Book a meeting room

deskbird makes it easy to find and reserve a meeting room directly from the web or mobile app. You can filter by availability, capacity, and equipment, and book in just a few clicks — with your booking instantly visible to colleagues.

1. Find an available room
2. Book a room
3. Book a recurring meeting
4. View and manage your room bookings
5. FAQs

1. Find an available room

1. Go to Book > Meeting rooms tab. Meeting rooms are visually distinct from desk spaces.
2. In the Filters tab, choose how availability is displayed:
   • Current availability — shows which rooms are free right now.
   • Available in the selected time frame — shows rooms free for the date and time range you choose.
3. Narrow your results further using the additional filters: Access, Capacity, and Services.
4. Click on a room to see its details: capacity, photos, equipment tags, and available time slots.

2. Book a room

1. In the Book > Meeting rooms view, click and drag across the time slot you want (e.g. 10:30–11:30) on the room's row.
2. A booking panel opens. Fill in:
   • Meeting title
   • Date and time
   • Invitees (optional)
   • Conference link (optional — generate a native link if your organisation uses Microsoft or Google, or paste a link from another provider)
   • Catering & Services (optional — see Request catering or services for a meeting room)
3. Click Confirm to save the booking. The room schedule updates immediately.

3. Book a recurring meeting

When creating a booking, look for the Repeat or recurrence option in the booking panel. Select your recurrence pattern (e.g. daily, weekly) and end date, then confirm. Each occurrence is created as a separate booking linked to the series.

💡 For recurring meetings booked through a connected calendar (Microsoft or Google), manage recurrence settings directly in your calendar app for the best experience.

4. View and manage your room bookings

To see your existing room bookings, go to Bookings in the main menu. From here you can:

• Click the pencil icon to edit a booking — update the title, date, time, invitees, conference link, or services.
• Click the trash icon to delete a booking.

You can also edit bookings directly in the Book > Meeting rooms calendar view if you are the organizer. The drag-and-drop feature lets you move a meeting to a different time or room by dragging it in the swim-lane view — the original organizer is notified automatically.

5. FAQs