Configure meeting rooms

Available with the ArcGIS Indoors Spaces extension.

Indoor Viewer supports workspace reservation for meeting rooms. With the Viewer app, users can access meeting room schedules and filter nearby meeting rooms based on real-time availability and capacity. This allows users to quickly find available meeting rooms based on their needs and book them.

Viewer supports managing meeting room reservations using the Reservations layer in the ArcGIS Indoors Information Model and Microsoft 365.

Complete the workflows below to configure meeting rooms and enable them in the Viewer app.

Configure meeting rooms using the Reservations layer

To configure units as meeting rooms, complete the following steps:

1. Open an Indoors project in ArcGIS Pro and activate the map prepared for Indoors mobile apps.
2. Right-click the Units layer and click Attribute Table.
3. Locate the RESERVATION_METHOD field.

   This field is created by the Create Indoors Database tool at ArcGIS Pro 2.9 or later. If you created an Indoors geodatabase using ArcGIS Pro 2.8 or earlier, run the Upgrade Indoors Database tool to update the Reservations feature class schema with the RESERVATION_METHOD field, as well as any other schema updates that align with the latest ArcGIS Indoors Information Model for your installed version of ArcGIS Pro.

4. Set the value for the RESERVATION_METHOD field to Reservable for all units that you want to make available for meeting room reservations.

   For example, to configure all conference rooms as reservable, use the Select By Attributes tool and set the expression to Where Use Type is equal to Conference Room. Then, use the Calculate Field tool and set the expression to RESERVATION_METHOD = 1 to set the field value to Reservable for conference rooms.

   Note:

   Check the Enforce Domain check box in the tool to enforce the domain values when updating the data.

5. Optionally, add the capacity of each meeting room unit in the CAPACITY field.

   Add values to this field to filter meeting rooms by their capacity in Viewer.

6. Add the Reservations feature layer and set the layer's visibility.
7. Configure the layer's Floors property to support filtering the layer using the floor filter.

   Set the layer's LEVEL_ID field for the Floors property. You can then use the floor filter to visualize real-time occupancy of the rooms per floor for a facility.

8. Share the web map.

   If you added the layers to an existing web map that is shared to your organization, you can save the web map without having to share it again. This allows you to preserve the web map ID, and apps configured with the existing web map will continue to work.

   Note:

   If you're using an ArcGIS Enterprise portal, ensure that the layers are sourced from the default version. All changes made to the plans in Space Planner are merged to that version.

Enable meeting rooms in Viewer

Once the web map is shared with units configured as meeting rooms and with the Reservations layer, you can enable meeting room reservations in the Viewer app by completing the following:

1. Create a web app for Viewer or configure an existing Viewer app.
2. Browse to the Workspace Reservation section in the Configure App panel and enable it.

   The app automatically detects the Reservations layer in the web map and sets the Reservation method to Reservations layer. If all prerequisites are met in the web map, the Meeting rooms check box is automatically checked. If it is not checked, a list of the items missing from your web map appears when you check the Meeting Rooms check box.

3. Click Save.

Configure meeting rooms using Microsoft 365

Using this workspace reservation method requires that your organization define resource mailboxes in Microsoft 365. The Indoors app sends a booking request through the Graph API. The following permissions are required:

• Sign in and read user profile—To confirm whether a user has access to resource mailboxes
• Read user calendars—To get available times for rooms
• Full access to user calendars—To create an event for the new bookings

Depending on how your organization has set policies in Microsoft Azure, you may require administrator consent for the requested permissions before the organization starts using Indoors to book rooms. Availability of this feature may be limited if your organization restricts access to company-managed devices through Microsoft Intune.

Complete the following steps to configure meeting room booking using Microsoft 365:

1. Open your Indoors project in ArcGIS Pro and activate the map prepared for Viewer.
2. Right-click the Units layer and click Attribute Table.
3. Add the resource mailbox email addresses for meeting room units to the SCHEDULE_EMAIL field.
4. Optionally, add the capacity of each meeting room unit in the CAPACITY field.

   Adding values to this field allows you to filter meeting rooms by their capacity.

5. Save the project.
6. Share the web map.

   If you added the layers to an existing web map that is shared to your organization, you can save the web map without having to share it again. This allows you to preserve the web map ID, and apps configured with the existing web map will continue to work.

Enable meeting rooms in Viewer

Once units are configured for meeting rooms, you can enable meeting rooms in a Viewer app by completing the following steps:

1. Share the web map.
2. Create a web app for Indoor Viewer or configure an existing Viewer app.
3. Browse to the Workspace Reservation section in the Configure App panel and enable it.
4. Choose Microsoft 365 for the Reservation method.
5. Choose Meeting rooms for the Reservable workspaces.
6. Register the web app as a single-page app with Microsoft Azure.

   Note:

   Keep the following in mind when registering a web app with Microsoft Azure:

   • This is different than configuring meeting rooms with mobile apps. You can use a pre-existing organizational account with administrative privileges or create one to register the Viewer app URL.
   • Register the Viewer app URL as the Redirect URI. The app URL has the following structure: https://<yourportal.domain.com>/portal/apps/indoors/index.html
   • Ensure that implicit flow is enabled and both ID tokens and Access tokens are configured.
7. Specify your client ID in the Microsoft Azure Portal Application (client) ID text box.
8. If the app is a single-tenant Microsoft Office app, check the My application is single-tenant check box and specify the tenant ID in the Microsoft Azure Portal Tenant ID text box.

Once the app is created with meeting rooms enabled, a Meeting button appears in the Viewer app for maps that have meeting rooms configured. The Book button appears on the info panel of a selected meeting room unit and can be used to complete the booking process.

Note:

• You need to sign in to your Microsoft 365 account in the Viewer app to book meeting rooms.
• If you're using Firefox or Safari to open the Viewer app, ensure that your browser allows pop-ups from your host site before signing in.

Book a meeting room

A Meeting button appears on the quick access menu for maps that have meeting room reservations configured. You can also schedule a meeting using the Add Event button. The meeting room view displays a list of available meeting rooms based on location and duration. You can filter rooms based on location, site, building, floor, capacity, and meeting duration. If you have an equipment filter configured, you can also filter meeting rooms by the equipment that is available.

When a meeting room is selected on the map, a Book button appears on the info card. Tap the button to display a schedule of meetings that are scheduled in that room. To schedule a meeting, click an available time slot to preset the start and end times or use the Time fields to set the desired times.

If meeting rooms are configured using the Reservations layer, users must have a role of Data Editor or higher in your ArcGIS organization on Enterprise to book a meeting room.

If meeting rooms are configured using Microsoft 365, you must sign in to your Microsoft 365 account in the Viewer app to book meeting rooms.

Note:

If you are using Firefox or Safari to open the Viewer app, ensure that your browser allows pop-ups from your host site before signing in.

View a meeting room booking

If your map is configured for meeting room reservations using the Reservations layer, you can view your booked rooms on the Booked tab in the Meeting panel. You can select your reservations to open the info card, and perform various actions. Actions include adding a reminder to your preferred calendar app on the device, editing, or canceling the reservation.

If your map was configured for meeting rooms using Microsoft 365, the Indoors app sends a request using the Microsoft account that the user has signed in with in Indoors. Users receive an automated email specifying whether the request was accepted or declined, and an event is added to their calendar. You can also remove the booking from your Google or Outlook calendar. This experience is similar to using Microsoft apps such as Microsoft Outlook or Microsoft Teams when reserving rooms. You can also view, edit, cancel and see the acceptance status of meeting room bookings on the Booked tab.