Meeting rooms in deskbird offer a flexible and intuitive way to book and manage shared spaces. Whether you’re setting up the Google or Microsoft integration or you just need a room for your next call, this guide has everything you need.
- Setting up meeting rooms
- Check-in options for meeting rooms
- Meeting room equipment
- How to book a meeting room
- deskbird Outlook Add-In
- Edit an existing meeting
- Catering & Services
- Kiosk Mode
- Conference links
- Data protection
1. Setting up meeting rooms
Meeting rooms synced with calendars (Google/Microsoft):
To enable room reservations and sync availability with your calendar, follow this guide: Setting up Calendar Sync for Schedule Status and Meeting Rooms.
Non-synced meeting rooms:
If you don’t want to sync rooms with Microsoft or Google, you can create rooms that live only inside deskbird.
To create a room manually, go to Admin > Floors & spaces > + Add space > Meeting room and choose Create a meeting room manually.
Then add the room details. You can toggle the room Active/Inactive, define access (e.g., Open access), and—if needed—enable Kiosk Mode and Catering & Services. Finish with Add meeting room to save.
2. Check-in options for meeting rooms
Depending on your site configuration, a check-in may be required to confirm a booking. This automatically releases rooms that aren’t used.
Learn more here: Check-in Options for Resources and Meeting Rooms.
3. Meeting room equipment
You can assign equipment tags to each room, for example:
- TV or screen
- Whiteboard
- Phone setup
- Conference camera
Users can filter by equipment to find suitable rooms faster. Admins manage equipment under Admin > Meeting rooms > General room settings > Meeting room equipment.
💡 Equipment is office-specific and must be set up per location.
4. How to book a meeting room
Go to the Book > Meeting rooms tab. Meeting rooms are visually distinct from other spaces.
Click and drag to select your time (e.g., 10:30–11:30). Details like capacity, photos, and equipment help you decide.
In the Filters tab, you can choose how availability is shown: Current availability shows which rooms are free right now, while Available in the selected time frame shows rooms that are free for the time range you selected, you can further filter by access, capacity, and services (see Catering & Services).
5. deskbird Outlook Add-In
💡 For the best meeting room booking experience, use the deskbird Outlook Add-In. It lets you find and book rooms directly in Outlook with real-time availability and seamless syncing across Web, Windows, and Mac. More infos here: deskbird Outlook Add-In
6. Edit an existing meeting
You can modify meetings directly in the calendar (Book > Meeting rooms) or—if you’re the organizer—via Bookings.
Use the pencil icon to edit details like Meeting title, Date, Time, Invitees, Conference link, Catering & Services, and More details. If the meeting is no longer needed, delete it with the trash icon.
💡 If an organizer is deleted, the meeting stays. The organizer changes to DU – Deleted user, and you can still reassign it to a new owner via the Meeting rooms tab.
Drag & Drop feature:
The Drag & Drop feature lets you easily move meetings in the swim-lane view (Book > Meeting rooms) to change time or location, and automatically notifies the original organiser. Available on all Rooms plans and included in Desks plans with the Rooms cross-sell.
7. Catering & Services
Attach requests like drinks, snacks, or extra tech to a room booking with Catering & Services.
Learn more: Catering & Services
8. Kiosk Mode
If your office uses tablets or displays to show room availability, Kiosk Mode lets people check in or book right on the device. The screen updates automatically.
Learn more: Kiosk Mode for Meeting Rooms
9. Conference links
When creating a room event, organizers can add a video conference link directly in deskbird. If your organization integrates Microsoft or Google, you can generate a native link in one click. Or select “Other” and paste a link from a provider like Zoom.
💡 Learn more about the required setup: Setting up Calendar Sync for Schedule Status and Meeting Rooms
After the event is confirmed, the conference link is automatically added to the calendar invite and visible in the deskbird calendar. deskbird keeps links in sync between the deskbird calendar and your external calendar.
💡 Please note: once created, conference links can’t be edited or removed.
10. Data protection
Admins can enable a data protection layer for meeting room bookings. When enabled, details like title, description, and organizer are visible only to participants as well as Admins and Managers.
Everyone else only sees that the room is occupied. Kiosk screens also show availability only, without content. Admins can toggle this at any time under Admin > Meeting rooms > General room settings > Data protection for meeting room bookings.