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. Approvals for meeting rooms
4. Book a recurring meeting
5. View and manage your room bookings
6. 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.
4. 💡 For some rooms, this button reads Request booking instead of Confirm, 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 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.
• If you later change the time or room of an already-approved booking, it goes back through approval.
• 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, 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.

⚠️ 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. 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.

💡 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.

6. FAQs