Open the rooms management
Open Hamilton Meeting and click Administration in the left menu.
In the Rooms section, click "Rooms management".
The list shows your rooms with filters by site, building and name. Click Add to create a room or the edit icon to open one.
Fill in the room form
Fields marked with a star are mandatory:
Site and Building (mandatory), Floor.
Order (mandatory, numeric): the room's position in sorted lists.
Room number and room Name (mandatory).
Phone and Direct phone: shown in booking details.
Address, and the code used by external systems (OpenPortal) when applicable.
Remote participants: allow counting remote attendees for this room.
Desk: this switch turns the record into a bookable desk instead of a meeting room — leave it off for rooms. Desks are managed in the Desk section (see the Hamilton Deskbooking administrator guides).
Watch the on-screen errors: order and delays must be numeric, and the site, building, order and name are required.
Set the opening hours
In the "Opening hours" block, click the add-line icon to create a schedule row.
For each row: tick the activation box, pick the day(s) and set the start and end times.
Remove a row with the cross icon. Invalid times raise "The opening hours field is invalid".
Bookings are only possible within these hours.
Define layouts and capacity
Each room offers one or more layouts (U-shape, theater, boardroom...):
In the room form, add the layouts the room supports and set the capacity for each.
The layout list itself is managed in "Layouts management" — see "Manage room layouts and fixed equipment".
A layout that has bookings behind it cannot be deleted ("This layout cannot be deleted...") — archive it instead.
Add photos and QR codes
Photos: use the room's photo upload to add pictures; they appear in the room detail shown to bookers.
QR codes: "Print the room QR codes" generates the printable code to stick at the door — users scan it to reach the room's booking page.
Room integrations
Three per-room sections activate integrations configured globally:
Calendar sync: tick Synchronized and enter the room's calendar email to sync with Exchange/Google — see "Connect your calendars: Exchange, Google and Webex". The last synchronization date is displayed.
Webex sync: tick Synchronized to link the room's Webex device.
Presence control: enable it, choose the presence control profile, the sensor code, the email delay and the cancellation delay (in minutes) — see "Configure access control and presence control".
Associated rooms
"Associated rooms management" declares combinable rooms (modular walls): users can then book the combination in one operation.
Good to know
Room visibility and bookability for each user population is controlled by room groups — see "Manage permissions with user and room groups".