Book a room

Book a room

Book a meeting room for a time you choose, in the Vizmo portal or in Vizmo Pass, and invite attendees if you want to.

Before you start

  • Room booking must be switched on for your location, and your role must allow you to book rooms. If it is not, contact your company administrator.
  • Availability: if this option is greyed out or missing, contact your Vizmo account manager.

Book a room in the Vizmo portal

  1. Sign in to the Vizmo portal.
  2. Start the booking in either place:
    • On the employee Home page, select the Book a Room quick action.
    • Open Rooms > Room Bookings and select New Booking. This works for employees and for administrators. If the button is disabled, room booking is turned off in the settings.
  3. In the Book a Room dialog, find a room with the filter chips Date, Recurrence, Floor, Capacity and Amenities, or type in Search Room.
  4. On the timeline, drag across the time you want in the row of the room you choose.

Book a Room dialog with the Date, Recurrence, Floor, Capacity and Amenities chips and the room timeline

  1. In the booking window, check the room, the Start Time and the End Time.
  2. Enter a Title (required). You can also add a Description and, if your organisation uses them, Instructions.
  3. Select Book, or Cancel to close the window without booking.

Room booking window with Start Time, End Time, Title, Description, Cancel and Book

  1. Vizmo shows "Room booking is created. It will be confirmed post approvals, if any." Select Done, or select Invite Attendees to invite people now.

Book a room in Vizmo Pass

  1. Open Vizmo Pass and check the location shown on Home.
  2. Tap + in the middle of the bottom bar, then tap Book a Room.
  3. On the Select a Room screen, use the date, floor and capacity filters at the bottom to narrow the list. Tap a room that is available.

Select a Room list with the date, floor and capacity filters at the bottom

  1. On the Select Timing screen, drag across the time slots you want. Use -15 min and +15 min to make the booking shorter or longer in 15-minute steps.
  2. Enter a Meeting Title if you want one (optional). If your organisation uses instructions, tap + Add Instructions to add them.
  3. Tap Book Now. The booking is created straight away and its details open.

Select Timing screen with slots selected, the minus 15 min and plus 15 min buttons, Meeting Title and Book Now

  1. Tap Done, or tap Invite Attendees to invite people.

Room booking details with the Done and Invite Attendees buttons

Invite attendees

In Vizmo Pass, tap Add Employee or Add Visitor on the Invite Attendees screen to choose people, then tap Send Invite (or Cancel). In the portal, Invite Attendees opens the invite step. You cannot invite more people than the room's Total Capacity.

If you cannot book the slot you want

  • The room may already be booked at that time.
  • The booking may be shorter than the room's minimum booking time or longer than its maximum. A booking must also be shorter than 24 hours.
  • The room may be disabled or unpublished, or room booking may be switched off for the location.
  • The room may be limited to certain departments or designations.
  • Your organisation may require approval. A booking that needs approval is confirmed only after it is approved.

If Book a Room or New Booking is missing, room booking may not be enabled for your location, or your role may not allow it. Contact your company administrator.

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