Overview

Booking meeting rooms, hot desks, and shared equipment helps prevent scheduling conflicts and ensures everyone has access to the tools and spaces they need. Whether you're organizing a team meeting, client presentation, or need a quiet spot for calls, this article explains how bookings work and what you should keep in mind when reserving shared assets.

What Resources Can Be Booked?

Depending on your office setup, the following may be available for reservation:

• Meeting Rooms (small, medium, boardroom)
• Hot Desks (for hybrid/remote workers visiting the office)
• Presentation Equipment (projectors, conference phones, whiteboards)
• Shared Vehicles (for site visits or client travel)
• Event Spaces (large gathering areas, lounges)

Some resources may be available on a first-come-first-served basis, while others require approval or priority scheduling (e.g., boardrooms or executive-use spaces).

Booking Systems Used

Most resource bookings are managed through one of the following platforms:

• Calendar System (e.g., Google Calendar, Outlook): Bookable as a resource/location
• Office Management Software (e.g., Robin, Envoy, Skedda): Used for desks, rooms, and equipment
• Internal Portals or Forms: For manual approvals or specialty assets (like vehicles or events)

You may need permission or be part of a specific group to view or reserve certain resources.

Booking Rules & Etiquette

To ensure fair and efficient use:

• Book only what you need — avoid placeholder or recurring bookings you don’t use
• Cancel if plans change — release the space so others can book
• Respect time slots — wrap up before the next scheduled booking begins
• Leave it clean — reset furniture, dispose of trash, and wipe down surfaces
• Don’t move shared equipment (e.g., whiteboards, remotes) without approval

Some rooms may have capacity limits or require keycard access.

Conflicts & Approvals

• If your booking conflicts with another, the system may auto-reject it or notify you
• Bookings outside normal office hours or for special events may require approval from Facilities or Office Admin
• If you're denied access to a resource, you may need additional permissions — reach out to IT or Admin support

Need Help?

If you can’t find a room, access a booking, or encounter system errors:

• Submit a ticket under “Office Resources & Bookings” in the Helpdesk
• Or contact facilities@yourcompany.com or admin@yourcompany.com