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    How to use the room-booking feature on CTOUCH Pro?

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    Willem Jan van der Meer
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    1. Book a meeting

    • Book a meeting from the Outlook application on your laptop.

    • Enter the meeting details, including start and end dates/times, then invite the CTOUCH Pro room and add recipients if necessary. 

     

    WARNING  

    Remember to invite the CTOUCH Pro room as a participant in your meeting schedule. Otherwise, your scheduled meeting will not appear on the Pro screen.

    • Once you've made your request, Outlook will send an email invitation to the intended participant. It will also add a tentative appointment to their calendar, which they can accept or decline. As soon as the invitation has been accepted, the meeting will automatically be added to the person's calendar, marking that time slot as "busy".
    • As long as the time slot on its agenda is free, the CTOUCH Pro room will automatically accept the meeting.  Once the invitation has been accepted, the meeting will appear on the Pro timeline. If the time slot on the agenda is already booked, the CTOUCH Pro room will automatically decline the meeting. In this case, the meeting will not appear on the CTOUCH Pro timeline.

     

    2. Pro timeline

    • The Calendar Meeting Info is retrieved 6 hours before the current time and 7 days after the current time.
    • You can join at any time by selecting the displayed planned meeting on the Pro screen.

    Roombooking.png

     Color code explanation: 

    1. BLUE indicates a future meeting.
    2. YELLOW indicates the current meeting.
    3. RED means the meeting has been cancelled.
    4. GREEN means the meeting is over.
    5. GREY means the meeting is in the past but is not considered as "over" (for example, if a power outage occurred during the meeting and the Pro units reboots).

    TIP 

    If you just want to use the room without prior booking, you can skip the room-booking process by clicking on thumps up (at the bottom right of the screen).

     

    3. Calendar interactions

    • If you join a meeting from CTOUCH Pro and then leave it before the scheduled starting time, nothing happens.

    example: 

    You book a meeting for 2 pm. You enter the meeting room at 1:35 pm and you click on your meeting. You then end the meeting at 1:55 pm.

    Pro will not change the meeting calendar time. The meeting color will remain blue in the timeline.

    • If you join a meeting from CTOUCH Pro and end it after the scheduled starting time but before the scheduled ending time, the calendar info that appear on the Pro screen will update the times based on the end time.

    example: 

    You book a meeting for 2 pm to 3 pm. You enter the meeting room at 1:55 pm and click on your meeting. You end your meeting at 2:35 pm.

    CTOUCH Pro will change the meeting end time from 3 pm to 2:35 pm. The meeting will appear as grey in the timeline.

    • If you join a meeting from Pro and end it after the scheduled end time, CTOUCH Pro will extend the meeting reservation.

    example: 

    You book a meeting for 2 pm to 3 pm. You enter the meeting room at 1:55 pm and click on your meeting. You then end your meeting at 3:25 pm.

    CTOUCH Pro will extend the meeting reservation from 2 pm / 3 pm to 2 pm / 3:25 pm. The meeting will appear as green in the timeline.

     

    WARNING:  

    CTOUCH Pro will extend the meeting reservation "a posteriori". In the previous example, CTOUCH Pro extends the meeting to 3:25 pm. That means, from 3:00 pm to 3:24 pm, the meeting room will appear as free. At 3:25 pm, the meeting room will appear as busy from 2:00 pm to 3:25 pm.

    • The scheduled starting time never changes in the agenda, even if  you join a meeting before the scheduled starting time.

    example: 

    You book a meeting for 2 pm to 3 pm. You enter the meeting room at 1:45 pm and click on your meeting. You then end your meeting at 3:25 pm.

    CTOUCH Pro will extend the meeting reservation from 2 pm / 3 pm to 2 pm / 3:25 pm. Even if you started the meeting at 1:45, the meeting reservation remains as 2 pm / 3:25 pm (and not 1:45 pm / 3:25 pm). The scheduled start time never changes in the agenda.

     

    • If you do not join the meeting within 15 minutes from the scheduled start time, your meeting will be canceled (the meeting reservation still exists but the duration time will change to 15 minutes).

    example: 

    You booked a meeting for 2 pm to 3 pm. You enter the meeting room at 2:20 pm. Your meeting will appear as red in the timeline (cancelled). You are no longer able to join your meeting. At 2:15 pm, the meeting reservation will have been shortened from 2:00 pm / 3:00 pm to 2:00 pm to 2:15 pm. That means the meeting room becomes free at 2:16 pm.