Microsoft Office 365 meeting room booking system

We are now using Microsoft Office 365 Meeting Room Booking System across our hospital sites.

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).

  1. 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.
  2. 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 missed the accept/decline room booking email confirmation and are therefore unable to determine whether the room has been booked for you, please open your booking request (in your diary) and click on the tracking tab (or for further information please review the 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.
  • Room availability – when trying to book a room, you will be able to see if the room is available for the date and time you are requesting. Please do not send a room request if you can already see the room is not available.