---
title: Book a room with equipment and invitees
description: "Booking a room is more than blocking a time slot. You need the right equipment, the right capacity, guest hosting, sometimes catering. FlexOffice bundles all of this in one booking. - **Reading time**4 min - **Level**Beginner - **Last updated**May 2026…"
url: "https://illizeo.com/en/centre-aide/book-a-room-with-equipment-and-invitees/"
updated: "2026-09-21"
category: FlexOffice
---

# Book a room with equipment and invitees

Booking a room is more than blocking a time slot. You need the right equipment, the right capacity, guest hosting, sometimes catering. FlexOffice bundles all of this in one booking.

- **Reading time**4 min
- **Level**Beginner
- **Last updated**May 2026
- **Module**FlexOffice

## Step-by-step

1. ### Pick the slot

   Filter by duration, minimum capacity, required equipment (video, whiteboard, touchscreen).
2. ### Select the room

   The map shows available rooms with photos and equipment. Click to book.
3. ### Invite participants

   Internal via Illizeo directory, external via email. Automatic calendar invite.
4. ### Request services

   Coffee, catering, driver welcome, simultaneous translation: services offered by your office manager.
5. ### Confirm

   You receive confirmation, access code and video link if the room is connected.

## Best practices

| Practice | Benefit |
| --- | --- |
| Book exactly the duration needed | Frees slots for other teams |
| Cancel as soon as you know | Avoids ghost bookings |
| Pick the right capacity | Optimises sqm |
| Enable check-in on arrival | Auto-releases after 15 min if no-show |
| Recurring only when needed | A ghost recurring meeting blocks the room for weeks |

## FAQ

   What if all rooms are taken?

The app suggests an alternative slot or a room in another site per your preference.

   How do I handle bottlenecks (over/under-booking)?

The *Room usage* report identifies over-bookings. You can adjust default durations.

   Outlook / Google Calendar compatible?

Yes, two-way sync. An Outlook booking creates the FlexOffice booking.

   For external guests?

They receive an email with address, directions, parking, and a QR code to enter.

### Optimise occupancy

Learn to measure and improve your sqm usage.

[See all Modules](/en/centre-aide/?cat=modules)

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