Microsoft Office 365 meeting room booking system
We are now using Microsoft Office 365 Meeting Room Booking System across our hospital sites.
- E-learning - Guide on how to book a room
- Room reference guide (includes room location, clinical or non-clinical, capacity and equipment)
Two booking methods:
Rooms will either have named ‘gatekeepers’ who will Accept or Decline booking requests or will be confirmed automatically by the system using Artificial Intelligence (AI).
- Artificial Intelligence (AI): If the room you require is booked by AI you will receive an automatic response confirming whether your request has been accepted or declined.
- Gatekeepers: if the room you require has a gatekeeper you must wait for a response advising whether the room has been accepted or declined.
Important notes:
- ‘Pending’ does not mean your room has been booked, you must wait for a response from the gatekeeper to confirm
- If you are booking the education rooms, (if accepted) your room request/booking will be placed on the information board – therefore please do not include potentially sensitive information in your request.
- Declined requests - If your room request is declined by either method, you MUST remove the invite from your calendar immediately. If your request is declined, it does not automatically remove the booking from your calendar.
- If you are unable to determine whether you have booked the room, please check within the booking request (please review the working instructions/online training via the hyperlink above).
- Non-bookable rooms - there are several rooms which are not bookable. If you request one of these rooms, you will receive an automatic response advising that this room is not bookable. Again, you will need to remove this booking from your diary.
