Who has access to this feature?
You must be on one our Team or Enterprise plan to use this feature. If you are on Individual, you can upgrade here.
What types of conference rooms can I connect?
We support conference rooms that are set up in G Suite or Office 365 as Resources.
How do I connect rooms for my Team?
To connect conference rooms, go to my.x.ai/admin/preferences. Under the section “Conference Rooms,” you can turn on and connect conference rooms for your team.
Why can’t I see all the conference rooms that my organization has set up?
If you are seeing 0 rooms connected or only a subset of the rooms connected, the most likely reason is that they aren’t configured as meeting spaces in G Suite or Office 365.
There are different categories for how a resource can be set up depending on if it is a meeting space or another type of resource (like a projector, etc). Make sure all rooms are set as "Meeting Spaces" using the instructions below:
- Go to https://admin.google.com/ac/calendarresources/resources
- For each conference room, click the edit pencil and under category, set to "Meeting space (room, phone booth,...)" and then click "Update Resource"
Once you've updated that in the G Suite Admin, you'll just need to refresh the rooms on my.x.ai/admin/preferences and should be good to go!
For Office 365 you set the type when adding that resource for the first time. After it's been created you can't edit, so they will have to deleted and created again as a room.
Booking Conference Rooms
How do I get Amy and Andrew to book a conference room?
If you would like Amy and Andrew to always book a conference room for specific types of meetings, you can turn on auto-booking on my.x.ai/conferencerooms. You can turn it on for all meetings at your office, all virtual meetings, or specific types of virtual meetings. This means that every time Amy and Andrew are setting up that type of meeting, they will automatically book a conference room.
2. Cue in a specific meeting
If auto-booking isn't for you, you can always just let Amy or Andrew know in a specific meeting that you'd like a conference room:
"Amy, please set up a meeting with Tom and Sarah next week and book a conference room for us"
Note: Amy and Andrew will not understand if you ask for a specific room by name, like “Book this in the Exec Conference Room.”
What happens if Amy and Andrew can’t find a room?
Amy and Andrew will first find a time with your guests and then look for a room available at that time. If there is not a room available, they will go ahead and book the meeting without the room. You’ll get an email letting you know that they couldn’t find an available conference room for that meeting.
Do they understand the capacity of the room?
Yes, the capacity of the room is taken into consideration when deciding which room to book. They try to find the smallest room that will accommodate your number of guests to avoid cases where you book a room that fits 12 for a 2 person meeting.