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Basic
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Enterprise
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I. Intro
Version requirement: Lark Rooms version 5.6 or above.
Who can perform these steps: Primary administrators and administrators with Meeting Rooms permissions.
Administrators can assign an administrator for meeting room reservations. Once assigned, reservation administrators can perform advanced-permission operations including reserving, modifying, and releasing meeting rooms they have authority over, making it easier to manage meeting rooms.
II. Steps
Assign reservation administrators
- As an administrator, enter the Lark Admin Console. In the left navigation bar, click Meeting Rooms > Room Management.
- To enter the settings page for an individual room or a meeting room layer, use one of the two following methods.
Method 1: Select an individual room
Find the meeting room that needs to be configured. If your organization has a lot of meeting rooms, you can use the list on the left side to find the room in question. Once you've found the room, click the ··· More icon to the right of its name and click View details to enter the settings page.
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Method 2: Select a layer
In the list on the left side of the management page, find the layer you wish to configure. Click the ··· More icon beside its name, then Settings.
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- Under Basic info, select Meeting room reservation administrator.
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- Click Settings and a window will appear. Here you can select members to become reservation administrators. You can select departments or individual members. If a department is selected, every member of the department will be a reservation administrator. If you want to select individual members, you can search for them by their name, email, or phone number.
- Once the relevant members and/or departments have been added, click Save and a confirmation window will appear. Click Confirm to complete the process.
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Delete administrators
- As an administrator, go to a room or layer's Settings page, as described above.
- Click the Settings icon in the Meeting room reservation administrator section.
- Click the x icon next to a reservation administrator.
- Click Save, then click OK in the pop-up window.
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Manage rooms
Reservation administrators can go to the Lark desktop app, open Calendar > Rooms, and click Manage Rooms. They will then be redirected to the web page for managing rooms.
On the web page for managing rooms, reservation administrators can view and modify events for the rooms they manage as well as reserve and release meeting rooms.
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View events
Reservation administrators can view the details of events in the rooms they manage, including event names, times, organizers, guests, and guests' attendance.
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Edit events
Click the event to open the event card and then click the Edit reservation icon in the card's upper-right corner.
Administrators can edit the reservation's time and add/remove meeting rooms.
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If changes are made to the event, the calendar bot will send a notification to the organizer of the event.
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Reserve a room
- Click an available time slot.
- Enter the event's name, date, organizer, and any recurrence rules.
- Click Save and then Confirm in the pop-up window to reserve the meeting room and send a notification to the organizer that's been added to the event.
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The calendar bot will send a notification to the organizer about the meeting room reservation.
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Note: If a new event clashes with an existing event, a pop-up will notify you that the room is double-booked. If you click Continue, the meeting room will be booked for the new event, not the original event.
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The calendar bot will send a notification to notify the original event's organizer that the meeting room has been released.
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Release a room
Reservation administrators can cancel a room booking. This will not cancel the Calendar event associated with the booking.
- Click an event, then click Release This Room on the event card.
- Click Release in the pop-up window to confirm this action.
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- After clicking Release, you can choose whether to notify the guests.
- Click Send to release the meeting room and send an update to the guests.
- Click Don't send to release the meeting room without updating the guests.
- Click Cancel and the meeting room won't be released.
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The calendar bot will always send a notification to the original event organizer to let them know the room has been released.
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III. FAQs