Dashboard: Meeting Room Overview and Booking Guide

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:

Date & Time Made Simple

• Pick a date: Use the calendar to jump to the day you need. (See: How to book a Meeting Room by changing the time?)

• View by hour: Time slots are shown in hourly blocks, so it’s easy to plan ahead and avoid conflicts.

Filters & Controls

Want to narrow things down? Use these handy filters at the top of the page:

• Start/End Time: Choose your preferred time range.

• Capacity: Need a room for 10? Just set the number of attendees to find a space that fits.

• Show All: See every room, even the ones already booked — great for quick overviews or finding alternatives.

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. Steps to Book a Room

1. Log in to HybridHero 
   Go to HybridHero and sign in.
2. Go to Rooms page, from the Dashboard.
3. Pick Location, Time & Date. 
   Select where and when you want to book.
4. Set filters using the filter option.  
   Adjust time, capacity, amenities, and exact/close match.
5. Find a free room 
   Rooms marked Available (Green or Orange box) can be booked. Click on them to start booking.
6. Click Save, add a title and description if needed.  
   Provide the meeting Subject which is mandatory and confirm the time.

7.  Click Save. The room will now show as Booked by Me (Blue box).

   That’s it — your meeting room is booked!

Key Points to Remember While Booking

1. Choose Your Location

• Use the Location Selector at the top of the page.
• When you open the page, your default location will be shown first.
• You can choose any level: building, floor, or team.
• This helps you quickly see the rooms in the exact location you have selected.

2. Time Filter

• Shows the hours you normally work by default.
• You can change the time if your meeting is outside or different from regular hours.
• Helps you avoid booking conflicts with other meetings.

3. Exact Match / Close Match

• Exact / Close Match helps you find rooms based on the user seating capacity you selected.
• It shows rooms that exactly match your capacity requirement as well as rooms with the closest available seating capacity based on your search.

4.User Selection 

 
You can select the participants you are booking the meeting for. Based on this selection, the system will display only those meeting rooms that can accommodate the chosen participants. The selected users will also be automatically added as participants when you proceed with the booking.

6. Outlook Integration

• If your company uses Outlook, your booking will show in your Outlook calendar as well.
• Any changes in HybridHero will also update 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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