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. A single booking can also cover several days, for example for a workshop or a training.

1. Find an available room
2. Book a room
3. Approvals for meeting rooms
4. Book a recurring meeting
5. Book a room for several days
6. View and manage your room bookings
7. 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
   • Start date, Start time, End date and End time, or turn on All day (to book several days, see Book a room for several days)
   • 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 booking to save the booking. The room schedule updates immediately.
4. 💡 For some rooms, this button reads Request booking instead of Confirm booking, and a note tells you the room requires approval. See Approvals for meeting rooms below for what happens next.

3. Approvals for meeting rooms

Some meeting rooms are set up by your admin to require approval before a booking is confirmed. If a room requires approval, you'll see a note in the booking panel: "This room requires approval. Your request will be reviewed before the booking is confirmed." The button also changes from Confirm booking to Request booking.

What happens after you submit a request:

• You'll see a "Booking request submitted" confirmation with your requested date and time.
• The booking shows as Pending in your Bookings list and in the Book > Meeting rooms calendar view, until it's reviewed.
• Your requested time slot is held for you — no one else can book over it while it's pending.
• If your request is approved, the booking becomes confirmed and the Pending status disappears.
• Status changes usually appear within a minute. If a decision was just made, give it a few seconds before refreshing.
• Some requests are marked Decided in Outlook. This means the decision was made in the room's own calendar rather than in deskbird, so no individual approver is listed against it. The outcome is the same.
• An approved booking can still change. If the decision is reversed on the room's calendar, the booking can go back to Pending or be cancelled. A rejected request can also be approved later — for example if the meeting is moved to a slot the room accepts.
• If no one reviews your request before the booking's start time, it's automatically cancelled.
• For a recurring meeting, the whole series is approved or rejected together.
• For a multi-day booking, the request has to be approved before the booking starts, meaning before the start time on the first day.
• If you later change the time or room of an already-approved booking, it goes back through approval.
• When you edit a booking for a room that requires approval, the button in the booking panel reads Request update.
• You're notified when your request is approved or rejected. If it's rejected, the email shows who rejected it and the reason.
• Colleagues who are set as approvers for a room may see their own bookings confirmed straight away, without going through approval.

You can check the status of your requests anytime under Bookings in the main menu. Each request has its own detail page showing the status (e.g. Pending, Approved, Rejected, Decided in Outlook), who requested it, who reviewed it, and — if rejected — the reason.

To withdraw a request you no longer need, delete the booking under Bookings. Deleting the booking cancels the pending request and releases the time slot.

💡 Rooms that require approval currently can't be booked via Kiosk Mode.

4. Book a recurring meeting

When creating a booking, click Repeat booking 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.

⚠️ If a long recurring series disappears or is rejected within seconds of being created, it most likely extends further into the future than the room allows. Shorten the series, or ask your admin to extend the room's booking window.

5. Book a room for several days

One booking can cover several days in a row, for example a three-day workshop or an offsite. Before the booking is confirmed, deskbird checks the room for conflicts on every day of the period, so nobody can book the room in between.

1. Open the booking panel as described in Book a room.
2. Set the Start date and Start time, then the End date and End time, for example Monday 14:00 to Wednesday 09:00.
3. To book the full days, turn on All day. On the web this is a checkbox, in the mobile app a toggle.
4. Click Confirm booking, or Request booking if the room requires approval.

The booking shows its full date range, for example Thu, Oct 15 – Fri, Oct 16 · All day. You can find it here:

• On the web: on the room's timeline in Book > Meeting rooms for every day it covers, in the Bookings list next to the timeline, under Bookings in the main menu, and on the Plan page.
• In the mobile app (iOS and Android): in the day grid, under Bookings > Room bookings, and in the booking details.
• In your calendar: if your organization connects deskbird to Google or Microsoft, the booking also appears in your calendar.

💡 Outlook: You can also book a room for several days with the deskbird Outlook Add-In. Set the start and end date of the event in Outlook, and the add-in checks whether the room is available.

Keep these limits in mind:

• A booking can last up to 30 days.
• Repeat booking isn't available for multi-day bookings.
• Catering and services are ordered once for the whole booking. You can't place a separate order for each day. See Request catering or services for a meeting room.
• Check-in and auto-cancellation apply only on the first day. If nobody checks in on the first day, the whole booking is canceled.
• If the room requires approval, the booking must start in the future, and the request has to be approved before it starts. Otherwise the booking panel shows Bookings that require approval must start in the future. See Approvals for meeting rooms.
• If access to the room is restricted, you must be allowed to book it on every day of the period.
• If your organization syncs its rooms with Microsoft 365: Exchange declines bookings over 24 hours by default, so deskbird cancels them and you see Your room booking has been canceled without a reason. An All day booking for one day stays under the limit. For longer bookings, ask your admin: IT can raise the limit in Exchange.
• You can't move a multi-day booking on the timeline. Open the booking instead. Before the booking starts, you can change its room, dates or times.
• You can't cancel a single day. To free up a day in the middle of the period, cancel the booking and create two separate bookings instead.

6. 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.

Multi-day bookings can't be moved on the timeline. Open the booking to change its room, dates or times.

💡 If a room requires approval, bookings awaiting a decision appear in your Bookings list marked as Pending until they are reviewed — see Approvals for meeting rooms above.

💡 A room booking can also be cancelled from the room's own calendar. If a booking disappears and no one in deskbird deleted it, check the meeting in your calendar app or ask your admin.

7. FAQs