Book a meeting space from the mobile app

Contents

• Find and book a meeting space
• Scan QR code to check availability and book

Find and book a meeting space

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Follow the steps to find and book a suitable meeting space from the Condeco mobile app.

Set the search criteria

Choose the requirements for your meeting space booking

1. To start a new booking for a meeting space tap Book (A) at the bottom of the screen.
2. Your default location is displayed (B). Tap the options to select an alternative location.
3. If not already selected tap Book a meeting space (C) to expand the section.

4. Tap the workspace type (D) you want to find. (Available options depend on your organization’s configuration).
5. If you would like your meeting space to provide particular equipment such as a Microsoft Teams room, a TV, or a VCU, tap Attributes (E) and select your preferred options from the list (F).  (Available options depend on your organization’s configuration).
6. Tap Done to return to the booking page then tap Continue.
7. By default, all floors of the location are searched. To restrict the search to a specific floor tap All floors (G) and select the floor to search.
8. Set the Start and End date and times for your booking (H). To set the date and time, tap Start or End to open the date popup. Tap the required date and tap OK. Then, on the time popup, tap the hour followed by the minutes and tap OK. Alternatively, tap the keyboard icon (J) to enter the time manually.
9. Tap the + and – (K) to set the number of attendees the meeting space must be able to accommodate.
10. Tap Search to find available meeting spaces fitting your criteria.

Search results

Select the meeting space that suits your requirements and book it

11. The search results are initially presented in a list and only meeting spaces available at the selected time slot and with the required capacity are shown on the list. By default, meeting spaces matching your selected attributes are listed first (best match).
    1. Tap Sort by (L) to change the order of the search results. Sort by best match, capacity, or meeting space name.
    2. Tap Calendar (M) to see the availability of all meeting spaces with the required capacity throughout the day. Tap the left and right arrows (N) above the calendar to navigate through the spaces. Existing bookings are indicated in red on the calendar. Tap an available time slot to choose an alternative time for your booking. The selected time slot turns green. 
    3. From the List view, tap the meeting space (P) to view more information about the space, such as available attributes and services, and see a photo of the space.
    4. Click the Report Issue (S) button to report a problem with the meeting space. Learn more: Report an issue with a meeting space. 
    5. Click the Floor plan icon (R) from the List view (or Floor plan tab from the details view), to see available meeting spaces on the floor plan. Available workspaces are displayed as square green icons. Tap a meeting space to select it.
12. Tap Book to book your chosen space. 

14. Enter a title for your meeting and tap Confirm then OK. The calendar opens and displays your booking.
    

Bookable meeting spaces are booked immediately, whilst requests for managed meeting spaces are generated and sent to the administrator to approve or reject. Managed meeting spaces show ‘Meeting space requested’ in the booking information until approved.

Scan QR code to check availability and book 

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If your organization has enabled QR codes, you can check if a meeting space is available and book it directly from the space, by scanning the QR code from the Condeco mobile app.

1. When you have identified a meeting space in the workplace you'd like to book, open the Condeco mobile app and tap the QR icon from the top of the Today screen.
2. When prompted, tap Allow Access to allow Condeco access to your camera to scan the QR code. 
3. Position the QR code displayed at the meeting space in the frame on the mobile device, for Condeco to scan.
4. Available: If the meeting space is available: 
   1. Tap Book to book the space.
   2. Enter a Meeting title and tap the 'To' time wheel to select the end time for your booking. (If your booking is for later in the day, set the From time).
   3. Tap Done to set the time then Confirm to complete the booking.
      
5. Unavailable: If the space is in use or is closed, a message is displayed and the icon on the floor plan is gray.

   Space in use

   Space closed