You can book a meeting room using the Outlook Web App at mail.basementsystems.com or the Outlook program installed on your computer. Please see the instructions below for the version of Outlook you use:


Outlook Web App

  1. Click on "Calendar".
  2. Click "New".
  3. Click "Scheduling Assistant".
  4. After you're done selecting attendees, click "Select Rooms".
  5. Click "More..."
  6. Double-click on the room you want to book.
  7. Click "OK".
  8. The room will appear with it's scheduled meeting times showing to the right. The following image is an example showing that although I'm free from 11:00 AM to 11:30 AM, the Fish Bowl already has a meeting scheduled at that time:Plan your meeting during nonconflicting times. The following image is an example showing that I'm free from 12:00 PM to 1:00 PM and so is the Fish Bowl:
  9. Click on the checkbox to the left of the room. A check mark will appear in the box. If you do not click on the box, you will not attempt to book the room.
  10. Click "Send" if you're done.
  11. If you attempted to book a room correctly, you will get an email response from the room. Make sure the room responded with "Accepted". If there was a conflicting meeting, the room will decline your request with an email that says "Declined". Please refer to the images below:

Accepted


Declined


*Please note that even if the room declines your request, the meeting itself is still created with anyone you invited. Please be aware of this and attempt to book a different room, or cancel the meeting and make sure your attendees are updated.


Please also pay attention to AM and PM. For example, don't accidentally schedule your meeting from 3:00 AM to 4:00 AM and then show up expecting the room at 3:00 PM to 4:00 PM.


We suggest you create a folder called "Meetings" in your mailbox, and put any meeting email responses in this folder. They can come in handy when someone else claims they booked the room! If the room somehow accepted both meetings at the same time, please forward BOTH emails to IT for further investigation.


If you have any questions or concerns, please email us at: helpdesk@contractornation.com


Thank you!


Outlook

  1. Click on "Calendar".
  2. Click "New Meeting".
  3. Click "Scheduling Assistant".
  4. After you're done selecting attendees, click "Add Rooms...".
  5. Double-click on the room you want to book.
  6. Click "OK".
  7. The room will appear with it's scheduled meeting times showing to the right. The following image is an example showing that although I'm free from 11:00 AM to 11:30 AM, the Fish Bowl already has a meeting scheduled at that time:Plan your meeting during nonconflicting times. The following image is an example showing that I'm free from 12:00 PM to 1:00 PM and so is the Fish Bowl:
  8. Click "Send" if you're done.
  9. If you attempted to book a room correctly, you will get an email response from the room. Make sure the room responded with "Accepted". If there was a conflicting meeting, the room will decline your request with an email that says "Declined". Please refer to the images below:

Accepted


Declined


*Please note that even if the room declines your request, the meeting itself is still created with anyone you invited. Please be aware of this and attempt to book a different room, or cancel the meeting and make sure your attendees are updated.


Please also pay attention to AM and PM. For example, don't accidentally schedule your meeting from 3:00 AM to 4:00 AM and then show up expecting the room at 3:00 PM to 4:00 PM.


We suggest you create a folder called "Meetings" in your mailbox, and put any meeting email responses in this folder. They can come in handy when someone else claims they booked the room! If the room somehow accepted both meetings at the same time, please forward BOTH emails to IT for further investigation.


If you have any questions or concerns, please email us at: helpdesk@contractornation.com


Thank you!