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Book A Room On Web Portal

This topic describes how to book a meeting room on Yeastar Workplace web portal.

Tip

Yeastar Workplace can help you avoid meeting scheduling conflicts. For more information, see this topic.

Background information

Yeastar Workplace provides two different methods to book a meeting room.

Method Description
Office map Display a floor's room resources on a map to help you locate and book specific meeting rooms easily.

For more information, see Book a desk on the office map.
Room list Display all the available time periods for all room resources in the system, and enable you to to quickly find a meeting room that meets your time requirements.

For more information, see book a desk using room list.

Book a meeting room on office map

  1. Log in to Yeastar Workplace, and select the Map tab in the top bar.
  2. In the top filter bar, select the location, and date. Or search for specific rooms in the search bar.
  3. Click the icon of the desired meeting room, a pop-up dialog box will appear immediately, displaying the meeting room information and the recommended periods for reservation.
  4. Click a desired time period, and complete the following configurations to book a meeting room.

    1. Enter the basic information:

      • ( Subject): Enter the meeting subject.

      • (Time): Select the date, start time and end time for this meeting.

      • ( Participants):Click to add internal participants.

      • (Guest): To invite external guests to this meeting, enter the emails of external guests and seperate multiple emails with the Enter key.

    2. Optional: Click the Advanced button to set the meeting notification, recurrence pattern and meeting service.

      (Meeting notification)

      Click the dropdown list and select the notification time or disable it.

      (Recurrence pattern)

      Click the dropdown list and select the recurrence pattern or customize the recurrence pattern.

      (Meeting Service)

      If you have specific meeting needs, turn on the option and complete the following configurations.

      • Service Type: Click the dropdown list and select the service type you need.
      • Contact: Click the dropdown list and select the contact(s) to be notified about this meeting service.
      • Send Service Notification Time: Select when to send notification messages to the selected contact(s).
      • Remark: Optional. Enter the description of the meeting service you require.

    3. If you are using Microsoft Teams to book a meeting room, you can decide whether to generate a Teams meeting link by the checkbox Create Microsoft Teams Meeting Link.

    4. Click Save (For Request-only Rooms, click Request).

Book a meeting room using room list

  1. Log in to Yeastar Workplace web portal, and select the Room tab in the top bar.
  2. Filter the desired meeting rooms by date, location, capacity, and facility.
  3. Click an empty time slot in the calendar grid of the desired meeting room.
  4. In the pop-up window, complete the following configurations to book a meeting room.

    1. Enter the basic information:

      • Subject: Enter the meeting subject.

      • Time: Select the date, start time and end time for this meeting.

      • Participants:Click to add internal participants.

      • Guest: To invite external guests to this meeting, enter the emails of external guests and seperate multiple emails with the Enter key.

    2. Optional: Click the Advanced button to set the meeting notification, recurrence pattern and meeting service.

      (Meeting notification)

      Click the dropdown list and select the notification time or disable it.

      (Recurrence pattern)

      Click the dropdown list and select the recurrence pattern or customize the recurrence pattern.

      (Meeting Service)

      If you have specific meeting needs, turn on the option and complete the following configurations.

      • Service Type: Click the dropdown list and select the service type you need.
      • Contact: Click the dropdown list and select the contact(s) to be notified about this meeting service.
      • Send Service Notification Time: Select when to send notification messages to the selected contact(s).
      • Remark: Optional. Enter the description of the meeting service you require.

    3. If you are using Microsoft Teams to book a meeting room, you can decide whether to generate a Teams meeting link by the checkbox Create Microsoft Teams Meeting Link.

    4. Click Save (For Request-only Rooms, click Request).

Result

  • For regular meeting rooms: You have booked a meeting room successfully.

  • For request-only rooms: You have submitted the reservation request, and you will be notified if your request has been approved or rejected.

  • If you enabled the Meeting Service, the selected contact(s) will be notified at the time you set.

  • If the meeting room you booked comes with the icon or , your room bookings will be synced to Google Calendar or Outlook calendar respectively.

    Note

    Any reservations synced to Outlook will be displayed on the calendar of the booked room instead of your personal calendar, due to Microsoft default settings.
    Select the room calendar to view synced reservations.

    Personal calendar Personal calendar & selected room calendar


Last update: October 31, 2022
Created: December 16, 2021

Author: Cody