Reserving a Conference Room

The most important thing to note is that, while everybody will have View access to all conference room calendars, you may not be able to schedule certain conference rooms. Some conference rooms are configured to require an approval to schedule. For those rooms, a request will be sent through the calendar system to the person(s), who can schedule the room. A "hold" will be placed on the calendar, and you will receive notification once the request has been approved/declined.

Below is a chart of conference rooms that details how you can schedule each room.

• Reserve Button (for Right-Now Meetings only): When the lights are GREEN on the touch panel outside of the conference room, touch the Reserve button on the panel. You can choose an end time up until the next scheduled meeting in the room.
  
  • NOTE: You cannot reserve future meetings using the Reserve button.

• QR Code: You can scan the QR code on the touch panel using your mobile phone. This requires Microsoft Teams to be installed on your phone. Using the QR code will allow you to add the location you are scanning to an existing item on your calendar. It will also allow you to reserve a future time at the location you are scanning.

When adding events to your calendar, you can add CPH conference rooms in the meeting Location field.

1. From your Outlook calendar, select New Event/New Appointment/New Meeting
   
   
2. Enter the date and time of your event
   
   
3. In the Location field, begin typing the name of the conference room (CPH Conference Room 2, for example); Outlook will begin to auto-populate as you type (Note: All CPH conference rooms begin with "CPH".)
   
4. When you save the event:
   
   • If you are able to edit the calendar, the event will save directly on the calendar
     
   • If you are unable to edit the calendar, a request to reserve the room will be sent the calendar approvers. A hold will be placed on the calendar, and you will receive email once the request is either approved or declined. Your event is NOT scheduled until you receive an approval email.

If your account has been given access to edit the calendar, you can open the calendar directly and add/modify/delete items. Refer to the Accessing Conference Room Calendars page.