Configure meeting rooms

Available for an ArcGIS organization licensed with the Indoors extension.

ArcGIS Indoors can display meeting room schedules, filter nearby meeting rooms based on availability and capacity, and launch the calendar app with the selected location and time. This allows users to quickly find available meeting rooms based on their needs.

Reservations can be managed in your Indoors data or by using an external system. Indoors supports integration with Microsoft 365. Configure meeting room reservations using one of the following methods based on the needs of your organization.

Configure using the Reservations layer in Indoors

Complete the following steps to configure meeting rooms using the Reservations layer:

  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, create the RESERVATION_METHOD field and associate it with a domain by completing the following:

    1. Create a domain for the Units layer with the following configuration:

      ColumnValue

      Name

      DOM_RESERVATION_METHOD

      Field Type

      Long

      Domain Type

      Coded Value domain

      Split Policy

      Duplicate

      Merge Policy

      Default

    2. Create the following coded domain values:

      CodeDescription

      0

      Not Reservable

      1

      Reservable

    3. Right-click the Units layer and click Data Design > Fields.
    4. Create a field named RESERVATION_METHOD and set the domain to DOM_RESERVATION_METHOD.
  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.

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

  6. Add the Reservations feature layer.
  7. Configure the Floors property and turn off the visibility of the Reservations layer.

    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 in your floor-aware map.

  8. Save the changes and share the map as a mobile map.

Configure 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 if 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 changes and share the mobile map package.

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 already 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 or ArcGIS Online to book a meeting room.

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 including adding a reminder to your preferred calendar app on the device 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.

Related topics