To help you explain all the values brought by Rooms to your leads, We've tried to put in this certification all information needed.

As a valued partner of Google Cloud and Chrome Enterprise, we are always one step ahead in offering the best integrated solution. We make sure we already answer to Google Workspace users' future needs by creating crucial non-existent functionalities. 🚀

Rooms is one of the bricks of Comeen Workplace and is dedicated to meeting rooms' management. It might be the easiest part of the solution to implement and to use.

As for our three other core-features, our meeting rooms management system benefits from the most advanced integration yet with Google Workspace environment. 🥇

Warning: This option is only available for Google users.

Current context

Since most companies have meeting rooms in their buildings nowadays, everyone is trying to find a way to monitor these spaces and to fuidify their meeting rooms' occupancies and reservations.

If you manage a shared space, like a meeting room or a conference room, you can create a calendar for the space and let people book time in it.

Thus, when people create a meeting in Google Calendar, they can add one of the rooms referenced in the Google Admin console.

But then very often, when a meeting room is booked for a project with weekly meetings, people forget to cancel it afterwards. So it is booked and unavailable at this time for the following weeks until the organizer cancels the event, even if it's not used anymore.

This issue is very widespread among most companies whatever their sector of activity. It is known as ghost meetings.

On-site and remote people need meeting rooms to discuss and make projects grow. This problem can make the situation of booking a meeting room tense in a company. Businesses and people can't afford to waste time because of a lack of organization - easily solved with accurate meeting room management.

Google Calendar is great, it provides a great user experience and it's super easy to use.

But currently it doesn't allow users to manage meeting rooms' occupancy and optimize their usage.

It might be enough for small teams but it won't suit the needs of a company with more than a hundred employees.

Indeed, there are many limits to this solution:

It is possible for any participant of a meeting to add a room to it (not only the meeting organizer). So if the person who added the room is not available to confirm or release the room, it can be problematic.
The user experience isn't great since employees might need a meeting room when there's no one left on Calendar, whereas they can see free meeting rooms in front of them.
Finally it saves time for office managers who won't have to deal with this subject since it will be automatically done.

Common beliefs and our vision

As a company that wants to improve always more the tools we are integrated to, we have seen here a crucial non-existent feature that would help many people and companies to gain time and efficiency.

As a consequence, we developed Rooms to help companies enhance meeting room experience by fighting against ghost meetings and making meeting rooms' booking easier.

One of the companies' challenges are that meeting rooms must be available when needed and unused. Besides, they must offer the same work experience, whether you work in the office or remotely. So it's really important that you can make sure the information isn't corrupted.

It is a product seamlessly integrated within Google Workspace, with just a 1-click connection to your meeting rooms. We don’t change the way of booking meeting rooms from Google Calendar, we’re just adding a lot more intelligence and possibilities inside it.

We don’t just import your meeting room, we synchronize them. Everytime an event from the meeting room is added, modified or deleted: Rooms is notified by Google Calendar and automatically adjusts to the latest changes.

When a meeting room is synchronized with Comeen Workplace, you can be sure that every meeting hosted in it is actually happening. Indeed, the organiser receives two reminders (one before and one after the start of the meeting) and then is asked after a given time to confirm its presence.

If the organizer doesn't confirm his presence by answering the automatic reminders' notifications, then the meeting room is automatically released and available for booking.

Implementing Rooms

We are available on the Google Workspace Marketplace: our solution can be deployed on thousands of users in a minute. Indeed a company's Google console admin can be synchronised with Comeen Workplace. Thus, if you add or remove a meeting room it will be automatically synchronised and therefore every meeting it hosts.

When Rooms is synchronised with your Google admin console, the administrators are able to import the meeting rooms in Comeen Workplace and set their parameters to implement our automatic workflow and eventually manage meeting rooms' schedule displays.

💬 Rooms' automated notifications

The company can activate automatic notifications:

X minutes before the beginning of the meeting,
X minutes after,
Then after X minutes, the person who added the meeting room to the Google Calendar event (not necessarily the meeting organizer) receives a notification to validate their room booking.

If the meeting organizer doesn’t answer to the notification sent by chat (on Google Chat, Slack or Work Chat) the meeting room is automatically released. It’s now free!

Our tool Rooms handles the automatic workflow of meeting rooms and helps companies to ease and maximize the use of their meeting rooms. Thanks to Rooms, companies can automate their meeting rooms' workflow in just a few clicks.

Therefore, businesses and people won't lose any more time finding a free meeting room since they'll be able to know which ones are really free.

We provide an easy-to-use administration dashboard to setup your rooms and their automatic workflow.

⟶ Managers won't have to train their colleagues to use a new tool and the employee experience will be improved without complexity.

⟶ It’s possible that a project ends but the event isn’t deleted from the calendar.

If the meeting room is not checked-in X times in a row (you decide how many) Rooms automatically removes it from the event.

🤳 The QR code

Check-in, book a free meeting room or check-out from a QR code.

Easy to deploy and inexpensive (no material needed except a label printer), allows you to see via a web interface the availability of the room, book a room, do the check-in, free the room if you finish early.

If a company wants to get a QR code in front of every meeting room: it is easy to deploy and to use.

You can book the meeting room, confirm your meeting or even check-out of the room with it. You just need to scan the QR code!

At Comeen, we like to provide any resource that helps you deploy our platform in no time, at scale. Follow this documentation to create your labels.

It is a really simple and smart way to implement meeting room management.

Thus, any employee that owns a mobile phone can use them. Therefore, any worker is able to see which space is free and then to book it.

The adoption is automatic since it's a very intuitive method and tool.

🗓️ Meeting room monitor

If your lead prefers to broadcast meeting rooms' information on displays/monitors, it is also

possible with Rooms.

Make on-the-fly reservations on free meeting rooms

On a screen in front of the meeting room, you can make a booking.

Choose the duration and have a spontaneous meeting or find a quiet place to work.

Free up the space you no longer use for others

If someone is using the room and their meeting ends earlier than its scheduled time, they can also release the space to allow other employees or teammates to use the room if they need it.

View meeting rooms' occupancy and information

Rooms allows you to see all the meeting information, when it started, how long it lasts, how many people are in the room, even the company.

Of course all this can be hidden if you consider a meeting more confidential than another.

Check-in or register to confirm a meeting room

You can do it from a chat you receive on your account, you can do it from the display screen in front of your room or even with the QR code. With one click you secure your meeting room and can start collaborating with your teammates.

📺 Digital signage - Fluidify your internal communication

When the room isn’t used, you can use the screen connected to your Google Meet hardware as a digital signage screen.

It’s a wonderful way to broadcast internal news such as: new hires, open positions, financial results, events, and more!

Integrating signage to meeting rooms displays is a smart way to enhance and maximize the use of a company's displays.

Thanks to this feature, businesses can alternate between video-conferences and corporate information. Employees will be notified of the latest news and still be able to attend their online meetings.

The issues we solve

Employees' side	Company's side
See which meeting room is available at the moment → gain time finding a space	Optimize meeting rooms usage → improve employees' experience and performance
See information about a meeting → facilitates scheduling matters	Release automatically unused meeting rooms → gain time and space to maximize the use and cost of your building
Make on-the-fly booking of free meeting rooms → fluidify meeting room's reservations and release	Relevant management of recurring events ⟶ enhance time frame management
Remote people can also benefit from Rooms ⟶ Book meeting rooms remotely and make sure they are available when you need them	Alternate between videoconferencing and internal information ⟶ maximize screens' utility and corporate communication