Room settings control how employees book meeting rooms, how they check in to them, and what happens to bookings nobody uses. Settings apply to one location at a time.

Before you start

• You need access to Settings for the location. Employees and receptionists do not see the room settings menu, and an account with view-only access cannot save changes.
• Rooms must be turned on for the location (Settings > Location, then Product Settings > Rooms). See Turn products on or off for a location.
• Availability: if this option is greyed out or missing, contact your Vizmo account manager.

Open and save room settings

1. Select the location you want to manage.
2. Go to Rooms > Settings > Rooms.
3. Change the settings described below.

   

4. Click Save. You see the message Settings saved successfully.

Room Booking Settings

• Room Booking: switch off to stop anyone creating new room bookings. Bookings that already exist can still be used.
• Limit Bookings to Office Hours: employees can book rooms only within your location's office hours. Set the hours separately. See Set up office hours for a location.
• Maximum Allowed Start Date For A Booking: how many days ahead a booking can start, counted from the day it is made. Enter 0 to allow today only, or -1 for no limit.
• Maximum Bookable Days: how far into the future a booking can run, counted from its start date. Enter -1 for no limit. When you set a limit, employees cannot make open-ended (permanent) bookings.
• Add Instructions: adds an instructions box to the booking form, for requests such as "bring water bottles". When you switch it on, use Send instructions to to choose the employees who receive the instructions.
• Extend Booking: lets people extend a meeting by 15 minutes from the Room Display, if the room is free for the extra time.
• Total Booking Duration Allowed Per Day: the most time, in minutes, that one employee can book per day. For example, 180 allows three hours a day. Enter -1 for no limit.

Room Check-in Settings

• Room Check-in and Check-out: lets people check in to and check out of a room booking. When it is off, nobody can check in or check out. For the steps, see Cancel, check in to and check out of a room booking.
• Secure Check-in: when someone checks in at a Room Display, they must enter a 4-digit PIN. The PIN is emailed to the person who made the booking.
• Check-in Buffer Time: how many minutes before the meeting starts people can check in. The default is 5 minutes. The field is greyed out while Room Check-in and Check-out is off.

Room Cancellation Settings

• Room Auto Cancellation: automatically cancels a booking if nobody checks in in time.
• Grace Period: how many minutes after the booking start time Vizmo waits for a check-in before it cancels the booking. Enter a number from 1 to 15. The default is 5 minutes. This field appears when Room Auto Cancellation is on.

Things to know

• Auto cancellation cancels only bookings that nobody has checked in to. If the room is already in use, the booking stays.
• For a repeating booking, auto cancellation cancels only that day's meeting.
• Set a grace period that gives people enough time to check in once the meeting starts.
• Company Admins and Location Admins are not held to the start-date, bookable-days and daily-duration limits when they book a room.
• You can override the booking limits for a single room when you add or edit it. See Add a room and Set the minimum and maximum booking time for a room.
• An employee, designation or department can have its own daily limit. If one is set, it overrides the location limit. See Set up department leaders, booking limits and desk zone priorities.

Troubleshooting

• You cannot find Save, or the form is read-only: your account may have view-only access to settings, or you may be on the wrong location. Ask a Company Admin to check your access.
• An employee sees "Booking exceeded future time limit": the booking starts later than Maximum Allowed Start Date For A Booking allows.
• An employee sees "Room Booking Threshold exceeded": the booking runs longer than Maximum Bookable Days allows.
• An employee sees "Resource booking duration exceeds the maximum duration allowed": the booking is longer than a daily limit that applies to that person. Check the location limit and any limit set for their department, designation or employee profile.
• A booking is rejected for its time: check Limit Bookings to Office Hours, and the opening hours and excluded times of the room itself.
• The PIN has not arrived: check the inbox of the person who made the booking, including spam. After the countdown on the Room Display, tap RE-SEND OTP. Also check that Room Check-in and Check-out and Secure Check-in are on.
• A booked room was cancelled automatically: nobody checked in before the grace period ended.
• Extend Booking is on but the Room Display offers no extension: the room may be booked for the next 15 minutes, or the meeting may already be over.