Configure Room Resources Synced from Microsoft 365

After you synchronize room resources from Microsoft 365, you can configure the room resources to manage how and when users can book meeting rooms.

Background information

Yeastar Workplace supports 3 types of room resources, and the room type determines whether and how users can book this meeting room.
Regular Meeting Room
Regular Meeting Rooms can be booked by any user with booking permission, through Yeastar Workplace web portal and their associated Room Displays.
Request-only Room
Request-only Rooms can be booked by any user with booking permission on Yeastar Workplace web portal only. When users try to book a Request-only Room, they need to submit a reservation request first, and only when the request is approved will the room be booked.
You can specify the approver(s) for each Request-only Room and which users can directly book Request-only Rooms without approval.
Dedicated Meeting Room
Dedicated Meeting Rooms are for specific use and can NOT be booked by any users on Yeastar Workplace web portal.
Note: By default, all room resources synced from Microsoft 365 are Regular Meeting Rooms, you can set the room resources to different types and configure the corresponding settings as needed.

Prerequisites

To set Request-only Room, ensure that you have enabled and set up meeting room approvals.

Procedure

  1. Log in to Yeastar Workplace admin portal, go to Meeting Room > Room Management.
  2. Select the desired meeting room resource(s), and click Edit.

  3. In the Basic Information tab, select the desired fields and configure the meeting room information.

    Setting Description
    Room Name
    Note: This option is only for Dedicated Meeting Room.
    Specify a name to help you and your colleagues identify this meeting room.
    Building Select the building where the meeting room is located.
    Floor Select the floor where the meeting room is located.
    Capacity Enter the maximum number of people the room can accommodate, so as to help users find a room that matches their meeting size.
    Facility Select the available facilities in the meeting room.
    Booking Type Select the type of the meeting room.
    Users with Approval Permission
    Note: This option is only for Request-only Meeting Room.
    Select which users or groups can manage the reservation requests for this Request-only room.
    Users with Room Booking Permission
    Note: This option is only for Regular Meeting Room and Request-only Meeting Room.
    Select which users or groups can book the meeting room.
    Remark Optional. Enter remark for this meeting room.
  4. For Regular Meeting Room and Request-only Meeting Room, click the Booking Settings tab, select the desired fields and set booking rules to manage how and when users can book this meeting room.
    Setting Description
    Restrict Schedules in Company Working Hours Decide whether to restrict meeting room bookings to Company Working Hours.
    Note: To view or set the working hours, go to Location and click of the desired building, then go to Edit > Time Preferences > Working Hours.
    • Enabled: The meeting rooms can only be booked during working hours.
    • Disabled: The meeting rooms can be booked for any time.
    Minimum Duration of a Meeting Specify the minimum duration for a meeting room that can be booked.
    Maximum Duration of a Meeting Specify the maximum duration for a meeting room that can be booked.
    Advance Booking Window Specify how far in advance users can book meeting rooms.
    Allow Recurring Booking Decide whether users can schedule recurring meeting room reservations.
  5. For Regular Meeting Room and Request-only Meeting Room, click the Check-in/End Settings tab, select the desired fields and configure settings.
    • Enable Check-in: Decide whether users need to check in to confirm their reservations when using the room.
      Scenario Description
      Check-in is NOT required Select Disable.
      Check-in is required Select Enable and configure the following settings:
      • Advance Check-in Window: Specify how far in advance users can check in to their meeting room reservations.
        Note: The system will send a reminder to the users with check-in permission when it reaches the pre-configured time.
      • Permission to Check in: Decide who can check in for meeting reservations.
      • Release the Meeting Room Upon Check-in Timeout: Decide whether to release the meeting room when it reaches the check-in timeout.
    • Permission to End: Decide who can end meetings.
    • Participants Check-in Count: Decide whether to enable check-in for meeting participants, so that the system can record and display the actual attendees for a meeting.
  6. Click Save.
    Note: You can customize the settings in the Smart Device Settings tab after you set up smart devices for Yeastar Meeting Room Booking system.

Result

The operation result varies from the type of room you set.

Type of Meeting Room Description
Regular Meeting Room Users with booking permission can click the desired time slot to book this meeting room.
Request-only Room
  • The room resources are displayed on Yeastar Workplace user portal.
  • Users with booking permission can click the desired time slot to submit a reservation request. After the request is approved by the approver(s), this meeting room will be booked.

  • Users from the No Approval Required drop-down list can directly book Request-only Rooms without approval.
Dedicated Meeting Room
  • The room resources are NOT displayed on the Room tab of Yeastar Workplace user portal.
  • No users can book these meeting room resources.

What to do next

Mark room resources on your floor map, so users can book meeting rooms from the map directly.

For more information, see Mark Existing Desks and Rooms on Floor Maps.