Introduction
Comeen allows Administrators to configure two distinct types of booking policies for meeting rooms:
Booking Permissions: define who is allowed to book a meeting room.
Booking Window: define how far in advance a meeting room can be booked.
These policies can be configured at different levels and inherited throughout your organization.
1. Impact on Users
Booking policies directly affect which rooms users can access and when they can book them.
Booking Permissions
Booking Permissions determine whether a user is allowed to book a meeting room.
In Comeen applications
Users only see meeting rooms they are authorized to book.
Rooms for which a user does not have Booking Permission are hidden from the map and room search results. This ensures users only see rooms that are relevant and available to them.
In Google Calendar or Outlook
If a user attempts to book a meeting room they are not authorized to book:
the calendar event can still be created;
however, the meeting room is automatically released from the event.
The user is notified that the room cannot be booked.
Booking Window
The Booking Window determines how far in advance a user can book a meeting room.
For example, if the Booking Window is set to 7 days, the room cannot be booked more than 7 days in advance.
The limit is calculated from the start of the current day.
This helps keep meeting rooms available for upcoming or urgent needs and prevents rooms from being reserved too far in advance.
In Comeen applications
Users cannot create a booking outside the configured Booking Window.
In Google Calendar or Outlook
If a user attempts to book a room beyond the allowed Booking Window, the room booking is rejected.
The user receives a notification explaining that the booking does not comply with the configured Booking Window.
This ensures that Comeen's booking policies are consistently enforced, regardless of where the booking is created.
2. Booking Permissions Configuration
Booking Permissions define who is allowed to book meeting rooms.
They can be configured at different levels:
Space â Building â Room
Each level inherits the Booking Permissions configured at its parent level unless an override is enabled.
Configure Booking Permissions at Space Level
The Space-level configuration acts as the default Booking Permissions policy for all meeting rooms within the Space.
In the Settings section of the menu bar, open the Seetings tab and Meeting Rooms tab.
Open the Rules section.
Define who is allowed to book meeting rooms within the Space.
Click Save.
This configuration applies to all meeting rooms within the Space unless it is overridden at Building or Room level.
Configure Booking Permissions at Building Level
To define who can book meeting rooms within a specific building:
Go to the Buildings tab.
Select the building you want to configure.
Open the Meeting Rooms Rules tab.
Configure Booking Permissions to define who is allowed to book meeting rooms in this building.
Click Save.
This configuration overrides the Space-level Booking Permissions and applies to all meeting rooms within the building unless it is overridden at Room level.
Configure Booking Permissions at Room Level
To configure permissions for a specific meeting room:
Go to the Meeting Rooms page.
Select the room you want to configure.
Open the Manage section.
Locate the Booking Permissions section.
Enable Override inheritance if you want this room to use a different configuration from its parent level.
Define who is allowed to book the room.
Click Save.
This configuration overrides the Space-level and Building Level Booking Permissions.
3. Booking Window Configuration
The Booking Window defines how far in advance users can book a meeting room.
For example, you can allow rooms to be booked:
up to 7 days in advance;
up to 30 days in advance;
or a defined number of months in advance.
The Booking Window can be configured at several levels:
Space â Building â Room â User Group
Each level inherits the Booking Permissions configured at its parent level unless an override is enabled.
Configure the Booking Window at Space Level
The Space-level configuration acts as the default Booking Window for meeting rooms within the Space.
In the Settings section of the menu bar, open the Meeting Rooms tab.
Open the Rules tab.
Configure the Booking Window by specifying the desired duration in days or months.
Click Save.
This rule applies to all meeting rooms within the Space unless it is overridden at a lower level.
Configure the Booking Window at Building Level
You can define a different Booking Window for all meeting rooms within a specific building.
Go to the Buildings tab.
Select the building you want to configure.
Open the Meeting Rooms Rules tab.
Configure the Booking Window in days or months.
Click Save.
This configuration overrides the Space-level Booking Window for rooms within this building, unless another rule is defined at Room or User Group level.
Configure the Booking Window at Room Level
You can define a specific Booking Window for an individual meeting room.
Go to the Meeting Rooms page.
Select the room you want to configure.
Open the Manage section.
Locate the Rules section.
Enable Override inheritance.
Configure the Booking Window in days or months.
Click Save.
Configure the Booking Window for a User Group
You can also configure a specific Booking Window for a user group.
Navigate to the Groups tab.
Select the user group you want to configure.
Open the Room Policy tab.
Under the Rules section, enable Override.
Enable Booking Window and define the desired duration.
Click Save to apply the changes.
Users Belonging to Multiple Groups
If a user belongs to multiple groups with different Booking Window rules, Comeen combines the applicable rules according to the configured fusion logic.
When restrictive behavior is used, the most restrictive Booking Window applies.