Need to find a room for your next meeting? The Meeting Room Page makes it super simple to see what’s available, filter by time and capacity, and lock in the perfect spot all in just a few clicks.

Here’s a quick overview to help you get started:

Room Status Indicators

Each room comes with a color-coded status so you can instantly see what’s free and what’s not:

Status	Description
Available	The room is free and can be booked.
Booked	The room is already booked by someone else.
By Request	Room requires approval to be booked.
Booked by me	The room is already booked by you.
Unavailable	Room is not available at the selected time.

How to Book a Meeting Room: Step-by-Step

1. Log in to HybridHero and sign in.
2. From the Dashboard, navigate to the Meeting Room tab.

3. Select the Location, Date, Start Time and End Time for your meeting.

   

4. Apply filters such as Capacity, Filter Tags, Participants or Show All if required. 

   Note: If Show All is selected, the timeline will display the room’s availability for the entire day.

   

5. Available rooms will be displayed based on your selected filters.
6. Click on the desired Timeline block. A booking window will open on the right.

7. Enter a Meeting Subject (mandatory) and confirm the participants.

   

8. Click Save. The room will now appear in the timeline as blue booking block, and it will also be displayed under the Your Bookings section at the bottom of the dashboard.

   

That’s it — your meeting room is booked!

Key Points to Remember While Booking

1. Meeting Room Bookings

The Meeting Room Dashboard provides a quick overview of meeting room bookings at the bottom of the dashboard. These bookings are displayed based on the selected location

It is divided into three sections:

• Your Bookings: Displays meeting room bookings where you are the organizer.
• Booked by You: Displays meeting room bookings that you have booked on behalf of others.
• All Other Bookings: Displays meeting room bookings created by other users (It is only visible when the Show All filter is toggled on.)

Each booking displays the meeting name, meeting room, location, booking time, and an Edit option where applicable. 

This functionality makes it easier for managers to quickly identify bookings made by themselves or others and helps them stay organized.

2. Difference in Time Range and Show All Filter

• Start Time & End Time: The Start Time is displayed based on the default start time set under your preferences, with the End Time automatically set to 30 minutes later. The timeline will display room availability only for the selected time range. 
• Show All: Selecting Show All will display the meeting room’s availability for the entire day in the timeline.

3. Exact Match / Close Match

• Exact Match / Close Match helps you find rooms based on the filters you select, such as capacity or amenities.
• The system displays rooms that exactly match your requirements, as well as rooms with the closest available capacity when an exact match isn't available.

4. Participant Selection

• Based on your participant selection, their availability will also be displayed on the timeline for the entire day. This allows you to easily select a suitable meeting time based on both participant availability and meeting room availability. 
• The selected users will also be automatically added as participants when you proceed with the booking.

5. Outlook Integration

• If your company uses Outlook, your meeting room booking will also appear in your Outlook Calendar.
• Any changes made to the booking in HybridHero will also be reflected in Outlook.

Need Help?

If you encounter any issues or have questions about the process, our support team is here to help: support@hybridhero.com

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