Room booking: Rooms view, floor plan, Outlook
How to book a meeting room: Rooms view, floor plan, and Outlook
How to Book a Meeting Room
You can book a meeting room in Yoffix in three ways: from the dedicated Rooms view, from the My Office floor plan, or directly from Outlook or Google Calendar if your admin has set up calendar sync.
Your meeting room bookings will be displayed in your calendar under My Bookings. You can also make a room booking directly from the calendar by clicking + next to My Bookings and selecting Room.
Book via Rooms
The Rooms view gives you an overview of all meeting rooms across your office locations, with filters to find the right space quickly.
Go to Rooms in the left navigation.
Select an office from the dropdown menu.
Use filters to narrow down by capacity, tags (e.g. projector, whiteboard, video conferencing), or location.
Switch between daily and weekly view to find a free slot.
Click on an available time slot next to the room you want.
Fill in the meeting details:
Title
Description
Participants
Optionally add:
Catering (if enabled by your admin)
Equipment (add available meeting room equipment to your booking)
Recurring schedule (for regular meetings)
Private (hides the meeting title from other users)
Online meeting (add a link for people to join online via Teams). Available if the Outlook integration is enabled by your admin
Save the booking.
Book via My Office
If you prefer to see the room on the floor plan before booking:
Go to My Office and select your date and floor.
Click on an available meeting room on the floor plan.
You'll see the room's current availability timeline.
Click on a free time slot to open the booking panel.
Add meeting details, participants, and any optional extras.
Save the booking.
Book via Outlook or Google Calendar
If your admin has connected Yoffix to Microsoft 365 or Google Calendar, you can book rooms directly from your calendar app. Room bookings created in either system will sync automatically in both directions — a booking made in Outlook will appear in Yoffix, and vice versa.
Book a Room On the Spot
Need a room right now? If your office is set up with room displays, you can check availability and book directly at the door — no app needed.
How it works
Yoffix integrates with room display screens provided by our hardware partner. The displays are connected to Yoffix and show real-time room availability. They also integrate with Microsoft Teams, so bookings made at the display are reflected in your Teams calendar automatically.
At the display, you can:
See whether the room is currently free or occupied
View upcoming bookings for the rest of the day
Book the room on the spot for an immediate or upcoming slot
End a booking early to release the room for others
Getting started with room displays
Room displays are set up by your admin as part of your office configuration. If your office doesn't have displays yet and you're interested, reach out to Yoffix at hello@yoffix.com to learn more about available hardware options.
Catering for Meeting Rooms
If your company has enabled catering, you can order food and drinks for your meeting directly when booking a room — no separate process needed.
How to add catering to a booking
Catering can be added when creating or editing a room booking:
Book a meeting room via Rooms or My Office (see How to book a meeting room).
In the booking panel, look for the Catering section.
Browse the available catering options and select what you need.
Confirm your selection and save the booking.
Your catering order will be attached to the room booking and visible to whoever manages catering in your office.
Don't see a catering option? Catering must be enabled and configured by your admin. If you'd like to use it but can't see it, ask your admin to set it up under Office Setup.
Editing or cancelling a catering order
You can update your catering selection by editing the room booking before the meeting. If you cancel the room booking, the catering order will be cancelled along with it.
Room Check-In
Room check-in helps your company avoid no-shows and keep meeting rooms available for everyone. When check-in is enabled, a booked room must be confirmed when the meeting starts — if no one checks in, the booking is released and the room becomes available again.
How room check-in works
When room check-in is active in your office:
You'll receive a reminder notification shortly before your meeting starts (via app, email, or Teams/Slack depending on your settings).
Open Yoffix and confirm your booking, or scan the QR code on the room display.
If no one checks in within the check-in window, the booking is automatically cancelled and the room is freed up for others.