SOP for Adhoc Booking using Zoapi Scheduler

SOP for Adhoc Booking using Zoapi Scheduler

Supported Products: Zoapi Scheduler Sync and Zoapi Scheduler Core

Limitation: #

1. This feature is not available if the integration is done using iCal or Zoapi Calendar API
2. This feature will not be available if the admin disables this in the settings
3. Information required while booking the meeting may vary based on the configured settings. User might also required to enter the OTP sent to their email ID.

Introduction: #

The purpose of this Standard Operating Procedure (SOP) is to provide a clear and step-by-step guide for utilizing the Adhoc Booking feature through Zoapi Scheduler. This feature allows users to instantly book meeting rooms without prior scheduling, enabling greater flexibility and efficiency in dynamic work environments. Whether for spontaneous discussions, client calls, or quick team huddles, adhoc bookings streamline room management and reduce scheduling conflicts. When you book the meeting room using adhoc booking, the meeting is pushed to the central booking system making sure entire organization sees the room as booked.

Step by Step Guide for Adhoc Booking on Zoapi Scheduler: #

1. On the left-hand side of the tablet interface, you can view all meetings that are already scheduled.
   
2. Select an available time slot from the options displayed on the tablet (e.g., 15 minutes, 30 minutes, or 45 minutes), Press the desired time to initiate the booking process. You can also choose custom time and duration.
   
3. Enter the required meeting details as shown in the interface and press “continue”. This may vary based on the configured settings
   
4. Your meeting will be successfully scheduled.
   
5. The LED strip (On Zoapi Scheduler Sync) and the interface of the tablet will turn orange, indicating that the meeting room is currently busy.
   
6. The meeting organizer must check in by pressing the Check-In button on the tablet.
   
7. The LED strip (On Zoapi Scheduler Sync) on the room and the tablet interface will turn red, indicating that the meeting is in progress. 

Automatic Meeting Cancellation: #

If the organizer fails to check in within 10 minutes of the scheduled start time, the meeting will automatically be cancelled (if this setting is enabled), and the room will become available for others to book.

You can check the intro video and product demo for Zoapi Scheduler. Contact support@zoapi.com if you require further help.

Frequently Asked Questions (FAQ) #

1. What is Adhoc Booking in Zoapi Scheduler?
   Adhoc Booking allows users to instantly reserve a meeting room without scheduling in advance. It’s ideal for impromptu meetings, discussions, or quick huddles.
2. Why don’t I see the Adhoc Booking option on my Scheduler?
   This may happen if:
   • The admin has disabled Adhoc Booking in the settings.
   • Your calendar integration method does not support this feature (iCal or Calendar API)
3. What details are required while booking a room?
   The information required may vary based on how your admin has configured the settings. In some cases, you may need to enter your name and email address and optionally validate it using an email OTP.
4. Do I need to check in for my adhoc meeting?
   Yes. If the scheduler it configured with auto cancellation, the meeting organizer must check in by pressing the Check-In button on the tablet interface.
5. What happens if I forget to check in?
   If you don’t check in within 10 minutes (or any other duration configured by the admin) of the scheduled start time, the meeting will be automatically canceled, and the room will be freed up for others to book.
6. Can I customize the duration of my Adhoc Booking?
   Yes. You can select predefined time slots (15, 30, 45 minutes) or choose a custom time and duration based on room availability.
7. Does the adhoc meeting reflect on the central booking calendar?
   Yes. Once booked, the meeting is pushed to the central booking system, so others in the organization can see that the room is occupied.