Meeting room reservations

If the synchronization between Semana and your Google / Microsoft environment has been completed, you will be able to book your meeting rooms directly in Semana, in addition to your workstations.

• 1. Available rooms
  • A. Access via the home page.
  • B. Meeting rooms on floor plans.
• 2. Meeting Room Booking.
• 3. Room search assistant.
• 4. Find a Slot.

1. Available rooms

A. Access via the home page

From your home page, if you have set the status to Office, you will see all the rooms available on your floor.

You can navigate between floors to view room availability. However, it is not possible to view room availability on other buildings.

B. Meeting rooms on floor plans

You can also view your meeting rooms by going to Plan. You'll see the name of the room and its availability in real time.

By clicking on the meeting room, you can view additional information about the room, such as its capacity, features and the services it offers. Meeting rooms can also have an associated image (logo or photo of the room, for example).

2. Meeting Room Booking.

Still on the floor plan, in addition to the room information, you'll have access to its calendar.

You can then select a slot and access the room reservation window. Please note that greyed-out slots are those where the room is already booked.

Once you've selected a slot, you'll be taken to an event creation window. From this window, you can enter the title and description of your meeting, and make a service request. The location and time of your event are set by default, but you can modify them if required.

The location and time of your event are set by default, but you can modify them if required.

This is also where you can add collaborators to the meeting.

To add collaborators, you can enter their names, but you can also use filters via Advanced Search. You can then filter guests by community, group, role or reserved status. In addition to your collaborators, you can also invite external guests who don't have a Semana account, by entering their email address directly.

By checking the Presential option, collaborators are informed that the meeting is taking place on site and not by videoconference.

By clicking on Send invitation, an event will be created in the Outlook or Google Calendar of the collaborators concerned. In addition, collaborators invited to your meeting will receive an invitation by e-mail.

To delete a room reservation, simply delete the event directly from your calendar.

You can access this event creation window directly from your Home or Quick Access.

3. Room search assistant

When creating a new event without first selecting a meeting room, you must enter the meeting room you wish to use. To help you choose the right room, you have access to a room search assistant.

Clicking on it will take you to a room search tab. You'll need to fill in the following information:

• Date
• Time (start and end of meeting)
• Location (building or floor)
• Number of participants

Semana will then propose all the rooms available for these criteria.

The search displays all rooms and the following information:

• Floor
• Capacity
• Room features
• Available services

4. Find a Slot.

Another way to organize your event in Semana is to use the Find a slot feature.

You will then be taken to a slot search window. By entering the collaborators and/or communities with whom you want to set up a meeting, you'll have access to all the slots where the collaborators are available.

Greyed-out slots are those where at least one member of the research team is unavailable.
Blue slots are those where all collaborators are available in the office. For yellow slots, all members are available, but not all are in the office. Simply select the slot and you'll be able to create your event. The collaborators present in your slot search will automatically be added to your event.

The Find a slot option is also available in Quick Access.