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Room Booking

Room Booking automatically reserves a meeting room when a meeting is scheduled — no separate booking step required. CalendarHero selects a room based on the capacity you specify and adds it to all attendees' calendar events.

Room Booking is available to Team plan users only. A Team plan admin must add a room provider before anyone can use it.

Supported providers​

  • Google Rooms
  • Microsoft Office 365 Rooms
  • Zoom Rooms
  • Robin

Adding a provider (admin only)​

Admins set up room booking from Admin → Integrations → Rooms. Once a provider is added, room booking becomes available to all org members.

Microsoft Office 365 note — Microsoft's API does not return room capacity or building names. Admins must enter these manually after connecting. Go to Admin → Applications → Meeting Scheduler to add capacity and location information for each room.

Using room booking​

Once a provider is connected, you can request a room in two ways:

In the web scheduler — on the Details step, use the Room dropdown and select a capacity (e.g. "Room for 5"). A room matching that capacity is automatically booked when the meeting is scheduled.

In chat — say "Add a room for 3" as part of your meeting request. For example: "Book a meeting with Roy, Anita, and Paul next week. Add a room for 3."

Via meeting type — set a default room capacity in any meeting type under Location & Conferencing → Room for #. Every meeting created with that meeting type will automatically request a room.

Room booking works alongside video conferencing — you can book a physical room for in-office attendees and add a video link for remote participants in the same meeting.

Room preferences​

Once a provider is set up, individual members can set their room preferences at Settings → Meeting Room Settings.

Locations/buildings — if your org has rooms across multiple buildings, filter to only show rooms in your building or area.

Favorite rooms — rank your preferred rooms in priority order. CalendarHero selects your highest-ranked available favorite. If none of your favorites are free, it automatically falls back to any room matching the requested capacity.

Frequently asked questions​

What if no room is available at the time of the meeting?

If no room matching the required capacity is available, the meeting is still scheduled — but without a room. You'll need to manually arrange a space in that case.

Does buffer time apply to room bookings?

No. Room booking duration is based on the meeting duration only — buffer time before or after the meeting is not added to the room reservation.

Can I book a specific room by name?

Not directly in chat — room requests in chat are capacity-based only. To prioritize a specific room, add it as your top-ranked favorite in Room Settings and it will be selected first when available.