Rooms and equipment
Teams can make their meeting rooms and shared equipment (a projector, a pool car) bookable. Each has an address on one of the team's domains, such as board@acme.com, and a calendar of its own. Inviting the address to an event books it, from webmail or any calendar app that sends invitations (Apple Calendar, Thunderbird, Outlook).
Setting them up
In the team manager, Rooms and equipment on the team page (team owners and admins, or members with the settings permission), or corpsuite tenant resource add TEAM address=board@acme.com name="Board room":
| Setting | What it does |
|---|---|
| Name, kind, capacity, where | Shown to people picking a room |
| Who may book it | The team's own mailboxes (the default), or anyone who invites it |
| Longest booking | Invitations longer than this are declined (8 hours by default) |
| Bookings | Open: booked when free. Closed: every request declined (while a room is being refurbished, say); bookings already made stay |
The address is the room's alone: no mailbox, alias or list can have it.
Booking one
In webmail's calendar, open or make an event and choose Book a room or equipment... under Guests. Each room shows whether it is free at the event's time. It is added to the guests like any other address. Save, and the room answers within moments:
- Accepted when it is free, the organizer may book it, and the event is no longer than its longest booking. Every occurrence of a repeating event in the next year is checked.
- Declined otherwise, with the reason (such as "it is booked then (2 Nov 2026 10:00 UTC, Planning)") in the reply.
The answer shows next to the room on the event, as any guest's does. Changing the event's time asks the room again; deleting the event, or taking the room off it, frees the time.
Privacy
Webmail shows each room's busy times, never what is booked or by whom. A room's bookings are kept in its own calendar, not in anyone's mailbox.
Not yet
- Approval of bookings by a room's manager (rooms are booked when free, or closed).
- Rooms in calendar apps' room pickers (CalDAV scheduling of resources): invite the room's address as a guest instead.