Find a slot with the availability agenda
Use this screen before booking, to compare your participants' calendars:
In the left menu, click Reservation, then Availability agenda.
Enter the date range to explore (Start and End dates) and the meeting Duration in hours and minutes.
Add your participants:
Type a name in the Participants search field and pick the person from the suggestions, or
Click the add (+) icon to search the directory or create a new external visitor.
Click Search.
The screen displays the proposed dates and times where all participants are available. If nothing shows, widen the date range or shorten the duration.
Click Validate on the proposal you prefer to carry the slot and participants into a new booking.
To start over, click Clean.
Add participants to a booking
Open your booking: in the left menu, click My bookings, click the booking, then Modify. (Right after creating a booking, you can also click the Participant shortcut.)
Scroll to the Participants section.
Add people one of three ways:
Type a name in the search field and pick the person from the suggestions.
Click the add (+) icon to open the search window, where you can also create a new visitor.
Click the group import icon to add many visitors at once from a file (see "Invite visitors to your meeting").
For each participant, set the details shown in the table:
Email: tick the checkbox to send the person an email about the meeting. Use the checkbox in the column header to notify everyone at once.
Participation mode: on site or remote.
Availability: shows whether the person is already busy at that time. Click the refresh icon to update it.
To remove a participant, click the cross icon on their row.
Save the booking.
The participants counter next to the section title keeps track of how many people are registered, and the room's maximum capacity is shown next to the number of participants field.
Good to know
Participants can be colleagues (employees) or external visitors.
If a participant's record is incomplete, an "incomplete record" indicator invites you to complete it (for example a missing email address).
Depending on your organization's setup, a vehicle can be registered for a participant (registration plate, brand, model and color), which helps reception and parking management.