# Room Booking

Kahu Room Booking is a complete solution for your organisation's room booking needs. It includes an intuitive calendar interface for administrators and facilities staff to easily manage bookings and rooms; this is accessed via the Workplace App. For staff looking to manage their own bookings, the User App will soon include room booking, in the meantime everything can be done via Outlook. Room availability is shown by the Booking Panel which also shows the current and next meetings for a room.

Microsoft 365 (M365) and Outlook are familiar interfaces to many, and include rich functionality for room booking. To make use of this Kahu Room Booking supports tight integration with M365 so that you can use an interface you already know. Room bookings can be made via Outlook or via Kahu, and they both stay in sync seamlessly.

Administrators

If you are an administrator looking to setup Kahu Room Booking, visit the admin guide: Admin | Room Booking.

# Room Booking with Outlook

If Microsoft 365/Outlook integration is setup, then rooms can be booked in Outlook, and these will be synced into Kahu. This section outlines how to create a room booking in Outlook.

To ensure the room is booked for your meeting, the meeting invite must include the room as the location. Meetings can be created using the Outlook desktop app, or Outlook on the web.

Step 1 - New Meeting

To begin, from the Calendar view, create a New Meeting (desktop) or New Event (web). You will be presented with the new meeting dialog. Note, you can also press New Teams Meeting on desktop to create a new meeting with a Teams meeting link.

Step 2 - Add Meeting Details

Add in the meeting details (title, start and end time, and any attendees) using the form.

outlook new meeting

Step 3 - Add the Room

Add the room as a location. On desktop clicking "Location" will bring up the room selector; double-click a room to add it as the location, then press OK. On the web, you can type in the location box to search for a room, then click the room from the list to add it as the location.

outlook select room

Step 4 - Send

Once you've set all the details correctly, and added the room as a location, you can send the meeting invite to add the booking to the rooms calendar (and send an invite to all attendees). On both desktop and the web there is a send button.

# Approval

Some rooms require approval before bookings are accepted. When a meeting invite is sent to a room, you will get a reply once the room has accepted the meeting. If the room requires approval, then this email reply will not be sent until your meeting gets approved. Bookings which need approval are usually approved by your Facilities or IT team.