Meeting rooms in deskbird offer a flexible and intuitive way to book and manage shared spaces. Whether you're setting up the integration or just want to reserve a room for your next call, this guide walks you through everything you need to know.
- Setting up meeting rooms
- Check-in options for meeting rooms
- Meeting room equipment
- How to book a meeting room
- Catering & Services
- Kiosk Mode
- Data protection
1. Setting up meeting rooms
To enable meeting room reservations and sync availability with your calendar, follow the steps in this guide: Setting up Calendar Sync for Schedule Status and Meeting Rooms.
2. Check-in options for meeting rooms
Depending on your office's configuration, users may be required to check in to confirm their meeting room bookings. This helps free up unused rooms automatically.
Learn more about the available check-in options here: Check-in Options for Resources and Meeting Rooms.
3. Meeting room equipment
In deskbird, each meeting room can be assigned one or more equipment tags to help users find the right space based on their needs. Examples include:
- TV or Screen
- Whiteboard
- Phone setup
- Conference camera
These equipment tags can be used in filters to narrow down available rooms. Admins can manage room equipment in the Admin Portal's resource settings: Admin > Meeting Rooms - General setup > Meeting room equipment.
đź’ˇ Meeting room equipment is office-specific.
4. How to book a meeting room
Navigate to the Book tab. Meeting rooms have a distinct look from other spaces, making it easy to identify availability.
Click and drag to select a time slot (e.g. 10:30–11:30). Room details such as capacity, photos, and equipment are shown to help you pick the right space.
You can also use filters to narrow your search by building, floor, or specific room features.
5. Catering & Services
With our Catering & Services feature, you can attach requests for food, drinks, or additional equipment to meeting room bookings.Â
Learn more here: Catering & Services
6. Kiosk Mode
If your office uses shared tablets or screens to display real-time meeting room availability, deskbird’s Kiosk Mode is the perfect fit.
Employees can check in or book a room directly from the device. The display automatically updates and reflects the current schedule.
Learn more here: Kiosk Mode for Meeting Rooms
7. Data protection
Admins can enable a data protection layer for meeting room bookings. When enabled, the details of a meeting event—such as the title, description, and organizer—are visible only to meeting participants and users with the roles Administrator or Manager.
All other users will see that a room is occupied, but no further details are shown. Kiosk displays will show only the room’s availability without revealing any meeting content. Admins can toggle this feature on or off.