Purpose

The purpose of this article is to understand the room booking system functionality. In this document, we will outline the functionality of the system in different scenarios.

Audience

This guide is intended for use by stakeholders who are responsible for scheduling interviews of prospective candidates.

Room booking scenarios

The room booking system is designed to provide users with an efficient way to schedule and manage meeting rooms.

Scenario 1: No time selected for interview

Even when no time is selected for the interview, the system allows the user to directly search for a building or floor or room. The rooms field will fetch the list with no tags, which includes both available and non-available rooms. Users can select any room without restriction, and the system will not provide any warning message.

1. Go to Schedule a Meeting screen.
2. On the Select a time tab, do not select any interview time.
3. Enter a building name in the search field.
4. As a result, the list of all rooms (available and unavailable) is shown without any (available and unavailable) tag in the dropdown.
5. Users can select any room without restriction. Users can then select the interview time and no error or warning message will appear in this case.

Scenario 2: Date and time is selected for interview and user searches by building or floor

Once the user has specified the date and time of the interview, they can then proceed to search for a building or floor in the search field. The second field will fetch the list with tags, which includes both available and non-available rooms. Users can select any available or non-available room to schedule the meeting.

1. Go to Schedule a Meeting screen.
2. On the Select a time tab, select a time for interview.
3. Enter a building name in the search field.
4. The list of all rooms (available and unavailable) is shown in the dropdown with available and unavailable tags.
5. Users can select any room without restriction.

Scenario 3: Date and time is selected for interview and user searches by room

After the user has selected the date and time for the interview, they can then search for a room in the search field and select it. The system will not block or restrict the booking based on room availability. However, if they select a non-available room, the system will provide a warning message indicating that the room is not available.

1. Go to Schedule a Meeting screen.
2. On the Select a time tab, select a time for interview.
3. When user searches directly by the room name instead of building or floor name,
   1. If the room is unavailable, a warning message is displayed.
   2. Else if the room is available, no message is displayed.

FAQs

1. How do you add missing conference rooms?

   Refer to the following documents:

• Scheduling Functional User Guide
• Scheduling Configuration Guide
• Smart Scheduling - Office 365 Integration
• Scheduling Related Notifications
• Scheduling Workflows

1. Is there a way to only show specific conference rooms or is it all rooms in outlook?

   It shows all rooms ingested with Eightfold.

2. Is there a way to mirror what outlook does; for example, suggest rooms based on capacity, suggest rooms based on availability, suggesting rooms based on locations in the world?

   No, rooms are suggested based on availability (we show them at the top of the list when a building or floor is selected).

3. Room allocation availability sync in Eightfold.

   Our system synchronizes room availability based on the calendars of interviewers (managed users). There is a periodic sync operation that updates room data every few hours, storing it in the Eightfold database for quick retrieval. This data is then used to determine room availability as needed.

If a room is not available, you will see a "This room is not available" message.