By integrating with meeting rooms, you can reserve not only the user's schedule but also the meeting room schedule when the booking is completed.
This feature is available for the Basic Plan and above.
For answers to frequently asked questions, please refer to this support page. * Japanese only
For information on how to respond to integration errors and reservation failures, please refer to this support page. * Japanese only
Work required to integrate meeting rooms
To secure a meeting room reservation at the same time as completing a schedule booking, the following two actions are required.
Settings for integration with teams:
Integration with TimeRex team and each meeting roomSettings per schedule adjustment calendar:
Select the meeting rooms you want to use in the "Meeting Room Settings" item of the Schedule Adjustment Calendar if you want to reserve the meeting rooms as soon as you complete your booking
What you need for integration
Any of the following meeting rooms
Meeting rooms in Google Workspace
Meeting rooms in Microsoft 365 (Exchange Online)
TimeRex account (the Basic Plan and above)
How to integrate each meeting room with the TimeRex team (1. Settings for integration with teams)
Team members will integrate the meeting rooms they wish to reserve into the team in advance, so that the schedule is secured as soon as the booking is completed.
Multiple users can add meeting rooms.
There is no limit to the number of meeting rooms that can be integrated into a team, i.e., the number of meeting rooms that can be added within "Team Settings."
Operations can be performed by the Owner, Administrator, or Administrator Assistant of the TimeRex team.
For meeting rooms within Google Workspace
This operation should be performed by a user who has permission to create meeting room schedules on the linked calendar (a user who can select a meeting room when creating a schedule).
Since multiple users can add meeting rooms, this accommodates scenarios where different users have scheduling permissions for each meeting room or where you wish to add meeting rooms from different tenants.
For meeting rooms within Microsoft 365 (Exchange Online)
If your Microsoft organization has been granted permission to connect with an external service (TimeRex), any user within the organization can perform this operation.
process
By the team Owner, Administrator, or Administrator Assistant login to TimeRex with your regular Google or Microsoft account
Switch to the relevant space, click the "Team Settings" button, and access the "Meeting Room" menu
Click the "Add Meeting Room" button
For users who is integrating meeting rooms for the first time, access permission will be requested
Click the "Proceed to Grant Access" button
Check all the checkboxes for the items displayed and continue
* As needed, request and obtain approval from your Microsoft organization to enable integration with the external service (TimeRex)You will be returned to the main page for the meeting room integration, so click the "Add Meeting Room" button again
Check the meeting rooms you want to add, then click the "Add Selected Meeting Rooms" button
For meeting rooms within Google Workspace, a list of meeting rooms for which the primary account (default linked account) of the operating user has schedule creation permissions (meeting rooms that can be selected when creating schedules in the linked calendar) will be displayed
Even if the sub-account of the operating user has permission to create schedules for meeting rooms, it will not be taken into consideration
For meeting rooms within Microsoft 365 (Exchange Online), if your Microsoft organization has permission to connect with external services (such as TimeRex), a list of all meeting rooms within the organization will be displayed
Meeting rooms that have already been linked will be displayed in grayed-out form
If there are no available meeting rooms, an error message will be displayed, so please check the permissions and meeting room status in Google Workspace or Microsoft 365 (Exchange Online) according to the message
The selected meeting rooms will be added
If an integrated user loses permission to create appointments in a meeting room within Google Workspace, or if access to the meeting room is revoked from an external service (TimeRex), an integration error will occur and an alert will appear in the field for the name of the meeting room.
How to use the meeting room integration (2. Settings per schedule adjustment calendar)
Check the "Reserve a meeting room when the schedule adjustment is completed" box in the "Meeting Room Settings" item within the "Web Meeting/Meeting Room Settings" section of the Schedule Adjustment Calendar Creation/Editing page.
You will be able to select meeting rooms, so select up to five meeting rooms.
Also, meeting rooms are displayed in the following format.
<Building>-<Floor>-<Room Name> (<Capacity>) e.g.: ***** Building-3-Meeting Room A (4)
* Information not held on the meeting room side cannot be displayed and will be omitted
If multiple meeting rooms are selected, one meeting room will be selected from among those with available schedules based on the priority order (the numbers at the beginning) that has been set.
When you set up meeting rooms, candidate slots will be displayed in the available slots for 'any of the set participants + meeting rooms.'
Please note the following points.
All meeting rooms that are being integrated in "Team Settings" will be displayed as options, including those with integration errors
If an integration error occurs in some of the selected meeting rooms, candidate slots will be suggested based on the availability of the remaining meeting rooms
If an integration error occurs in all selected meeting rooms, candidate slots cannot be presented and an error message will be displayed instead
(Ref.) What to do when the message "The meeting room information could not be confirmed." is displayed * Japanese onlyPlease check the status of meeting room integration errors in the "Meeting Room" menu in "Team Settings"
The TimeRex dashboard allows you to see at a glance which Schedule Adjustment Calendar is being used to reserve meeting rooms.
You can check the reserved meeting room on the dashboard schedule details and the schedule registered on the linked calendar.
Also, info on the meeting rooms that are reserved won't be shared with guests.
How to disconnect each meeting room from TimeRex
If you want to disconnect each meeting room from TimeRex, click the trash button for each meeting room in the "Meeting Room" menu in "Team Settings."
The integration of each meeting room can be canceled by either the user who added the meeting room or someone else.
If you cancel the integration with the meeting room in “Team Settings,” the relevant meeting room will be automatically deleted from the settings of each Schedule Adjustment Calendar.