Cancel a room booking you no longer need, check in when your meeting starts, and check out when it ends. You can do this in the Vizmo portal or in Vizmo Pass. To make a booking, see Book a room.

Before you start

• Employees see their own room bookings. Admins see the bookings at the location they manage.
• Only the person who made a booking can check in to it and check out of it.
• Check-in and check-out only work when Room Check-in and Check-out is turned on. A Company Admin or Location Admin can do this under Rooms > Settings > Rooms. See Configure room settings.
• Availability: if this option is greyed out or missing, contact your Vizmo account manager.

Find the booking in the portal

1. Go to Rooms > Room Bookings.
2. The table opens on Today. To see other days, use the menu above the table: Today, Tomorrow, Next 7 Days, Past 7 Days or Custom. A custom range can cover up to 31 days.
3. Find your booking. The columns show the Details, Room, Floor, Capacity, Attendees, Booking Date, Booked From and Status. The action icons are at the end of each row.

   

Cancel a room booking

1. Click the Cancel icon at the end of the row. You can also open the row to see Room Booking Details, then click Cancel.
2. For a one-time booking, click Cancel Booking to confirm, or Keep Booking to go back.
3. For a repeating booking, the Cancel Room Booking? dialog opens. Choose Cancel This Event to cancel only the selected day, or Cancel This and Following to cancel the selected day and every later day. Earlier days are not changed.

   

4. A message tells you the cancellation has started and will be completed shortly.

Most people can cancel a booking until the meeting starts. Company Admins can cancel until the meeting ends. Nobody can cancel a meeting that someone has already checked in to.

Check in to a room booking

1. Go to Rooms > Room Bookings on the day of the booking.
2. When it is time to start, click the Check-in icon on your booking's row. The icon appears from a few minutes before the start, set by Check-in Buffer Time (5 minutes unless your admin changed it), until the meeting ends.
3. In the Check-in Room Booking dialog, click Check-in. You see Checked-in successfully.

   

You do not see the Check-in icon if you did not make the booking, if the booking is cancelled, if it is not yet time or the meeting is over, or if the booking still needs an approval.

Check out of a room booking

1. After you check in, click the Check-out icon on the same row.
2. In the Check-out Room Booking dialog, click Check-out. You see Checked-out successfully.

You can check out only on the day of the booking, while the meeting has not ended, and only once for each booking.

Check in, check out or cancel in Vizmo Pass

1. Open Vizmo Pass and tap Rooms on the Home screen. Your bookings are listed under Upcoming, Past and Cancelled.

   

2. To check in, tap Check In on today's booking. To check out, tap Check Out.
3. To cancel, tap View Details, then tap Cancel Booking.

Check in at the Room Display

If the room has a Room Display, the person who booked the room can also check in there by tapping Start Meeting. If Secure Check-in is on, they also enter a 4-digit PIN that is emailed to them. See Book, start, extend and end a meeting from a Room Display.

Other actions

• Add Attendee: click this icon to invite more people to a booking that is not cancelled, not in use and not over.
• Delete: admins who are allowed to delete room bookings see this icon for cancelled bookings and for bookings that ended today or earlier. Click Delete Booking to confirm. To delete several at once, tick their rows and click Delete with the number shown.

Things to know

• If Room Auto Cancellation is on, Vizmo cancels a booking automatically when nobody checks in within the grace period after the start time. Checking in on time keeps the booking.
• Turning off Room Booking in the room settings stops new bookings only. Check-in depends on the separate Room Check-in and Check-out setting.

Troubleshooting

• No Check-in icon: check that check-in is turned on, that it is the day of the booking and within the check-in window, that you made the booking, that the booking is not cancelled, and that no approval is pending.
• "Room checkin is disabled": ask an admin to turn on Room Check-in and Check-out under Rooms > Settings > Rooms.
• "Room Booking cannot be used to checkin now": it is too early or the meeting is over. Check in from the buffer time before the start until the end time.
• "Room Booking is not approved": the booking is waiting for an approval. You can check in once it is approved.
• "Room is disabled" or "Room Booking is cancelled": the room or the booking is no longer active. Contact your admin.
• "The Room Booking is already checked-in now and cannot be cancelled.": a meeting in use cannot be cancelled by most people. If the meeting has finished, check out instead.
• "Room has already been checked-out today for this booking.": you have already checked out of this booking today.
• No Cancel icon for a meeting that has started: most people can cancel only until the meeting starts. Ask a Company Admin to cancel it.