Managing meeting rooms efficiently can significantly enhance the productivity and experience within a workplace. Comeen's meeting room management solution, integrated with Google Workspace, offers advanced capabilities that complement the native functionalities of Google Calendar.
Unlike traditional methods, our solution focuses on optimizing room usage without altering the fundamental booking process. It allows for improved management and utilization of meeting spaces, reducing ghost meetings, and ensuring that rooms are available when needed.
This guide will walk you through the essential steps to set up and manage your meeting rooms using Comeen Workplace, ensuring a seamless and enhanced meeting experience.
Table of Contents
Prerequisites
To get started, ensure that your meeting rooms are configured as resources in your Google Admin Console. This is a crucial step, as it lays the foundation for integrating these resources with Comeen Workplace.
We also recommend creating a dedicated user account with access to all meeting rooms to streamline the setup and ongoing management processes
Step 1: Create Your Space
Begin by creating a space in Comeen Workplace. This space acts as the central hub from which you will manage your meeting rooms and related resources.
Step 2: Configuration Steps in Google
Create a Dedicated Account (Optional but Recommended): Setting up a dedicated user account for managing meeting rooms simplifies permission management and ensures continuity even if the primary administrator changes roles or leaves the company
Set Calendar Synchronization Permissions : You have two options for granting permissions:
Super Admin Privileges: Grant these to allow comprehensive calendar synchronization.
Delegate Room Permissions: Assign permissions to a technical user specifically for managing room calendars
⚠️ Warning: Whichever method you choose, the account granting integration permissions must have the admin role and access to the Google Calendar and Gmail APIs.
Step 3: Synchronize Your Meeting Rooms and Their Events
Synchronizing your meeting rooms and events ensures that all bookings and changes are accurately reflected across both Google Workspace and Come Workplace
This is done through the Comeen Workplace administration dashboard where you can import the meeting rooms from your Google admin console and set up automatic synchronization
→ For detailed instructions, refer to our help documentation on synchronizing your meeting rooms and their events
Step 4: Set Up Notifications
Implement notifications to remind users to check in or release meeting rooms , thereby preventing ghost meetings. This feature helps optimize room usage and ensures availability for all users.
→ Detailed instructions are available in our notification setup guide
Step 5: Add Your Collaborators
Create, import, or synchronize your collaborators within Comeen Workplace. This step ensures that all users have access to the meeting room management features they need.
→. More information can be found in our collaborator setup guide
Step 6: Deploy the Chat-Bot to Your Users
Install the chat-bot for an entire Google Workspace domain or for selected organizational units and groups. This deployment allows users to interact with meeting room functionalities directly through their Google Chat interface
→. More information can be found in our Google Chat application setup guide
Step 7: Deploy the Application to Your Users (Optional)
Installing the add-on for meeting rooms management is optional but beneficial for users to assign notifications to other users. This can be done for an entire Google Workspace domain or for selected organizational units and groups, ensuring wide accessibility
→ Detailed instructions are available in our Google Add-on setup guide
To Go Further
Display Meeting Room Access and Information
Enhance your organization's efficiency by displaying meeting room access information. You can print QR codes for quick room reservations or deploy schedule screens to broadcast room availability and details, thereby making the most of your meeting spaces
Check in your meeting from your Google Meet hardware
Simplify the check-in process by allowing Comeen to detect when your users are joining a Google Meet call from a Google Meet device and automatically check in your meeting rooms.
By following these steps, you'll be well on your way to a more efficient and effective meeting room management system using Comeen Workplace integrated with Google Workspace.