Skip to content

Add a 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.

This topic describes how to add a Regular Meeting Room on Yeastar Workplace management portal.


  1. Log in to Yeastar Workplace management portal.

  2. Go to Meeting Room > Room Management, and click Add.

  3. In the Basic Information tab, configure the meeting room information.

    Setting Description
    Room Name Specify a name to help you and your colleagues identify this meeting room.
    Building In the drop-down list, select the building where the meeting room is located.
    Floor In the drop-down list, select the floor where the meeting room is located.
    Capacity Enter the maximum number of people the room can accommodate to help users find a room that matched their meeting size.
    Facility In the drop-down list, select the available facilities in the meeting room.
    You can add or delete facilities as needed.
    Booking Type In the drop-down list, select Regular Meeting Room.
    Users with Room Booking Permission In the drop-down list, select which users or groups can book the meeting room.
    Remark (optional) Enter remark for this meeting room.

  4. Click the Booking Settings tab, 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.
    • 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 of 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. Click the Check-in/End Settings tab, and configure the following settings.

    • In the Enable Check-in drop-down list, decide whether users need to check in to confirm their reservations when using the room.

      • If check-in is NOT required: Select Disable.
      • If check-in is required: Select Enable, and configure the following settings:

        Setting Description
        Advance Check-in Window

        Specify how far in advance users can check in to their meeting room reservations.
        The system will send a reminder to 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

        Check in timeout refers to the latest time for users to check in after the meeting has started.

        • Enable: If no check-in occurs within the check-in timeout, the system will automatically release this meeting room.
          Specify the check-in timeout in the dropdown list next to it.
        • Disable: The meeting room will not be released, even if no check-in occurs.

    • 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.


    You can customize the settings in the Smart Device Settings tab after you set up smart devices for Yeastar Meeting Room Booking system.


You have added a Regular Meeting Room resource, this room resource is displayed on Yeastar Workplace user portal. Users with booking permission can click the desired time slot to book this meeting room.

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.

📄Yeastar Workplace Meeting Room Usage Flow: See how users make and manage meeting room reservations.

Last update: May 17, 2023
Created: April 10, 2023