Introduction

In a dynamic business environment, efficient management of meeting space is crucial to ensuring optimal allocation of resources and improving productivity.

However, it often happens that rooms are booked for recurring meetings that are not ultimately used, resulting in unnecessary immobilization of these valuable spaces. To remedy this situation, we have developed a feature in Comeen.

The aim of this feature is to detect recurring meetings for which rooms remain unused, and, after a certain number of consecutive non-confirmations, to automatically remove the rooms from these events. This process aims to free up rooms for other potential uses, maximizing office space utilization and reducing inefficiencies.

Implementation

Once you activate Automatic meeting reminder and release you can also switch on this feature.

1. Go to your admin dashboard.
2. Go to Settings > Meeting Rooms.
3. Active Recurring meeting release:
4. Choose the number of failures before the meeting room is removed from the event:
5. Choose what will be considered as failures:

On the user side, it's very simple: if you're the meeting organizer, every time you have a meeting including a room, you'll receive a message asking you to confirm the room. It will be released automatically if you don't reply.

And if you don't reply X times in a row, you'll be notified that it's been removed from your event.