Set up Room Auto-Release Strategy

Yeastar Workplace provides auto-release strategies to release unused meeting rooms, thus improving the utilization of meeting rooms.

Administrators can set auto-release strategies to determine when to release unused meeting rooms.

Background information

Depending on the usage scenarios, you can adopt different auto-release strategies.

Rooms NOT bound with People Counting Sensors

Auto-release rooms after the check-in timeout, when no check-in occurs within a specified time after the meeting starts, the system will automatically release the meeting room.

For more information, see Auto-release upon check-in timeout.

Rooms bound with People Counting Sensors

Auto-release rooms after the check-in timeout (when no check-in occurs within a specified time after the meeting starts, the system will automatically release the meeting room), and auto-release rooms when the People Counting Sensor continuously detects no one in the room for a specific period of time.

For more information, see Auto-release upon check-in timeout and sensor detection.

Auto-release upon check-in timeout

Procedure

1. Log in to Yeastar Workplace management portal, and go to Meeting Room >Room Preferences.

2. In the Smart Processing Settings section, complete the followings:
   

   1. Click the Release the Meeting Room Upon Check-in Timeout dropdown list and select Enable.
   2. Click the Timeout Duration dropdown list and specify the timeout duration.
      If no check-in occurs within this duration after the meeting starts, this meeting room will be released.

3. Click Save.

Result

When a meeting reaches the start time, if no check-in occurs during the duration you set, the system will automatically release this meeting room and send notifications to the meeting organizer and the participants about the cancellation.

Auto-release upon check-in timeout and sensor detection

Prerequisite

The meeting rooms are bound with People Counting Sensors.

Procedure

1. Log in to Yeastar Workplace management portal, and go to Meeting Room >Room Preferences.

2. Set up auto-release strategy upon check-in timeout.
   

   1. In the Smart Processing Settings section, click the Release the Meeting Room Upon Check-in Timeout dropdown list and select Enable.
   2. Click the Timeout Duration dropdown list and specify the timeout duration.
      If no check-in occurs within this duration after the meeting starts, this meeting room will be released.

3. Set up auto-release strategy upon sensor detection.
   

   1. In the Smart Processing Settings section, click the Automatically End the Meeting When No One Is Detected dropdown list and select Enable.
   2. Click the Duration dropdown list and specify the duration.
      If no one is detected by the People Counting Sensor within the duration, this meeting room will be released.

4. Click Save.

Result

You have set up the auto-release strategies.

• When a meeting reaches the start time, if no check-in occurs during the duration you set, the system will automatically release this meeting room and send notifications to the meeting organizer and the participants about the cancellation.

• When People Counting Sensor continuously detects the room is empty and reaches 5 minutes before the room is automatically released. A notification will be sent to the meeting organizer, through which the meeting organizer can decide whether to keep or release this meeting room.

Author: Cody