By connecting meeting rooms, TimeRex can reserve a meeting room in addition to participants’ time when a booking is completed.
This feature is available on the Basic Plan and above.
For frequently asked questions, see Meeting Room Integration FAQ.
For integration errors or failed room reservations, see Meeting Room Integration: Integration Errors and Reservation Failures and What to Do When “Meeting room information could not be confirmed” Appears.
Required setup
To reserve a meeting room automatically when a booking is completed, complete both of the following:
Team integration: Connect each meeting room to the TimeRex team.
Calendar settings: Under Meeting room settings for each calendar, select the rooms that may be reserved when a booking is completed.
Requirements
A meeting room in Google Workspace or Microsoft 365 (Exchange Online)
A TimeRex account on the Basic Plan or above
Connect meeting rooms to a TimeRex team
Connect the rooms that TimeRex may reserve to the team in advance.
Multiple users can add meeting rooms, and there is no limit to the number of rooms that can be added under Team Settings.
A TimeRex team Owner, Admin, or Admin Assistant can perform this setup.
Google Workspace meeting rooms
Complete the setup as a user who has permission to create events for the meeting room on the connected calendar. This is a user who can select the room when creating an event.
Because multiple users can add rooms, you can support cases where different users have event creation permission for different rooms or where rooms from different tenants need to be added.
Microsoft 365 (Exchange Online) meeting rooms
If the Microsoft organization permits integration with the external service TimeRex, any user in the organization can complete the setup.
Steps
As a team Owner, Admin, or Admin Assistant, log in to TimeRex with the Google or Microsoft account you normally use.
Switch to the target team, click Team Settings, then open Meeting Rooms.
Click Add meeting room.
If this is your first time connecting meeting rooms, an access request appears. Click Continue to grant access, select every requested permission, and continue.
If necessary, request and obtain approval from your Microsoft organization to connect the external service TimeRex.When you return to Meeting Rooms, click Add meeting room again.
Select the rooms you want to add, then click Add selected meeting rooms. You can search by meeting room name.
The selected rooms are added.
For Google Workspace, the list shows rooms for which the user’s primary account, meaning the default connected account, has event creation permission. Permissions held only by a sub-account are not considered.
For Microsoft 365 (Exchange Online), if the organization permits integration with TimeRex, the list shows all meeting rooms in the organization.
Rooms that are already connected are shown as unavailable.
If no rooms can be displayed, an error message appears. Follow the message and review the room status and permissions in Google Workspace or Microsoft 365 (Exchange Online).
If the connected user later loses permission to create events for a Google Workspace room, or TimeRex loses permission to access a room, an integration error occurs and an alert appears for that room.
Configure meeting rooms for a calendar
Open the calendar creation or edit page.
Under Web meeting & meeting room settings > Meeting room settings, select Reserve a meeting room when a booking is completed.
Select up to five meeting rooms.
Meeting rooms are displayed in the following format:
<building>-<floor>-<meeting room name> (<capacity>)
Example: ***** Building-3-Meeting Room A (4)
Information not registered for the room is omitted.
If you select multiple rooms, TimeRex chooses one available room according to the configured priority order, starting with the lowest number.
When meeting rooms are configured, available times are shown only when the configured participants and at least one selected meeting room are available.
Important notes
All meeting rooms connected under Team Settings are shown as options, including rooms with an integration error.
If only some selected rooms have integration errors, TimeRex offers available times based on the remaining rooms.
If every selected room has an integration error, TimeRex cannot offer available times and displays an error message instead. See What to Do When “Meeting room information could not be confirmed” Appears.
Review room integration errors under Team Settings > Meeting Rooms.
The Dashboard indicates which calendars are configured to reserve a meeting room.
You can review the reserved room in the booking details on the Dashboard and in the event saved to the connected calendar.
Reserved meeting room information is not shown to the guest.
Disconnect a meeting room from TimeRex
Under Team Settings > Meeting Rooms, click the trash icon for the room you want to disconnect.
A room can be disconnected by an authorized team member other than the user who originally added it.
When a room is disconnected under Team Settings, it is automatically removed from every calendar where it was configured.