Booking Boardrooms & Meeting Rooms

(General FAQ)

Overview

SMS boardrooms and meeting rooms are booked using our calendar system (currently GroupWise, moving to Outlook). The booking process and behavior are the same in both systems.

A room is only considered booked once you receive an automated confirmation email from the room.

How to Book a Boardroom or Meeting Room

1. Create a new calendar appointment.
   Add:

   • All required attendees

   • The appropriate boardroom or meeting room as a resource (added the same way as an invitee)

   

2. Select the desired date and time, then use the availability / busy search feature to confirm the room is free.

   

3. If the room is already booked, that time slot will appear unavailable or grayed out.

4. There is an intelligent Auto-Select on the bottom right which can recommend the best slot

5. Send the meeting invitation.

6. Within a few seconds, you will receive an automatic email response from the room:

   • ✅ Accepted – the room is booked

   • ❌ Declined – the room is already booked

   📸 Screenshot Placeholder – Room acceptance / decline email

Important Rules to Remember

• A room is not booked until you receive the confirmation email.
• If a room is already booked:
  • The room will decline
  • Other invitees will not be declined or cancelled
• If the room declines:
  • Cancel the meeting
  • Find an available time using the availability search
  • Rebook the meeting

Troubleshooting & Common Issues

• No confirmation or decline email received

  • The booking was not completed correctly
  • The room is not reserved
  • Review the steps above and rebook

• Attendees accepted but room did not

  • This is expected behavior
  • Always verify the room acceptance before assuming the booking is complete