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As an administrator, you can add public meeting rooms as needed. Public rooms are not associated with a particular user, similar to an actual conference room.

Only public rooms can be added using the Meeting Rooms tab. Personal rooms are automatically generated when you add a new user.


To add a meeting room:

  1. Log in to the Admin portal using your Admin account.

    For more information, see Logging into the Tenant Admin Portal.

  2. Click the Meeting Rooms tab.

    The Manage Meeting Rooms page displays.

    Adding_Meeting_Rooms_1.png

  3. Click Add Meeting Room at the bottom of the page.

    The Add Room: New Room pop-up displays.

    Adding_Meeting_Rooms_2.png

  4. Enter a display name for your room in the Room Display Name field.

    The Room Display Name may contain special characters and spaces. The system alerts you when entering an existing name.

  5. Enter the name of your room in the Room Name field.

    The name must be unique, begin with an alphanumeric character, and cannot contain spaces. The only other valid characters are periods, underscores, and dashes. If your intended entry has already been taken, you are prompted to select a different name.

  6. Select the person who can manage and control meetings in the public room in the Room Owner drop-down.

    A list of users is provided in the drop-down. You can also type in the text area of the drop-down to narrow down the list.

  7. Enter the number used for direct-dial or speed-dial calls in the Extension field.
    The extension value provided must be numeric and unique.

  8. Select the group you want to associate with your new meeting room in the Group drop-down.

    The default group is selected automatically. Remember that groups have special designations of maximum participants and maximum bandwidth privileges.

  9. If desired, enter any details or data regarding the room in the Description field.

  10. Select the Enabled checkbox to enable your room.

    Clearing this checkbox allows a room to be put on hold with all its information intact and will prevent the room from showing up in searches on the User portal.

  11. Select the Locked checkbox to prevent additional user from accessing the room.

  12. In the Room PIN section of the page, select one of the following:
    • Select Enter new PIN and enter a four-character PIN in the text box if you want to PIN-protect the room.

      Participants who want to join this room will be prompted to enter this PIN before joining meetings in this room. If a room is PIN-protected, the room owner must provide the meeting participants with the PIN prior to holding a meeting in the room.

    • Select Leave PIN Alone if you do not want to PIN-protect the room or you do not want to retain the current room PIN (if one is already in use).

  13. In the Room Moderator PIN section of the page, select one of the following:
    • Select Enter new PIN and enter a four-character PIN in the text box if you want to PIN-protect the room.

      The room Moderator PIN can be set from this page, the Edit Room page, and the Meeting Details page. You can also set the room Moderator PIN from the Room Links page in the User portal.

    • Select Leave PIN Alone if you do not want to PIN-protect the room or you do not want to retain the current room PIN (if one is already in use).

  14. Enter any information that would be useful for the users in the Description field.

    For example, you could add a description such as "This room is used for the weekly sales meeting."

  15. Click Save.
    • If information is missing, incorrect, or already in the system, an error message displays at the top of the page indicating which fields must be addressed.
    • When all required fields are complete and valid, the data is saved to the database, and the main table displays.
       
  16. Repeat the steps in this procedure for every public meeting room you want to add.

 

 

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