Room Booking Management

What is Room Booking Management?

Finding a free meeting room shouldn't feel like a game of musical chairs. The Room Booking Management app simplifies

the entire process, letting your team quickly claim available spaces based on the exact date, time, and setup they

need. By taking the friction out of scheduling, it helps your organization maximize its workspace and eliminate

those awkward "hey, we actually booked this room" moments.

Whether you're planning a quick one-on-one interview, a company-wide training session, a client conference, or a

routine team catch-up, this app handles it all. Need a space every Tuesday at 10 AM? No problem. The app seamlessly

supports both one-time reservations and recurring meetings (daily, weekly, monthly, or custom schedules).

For Admins

Keeping the room directory accurate is entirely stress-free. Administrators can add new rooms, update details on the

fly, or archive spaces that are temporarily unavailable. The built-in validation engine automatically prevents

double bookings and overlapping reservations.

Stay in the Loop

The application automatically sends email notifications whenever a room is:

• Newly booked
• Scheduled as a recurring meeting
• Updated or rescheduled
• Cancelled

Find a Space at a Glance

Browse room availability using the layout that best suits your workflow:

• Calendar View - A visual calendar to easily view room schedules.
• Card View - A clean and responsive layout for quickly browsing bookings.

The application is fully responsive and provides an optimized experience across desktop, tablet, and mobile devices.

Getting Started (Installation)

Installing the application on your SharePoint site or subsite is simple:

1. Open Site Contents.
2. Click New - App.
3. Search for Room Booking Management.
4. Click Add.

Hands-Free Setup

During the initial deployment, the application automatically provisions all required components, including:

• SharePoint lists required by the application.
• Custom SharePoint permission levels.
• Required SharePoint groups.
• The Room Booking application page (rb_RoomBooking.aspx).

Everything is configured automatically so your organization can start using the application within minutes.

Approving Mail Permissions

The Room Booking Management application requests the Microsoft Graph Mail.Send permission

exclusively to send booking-related email notifications. This permission is used only to send booking confirmations,

recurring meeting notifications, booking updates, rescheduling notifications, and cancellation emails to meeting

organizers and attendees. The application does not read mailbox contents, access existing emails,

or use this permission for any purpose unrelated to room booking operations.

To enable automatic email notifications, a SharePoint Administrator or Global Administrator must approve the

Microsoft Graph API permission:

1. Sign in with a SharePoint Administrator or Global Administrator account.
2. Open the SharePoint Admin Center.
3. Select Advanced - API access from the left navigation.
4. Locate the Microsoft Graph - Mail.Send permission request under Pending

   requests.

5. Select the permission request.
6. Click Approve.
7. Confirm the approval when prompted.
8. Verify that the permission appears under Approved permissions.

Need a Hand?

If you experience any issues during installation or while using the application, our support team is ready to help.

Contact Treta Infotech Support