Our room booking solution helps increase the utilization of your meeting rooms and simplifies the management of rooms and displays. To begin using our solution, you need to integrate with your calendar provider, add meeting room displays, and configure your Workspaces & meeting rooms.
This article covers:
Integrate with Calendar provider
Our system needs to be integrated with your Microsoft 365, Exchange EWS or Google Workspace room resource calendars to work, here is a guide showing you how to do this. The calendar integration is needed for you to be able to book meeting rooms from GOGET.
Configure Workspaces
At the center of our solution is the Workspace feature, where you can create a digital copy of your office’s sites, buildings, floors, rooms, and desks in a Workspace hierarchy. This hierarchy is free form, which means that not all entities in the structure must be included. Rooms can, for example, be added directly to a building without adding floors. This guide shows you how to configure your workspace. Once that is done, the next step is to start configuring your room booking.
However, kindly note that the floor entity must be used in the hierarchy if you want to add floor plan maps to be able to book rooms from an interactive office map.
Add rooms
To add a room, click "Manage" in the left-hand tool bar, then Workspaces and select the specific location within your hierarchy where you'd like to add it. Finally, click on “Add New”.
Clicking "Add new" opens a menu where you can assign a name and description to the room, specify the number of seats as well as adding Tags and Descriptions, see figure 1. Both Descriptions and Tags are optional. Description helps identify the room in our search feature, while Tags can be used to label rooms and show additional information of their location or equipment.
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Figure 1 |
Figure 2 |
Figure 3 |
Under Room equipment, you can also select which amenities the room has from drop down menu, see figure 2.
In this section, you can also enable Error reporting, which allows users to report any broken equipment in the room directly from the meeting room display, see figure 3.
The final step is to select a calendar source for the room and assign a room license. Then everything is set up.
Add a meeting room device
Once you have created your new room, you need to add a meeting room device to it.
To do that, click "Add device" and then "Add new Room Device".
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In this section, you can assign a name and optional description to your Room Device. To pair the device with the room your new room, enter the pairing code displayed on your device when you start the Room Display X app in the assigned field. This menu also provides instructions for installing the app. |
Configure your meeting rooms
To configure your rooms, click “Manage”, then Workspaces and select the room you want to configure from the hierarchy.
Once you click the room, you will see three different settings tabs: Devices, Room Settings, and Display Settings.
Devices:
Here you can see the name, status (online/offline), app, app version and hardware for devices running the Room Display X app, see image above.
Room Settings
In this section, you can configure the name, description, room capacity and tags. Both Descriptions and Tags are optional. Description helps identify the room in our search feature, while Tags can be used to label rooms and show additional information of their location or equipment. Information on the different settings can be accessed by clicking the question mark symbols.
You can also select room equipment, enable/disable error reporting, and add a service email that receives the error reports.
Lastly, you can select a calendar source and calendar email, and assign a license. Once you have configured the settings as desired, press save, and your changes will be pushed out to your meeting room displays.
Display Settings
There are three categories of display settings: Main settings, Display Settings, and Reservation Settings.
Main settings:
In this section, you can add an Admin PIN that prevents users from accessing the admin setting on your meeting room display. You can also add a customized background image and logo to your display. Please note that the URLs must be publicly accessible and start with https.
Display Settings:
Here you can configure what is shown on the display and set up the optional Check-in required feature. This feature can help boost the utilization of your meeting rooms by requiring users to check in on the displays within the required time frame. If they don’t the booking will be deleted, and the time slot made available for others to book.
The other settings in this section are:
- Soon free: Enables the display to show the text “Soon Free” 10 minutes or less before the end of an ongoing meeting.
- Energy Save mode: The meeting room display will enter sleep mode outside of work hours. If not specified, the default times will be used, which are sleep mode between 5pm and 8am. See this article for how to adjust hours.
- Contactless QR Booking: This enables mobile app users to reserve the room by scanning a QR code on the meeting room display.
- Content board: Enables Digital Signage content when the room is available, there is more than 30 minutes until next meeting and there has been no touch input for the past 2 minutes. The content can either be HTML webpage or an image file.
- Enable screen lock: Activates a screen lock which requires users to enter a PIN code in order to unlock the display.
Reservation Settings:
Here you can enable/disable on-screen reservations, set the information required for booking the room, and configure how meetings can be edited on the display.
You can also configure the Nearby Rooms and Map View features, enabling users to book nearby rooms from the meeting room display as well as from an interactive map view of the entire floor. This guide shows you how to add and manage floor maps.
Once you have configured the settings as you want, press ‘Save’, and the changes will be applied to the meeting room display.
Room Insights
Our room insights dashboard feature detailed usage statistics for any selected time period, with data broken down to the individual room level. All data is exportable for analysis. Simply specify the desired time period and location to view statistics, including total reservations, average daily bookings, and reservation durations. See image below.
In the Utilization tab, you can see the total occupancy, occupancy by day, and room ranked by usage. Gain insights into which areas require more rooms or rooms that are underutilized and could be repurposed.
The behavior tab shows the percentage of ad-hoc and planned bookings, along with rooms with the highest and lowest no-show rates. Additionally, it provides your organization's reservation funnel, showing booked, released, and reclaimed time slots. Finally, you can see a flow chart of the total number of reservations per location in your workspace hierarchy.
What's next:
For an introduction to our meeting room display software, click here.