encounter any issues, please reach out to our support team at support@hybridhero.com

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