Conference Room booking and check-in

Book a Conference Room

Using KloudHybrid, you can create meetings in conference rooms within your office. Follow the Book a Conference Room guide to schedule a meeting (available for users using Outlook Calendar). Participants can join the meeting virtually or physically by referring to the Check-In to Conference Room guide. Joining via Google Calendar is also possible.

Table of content

Subsections of Conference Room booking and check-in

Book a conference room

  1. Click New Booking from the home page.
    • A pop-up menu is displayed.
  2. Click Conference Room to book a Conference Room.

Mentor Meeting Mentor Meeting

  1. The “Conference Room” window is displayed.

  2. Select the date by clicking on the Next button.

  3. Choose the conference room and time, from the table or click on Create new button.

Note: drag on the time zone to book more hours.

Mentor Meeting Mentor Meeting

  1. You will get a booking menu with an availability message.

Note: If the selected conference room is not available select a different time frame or other conference room.

  1. Update all the mandatory fields in the “make a booking” dialog box and click the book now button.

  2. Both Participants and organizers will get Email notifications.

Mentor Meeting Mentor Meeting

Check-in to Conference Room

To check in Physically

  1. For every conference room booking, a Unique QR code will generate.
  2. Click on Room Checkin.

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  1. The Participant can Scan the QR code and enter the meeting.

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To check in virtually

  1. Click on the Home button.
  2. Click on the Join button. It takes you to the Teams app, where you can join the meeting.
  3. To check in, click the Check-in button. This way, you’ll be able to record your attendance at the meeting.
Mentor Meeting
  1. Click on the View button for more information about the meeting.

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Start Zoom meeting from the conference room

Note: This feature is only available if the My office is functional.

  1. Book a seat to a conference room where a Zoom meeting is available and check in. To know how to book a seat and check in, refer to sections How to book a seat for myself?, How to check-in to virtual seat, and How to check-in to Physical seat.
  2. Then click on the Zoom button from the home page 3D view.

Note: The zoom button is only visible in 3D mode, so if you are currently in 2D mode, switch to 3D mode.

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  1. Zoom meeting will start immediately after clicking. Everyone who has checked in that conference room will receive a notification that the meeting has started.

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  1. Others can join the meeting by clicking on the same Zoom button.