Your room is ready: Meetings and requests are now in sync.

As much as we all joke about how “this meeting could have been an email,” the reality is that meetings are essential. They give hybrid teams a chance to align, collaborate, and feel connected. But meetings only succeed when the space—and everything in it—works the way it should.

Nothing derails a session faster than missing AV, catering that never arrives, or a flex room with the wrong layout. For facilities teams, coordinating these moving parts often means tracking down requests across multiple systems, chats, and spreadsheets.

Why disconnected workflows cost time (and sanity)

Booking a room is one task. Getting it meeting-ready is another. Most facilities managers and requestors today work across separate systems: one to secure the space, another to request IT, AV, or food setup. That disconnect leads to extra steps, unclear instructions, and frantic troubleshooting when the meeting starts and nothing’s ready.

Enter: Room Booking Workflow + Custom Fields

With our new Room Booking Workflow, employees can request everything they need for a successful meeting, right when they book the room. From the Employee Homepage or Visual Directory®, they’ll see a “Create New Request” option tied directly to the meeting space they’re booking. That request flows seamlessly into Request Manager.

Need breakfast for 10? Video setup? Specific seating configuration for a boardroom? It’s all baked into one streamlined process before the invite even goes out.

And now, with Custom Fields for Requests, you can fine-tune what information is collected based on request type. Use dropdowns, radio buttons, checkboxes, and more to guide submitters and gather exactly what your team needs to deliver. The result? More structured data, fewer follow-ups, and total clarity.

How it works

Room Booking Workflow

For admins:

• Add customized, meeting-specific request types in the Request Manager.
• Make request types available for meeting rooms at every site across your portfolio, specific offices, or single meeting rooms.
• Due dates for requests are automatically set to the meeting start time, which you can adjust as needed to make sure rooms ready.

For employees:

• Book a room via the Employee Homepage or Visual Directory®.
• You’ll now see “Create New Request” in the modal.
• Choose your request type (video setup, catering, etc.).
• Enter details in the form, and choose from customized fields created by the admin.
• Your request is automatically linked to your meeting.
• Track the status of your request in Request Manager.

Custom Fields

• In Request Manager settings, choose a request type (Standard or Room Booking).
• Add up to 10 custom fields: short or long text, dropdowns, checkboxes, radio buttons.
• Easily drag and drop to reorder or refine your form layout.
• Tailor the request form to collect everything you need from the start.
  

Better workflows for everyone

For facilities managers, this integration means fewer disruptions, less ambiguity, and smoother operations. It also brings visibility and structure to meeting support workflows, making it easier to plan resources and serve teams.

For employees, it removes the guesswork. No toggling between apps or wondering if IT got the memo. Just one simple flow that takes care of everything.

Make meeting room setup simpler.

Room Booking Workflow and Custom Fields are now available to all users. Whether you’re managing multi-purpose rooms, hosting high-stakes client meetings, or supporting hybrid teams, these features give you the tools to deliver a better workplace experience with less manual effort.

Want to see it in action? Reach out to your CSM or book a demo with our workplace experts.