Booking and managing meeting rooms

HybridHero gives you flexible options to book, edit, delete, check in, and check out of meeting rooms making workspace management smooth and efficient.

Below are the Quick ways to Book a Meeting Room:

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

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

  

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

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

2: Book from Floor Plan Tab

• Click Floor Plan 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 floor plan.
• 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.

3: Book from Schedule tab

• Click Schedule from the left side menu.
• Select the Room icon from the top left.
• Select the location from where you wish to book the meeting room.

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

  
• Click on the box against the date and the meeting room which is available as per your requirement.
• Booking window will open. Enter the time for booking and the participant details.
• 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:

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

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

3. 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.

4. 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:

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 Floor Plan Tab:

1. Go to Floor Plan 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?

1. Then 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.

How to Check Out

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.

Key Booking Rules

To ensure efficient workspace management, please keep the following rules in mind:

• Multiple Bookings: You are permitted to book multiple meeting rooms for the same time slot or overlapping periods (useful for large events or breakout sessions).

• No Double Bookings: A specific meeting room can only be booked by one user at a time. The system strictly prevents double bookings to avoid scheduling conflicts.

Suggested Articles:

How do I set up my Preferred Meeting Room?

Booking and Managing Meeting Rooms

How to book a Meeting Room by changing the time?