Managing meeting rooms efficiently can significantly enhance the productivity and experience within a workplace . Comeen's meeting room management solution , integrated with Microsoft 365, offers advanced capabilities that increase the native functionalities of Microsoft Teams and Outlook.
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.
Introduction
Before we delve into the steps, it's important to understand the context and benefits of using Comeen's meeting room management solution.
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 .
Prerequisites
To get started, ensure that your meeting rooms are configured as resources in your Microsoft 365 admin dashboard. This is a crucial step, as it lays the foundation for integrating these resources with Comeen Workplace.
We 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.
→ For detailed instructions, refer to our help documentation on creating a space .
Step 2: Configure Microsoft Integration
- Create a Dedicated Account : Set up a dedicated user account for managing meeting rooms. For guidance, see how to create a dedicated user for meeting rooms management .
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Set Calendar Synchronization Permissions : You have two options for granting permissions:
- Option A: Global Admin Privileges - Grant these to allow comprehensive calendar synchronization.
- Option B: Delegate Room Permissions - Assign permissions to a technical user specifically for managing room calendars.
⚠️ If a Microsoft admin consent request has been sent when enabling the integration on Comeen, please refer to this documentation article: Technical Account Authorizations with Admin Consent Requests
3. Ensure Accurate Meeting Information : Configure settings to maintain the clarity and privacy of meeting titles and descriptions.
Please note that the account must have read and write access to the room calendars .
Step 3: Synchronize Meeting Rooms and Events
This step enables synchronization between your Microsoft 365 calendars and Comeen Workplace ensuring that all meeting room bookings and events are accurately reflected within Comeen.
- Enable meeting rooms and calendars synchronization
- Synchronize your meeting rooms into Come Workplace
Step 4: Set Up Notifications
Implement notifications to remind users to check in or release meeting rooms , thereby preventing ghost meetings.
→ Detailed instructions are available here .
Step 5: Add 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.
→ Find out more in our collaborator setup guide .
Additional Features
To further enhance your meeting room management, consider displaying meeting room access and information through printed QR codes or by deploying schedule screens . This can greatly assist in the quick identification and booking of available 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 Microsoft 365.
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