Zoom enabled Conference rooms, or "Zoom Rooms" at GVSU allow any Outlook account to request to book a room. In this guide we'll go over how to manage requests, and control who can approve those requests.
Audience
This guide is intended for those who have been given Approver access to a Zoom Room.
Zoom Room Approvers and Groups
When a Zoom Room ticket is created, you'll be asked for a list of individuals who will manage the calendar and events for that room. We call these people, "Approvers."
Approvers receive automated room requests; and approve, deny or propose different times for their events requested to their room's calendar. Additionally they can reschedule, modify or cancel existing events.
Groups
By default, each Zoom Room gets two associated groups: "Approvers" and "AutoBookers."
Using these groups allows Approvers to self-manage who can approve/deny requests for their rooms, as well as who can automatically book free time without additional approval. Approvers are also members of the AutoBookers group.
These groups also make it easier for someone booking an event to reach out to the room's managers.
Managing Requests
Anyone with an @gvsu.edu email can submit a request for a Zoom Room. When a request for is made, Approvers will receive an email on behalf of the room with the requester and event information:
There are slight visual differences between the Outlook Web App, Outlook for Mac and Outlook for Windows. In the example below, we've highlighted the areas consistent in all three that will help you identify room requests vs personal invitations.
- At the top of the request, you can find the Requestor in the from field.
- Below that is the meeting information and time, with RSVP actions to take on behalf of the room to:
- approve (√/Yes)
- leave tentative (?/Maybe)
- deny (X/No) the request.
- You can also add a message to the requester with additional information.
- When an RSVP selection is made, the requester will receive an email with the result.
- You can look for the message, "This in-policy resource request was forwarded to you for your approval" to identify personal vs. room invitations.
- At the bottom of the email we include the requested room name, and the email address of the "Approvers" group for further questions about the room.
Managing Approvers Group
Anyone in (room)-Approvers group can add and remove people for their group. It's recommended to have multiple Approvers available to provide adequate coverage.
For more information on editing this groups (also called "Distribution Lists") see, How to Edit Distribution Groups/List.
Frequently Asked Questions
How far in advanced can a room be booked?
The default setting is six months/180 days.
How long can an event be?
The default setting is 24 hours.
Can a room be double booked?
Outlook will automatically deny requests if the room is already booked for that time. However, an Approver can still manually double book the room.
Can Approvers block off time for the room?
Yes. Just like any calendar, you can create event as a hold. Once the hold-event is created, the room calendar will automatically deny requests during this time due to a conflict.
Can a request be rescheduled by an Approver?
Yes, using the Propose New Time function. See the guides:
Propose a New Meeting Time in Outlook for Windows
Propose a New Meeting Time in Outlook for Mac
After proposing a new time, the requester will need to accept the new time, which will trigger a new room approval email.