---
title: "Flex Office: meeting rooms"
description: "The Meeting rooms tab is where you book a room on one of your sites for a meeting, one-off or repeated: you choose the day and the start and end time, to the minute, you invite colleagues and, if your role allows it, people from outside."
url: "https://illizeo.com/en/centre-aide/flex-office-meeting-rooms/"
updated: "2026-11-01"
category: FlexOffice
---

# Flex Office: meeting rooms

The **Meeting rooms** tab is where you book a room on one of your sites for a meeting, one-off or repeated: you choose the day and the start and end time, to the minute, you invite colleagues and, if your role allows it, people from outside.

## Before you start

- The tab exists for people who have the permission to book a meeting room. At Access level, you see the rooms, their day and your meetings, without changing anything. At Execute level, you book, change, cancel, release and answer invitations.
- The **External guests (optional)** section of the form only exists with the permission to invite external visitors, at Execute level.
- **Book a room** from an event card also requires the permission to publish site events, at Execute level.
- A location's **Meeting rooms** tab, in the settings, follows the permission to configure meeting rooms.

### Permissions in the role matrix

- “Book a meeting room: see availability and one's meetings (access), book for oneself, or for the population of one's role (execute)”. Access level: the tab, the rooms, their day and your meetings. Execute level: book, change, cancel, release, answer invitations, **Book a room** from the calendar.
- “Invite external visitors (for oneself, or for the population of one's role), book their parking spot and meal”, Execute level: the **External guests (optional)** section of the form.
- “Publish site events: see drafts and registrations (access), create, change, publish and cancel an event (execute)”, Execute level, with “Book a meeting room” at Execute level: an event's room, from its card.
- “Configure meeting rooms: see rooms and their equipment (access), create, change and archive a room, cancel someone else's meeting (execute)”. Access level: a location's **Meeting rooms** tab. Execute level: create, change, archive a room, and cancel someone else's meeting.

## What this tab is for

- Find a free room at a location on a given day, according to its capacity and equipment.
- Book, change, cancel or release your meetings, one-off or in a series.
- Invite colleagues, who answer in Illizeo, and external guests, who are welcomed as visitors.
- Find your meetings and invitations in **My meetings**, in the calendar and on the home page.

The rooms themselves (capacity, equipment, photo, place on the plan) are described location by location, in the Flex Office settings: see [Locations and floor plans](https://illizeo.com/en/centre-aide/flex-office-locations-and-floor-plans/).

## Finding your way around the screen

- At the top, the search: **Location**, **Day**, **Minimum capacity**, an optional slot (**From**, **To**) and, if the catalogue has any, the **Equipment (all required)**.
- The rooms of the location: one card per room, with its photo, capacity, floor, bookable hours and equipment, the timeline of its day and the **Book** button.
- **My meetings**: your meetings and invitations for the next 30 days, and the **Book a room** button.
- A banner shows when the site is closed for meeting rooms that day, that morning or that afternoon.

## Step by step

### Find a room

1. Open **Flex Office › Meeting rooms**.
2. Choose the **Location** and the **Day**.
3. Optional: a **Minimum capacity**, some **Equipment (all required)** and a slot (**From**, **To**). With a slot, each room says whether it is **Free for the slot** or **Taken for the slot**.

Each room's timeline shows its day, from opening to closing; the list below repeats it in text, or says **Free all day.** Someone else's meeting reads **Busy**, followed by the organiser's name if you can see them in the directory and by the number of external guests if there are any; its subject is only shown to those entitled to it (see “Good to know”).

### Book a room

1. On the room's card, click **Book**. You can also start from **Book a room**, in **My meetings**, and choose the **Room** in the form.
2. Check the **Day** and enter the **Start** and the **End**.
3. If you wish, a **Subject (optional)** of 120 characters at most and a **Video conference link (optional)**. Only participants and managers read the subject: do not put any sensitive data in it.
4. If you wish, participants: in **Participants (optional)**, type a name in **Search the directory**, then click the person. Only active people you can see in the directory are suggested; you yourself are counted separately.
5. If you wish, a repetition and external guests (see below).
6. Click **Book**.

![Screenshot — The Book a meeting room form](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/flex-office-meeting-rooms-02.en_.png?resize=800%2C500&quality=80&ssl=1)
The Book a meeting room form.

The meeting is confirmed straight away: a room requires no approval. The screen shows **Meeting saved.**

While you fill in the form, the screen warns you without blocking anything: when the headcount (you, your participants and your external guests) exceeds the room's seats, and when you have no desk that day at that location (the room does not book a desk).

After saving, it may still warn you, without refusing anything: the organiser has an approved absence on this slot (only if you can see their absences); some participants are absent on this slot, and their answer becomes **Declined**; some participants are already in another meeting at that time.

### Repeat a meeting

1. In the booking form, **Repeat** section, choose the **Frequency**: **Every day**, **Every week** or **Every month** (by default, **Does not repeat**).
2. Set the step, from 1 to 12 (**Every … days**, **Every … weeks** or **Every … months**). For a weekly series, tick the days of the week; with no choice, it is the day of the first meeting. A monthly series comes back on the same day of the month; a month without that day (a 31st in April) has no meeting.
3. Choose the end in **Until**: 12 months at most.
4. Click **Book**.

All the meetings of the series are booked at once. Those that cannot be booked do not block the others: after **Series saved.**, the screen gives the number of meetings booked and lists, date by date, the days not booked with their reason:

- **Non-working day**;
- **Public holiday**, with the name of the location's holiday;
- **Site closed**, with the reason for the closure;
- **Room taken**;
- **Organiser already busy**;
- **Slot already started**;
- **No room left on site for the guests**;
- **Guests’ visit refused**.

Book another room or another time on those days. If no day can be booked, nothing is booked and the form shows the list.

- A series starts today at the earliest. Its first day must be within the room's booking window; the following ones go up to 12 months, beyond that window.
- A one-off meeting is still allowed on a public holiday or a non-working day: only the series skips them.
- The repetition is only set when booking: an existing series is changed meeting by meeting, or through its scope.
- Participants are invited to each meeting of the series and receive a single notification for the series.
- External guests have one visit per meeting, but each receives a single invitation, which lists their dates; then one email per change (a summary when several meetings change, the email for the date when only one changes). If your company approves visits, a single approval covers the series and you are notified of the decision once.
- Your linked calendar receives each meeting of the series.

### Invite people from outside

1. In the meeting form, **External guests (optional)** section, click **Add an external guest**.
2. Enter their **Name** and, depending on what the visitor settings require, their **Company** and **Email**.
3. Choose the language of their emails: **French**, **English**, **German** or **Italian**. Without a choice (**Host’s language**), it is the host's language.
4. Book or save the meeting.

Each guest gets a visit at reception, created with the meeting: same location, same day, arrival at the start time. Reception sees them in its list of the day and records their arrival as for any visit (see [Visitors](https://illizeo.com/en/centre-aide/flex-office-visitors/)). A meeting has 50 external guests at most.

- The meeting is confirmed straight away. If your company approves visits, the visit follows the “Visits” workflow: the guest is **Awaiting approval**, then **Expected**. They receive their invitation by email once the visit is approved (straight away if your company does not approve visits).
- If the visit is refused, the guests are **Declined** and removed from the meeting, which stays; you are notified (notification and email). Saving the meeting removes them from the list.
- The visit follows the meeting: moved with it (new day, new time, location of the new room), cancelled with it; the guest receives the email about the change. Removing a guest from the list cancels their visit.
- Guests count in the site's occupancy, never in a zone: a full site refuses the meeting with its guests. In the room, they count in the seats (a warning, never a refusal).
- A site closed to visits refuses guests that day. As soon as a guest has arrived at reception, the meeting can no longer be moved; it can still be cancelled, and the guest remains expected until they leave.
- In **My meetings**, each guest is shown with their company and the status of their visit: **Awaiting approval**, **Expected** or **Declined**, then **Arrived** and **Left**.

### Change, cancel, release

In **My meetings**, on a meeting you organise:

- **Change**: the room, the day, the times, the subject, the link, the participants or the external guests, as long as the meeting has not started, then **Save**. Everything is checked again as when booking. If the day or the times change, the participants' answers go back to **Pending**.
- **Cancel the meeting**: until its start time. Participants are notified and the external guests' visit is cancelled.
- **Release the room**: during the meeting, if you finished early. The room is free again from the next minute.

For a meeting of a series:

- **Change** first asks for the scope: **This meeting**, **This and the following ones** or **The whole series**. Beyond **This meeting**, the day and the external guests cannot be changed. A meeting changed on its own is marked “changed separately”: a change to the whole series does not overwrite it.
- If the room is taken for one of the meetings concerned, nothing is changed and the message says which one.
- **Cancel the meeting** opens **Cancel a meeting of the series**: choose the scope, then **Cancel**, or **Keep** to give up.
- A past or already started meeting is never touched.

### Answer an invitation

Meetings you are invited to appear in **My meetings** and in the calendar's day card, with **Invitation from** followed by the organiser's name, and your answer: **Pending**, **Accepted** or **Declined**.

1. For a meeting of a series, first choose **Answer for**: **This meeting**, **This and the following ones** or **The whole series**.
2. Click **Accept** or **Decline**, as long as the meeting has not started.

You can change your mind: the last answer counts. Declining does not cancel the meeting. The organiser sees everyone's answer in **My meetings**, **Declined** included, and the count.

### From the calendar and the home page

- A badge on your day cell counts your meetings that day, invitations included, except those you have declined.
- The day card lists **My meetings** for that day, with your answer to invitations, and offers **Book a room**, which opens the tab on that day and location.
- The plan of the day shows the status of each room placed on the plan: **Free**, **Busy** or **Booked by me**.
- The **My week at the office** home tile shows the meetings you organise.

### For a site event

The card of an event at a set time, on a single day, offers **Book a room** to people who can both manage events and book rooms, as long as the event has not started. The form is the same, limited to the event's locations (**Event location**) and its day, within its hours, without repetition. An event without a time, or over several days, does not take a room. See [Site events](https://illizeo.com/en/centre-aide/flex-office-site-events/).

### The rooms of a location

Rooms are created in **Flex Office settings › Booking locations**, then the location, **Meeting rooms** tab, **New room**: name, **Capacity (people)**, floor, place on the plan, bookable hours, maximum duration, booking window, access instructions, equipment and photo. A phone box is a room with capacity 1. Archiving a room cancels its upcoming meetings, and their organisers are notified. Rooms can also be imported (**Flex Office settings › Imports**, **Meeting rooms** object). The details are in [Locations and floor plans](https://illizeo.com/en/centre-aide/flex-office-locations-and-floor-plans/) and [Imports](https://illizeo.com/en/centre-aide/flex-office-data-imports/).

## Good to know

- **Rules for a meeting**: it fits within its room's hours, on the same day, lasts at least 15 minutes and at most the room's maximum duration, and can be booked at most the room's number of days ahead (a series goes further, see above).
- **Overlaps**: two meetings in the same room do not overlap, but they may touch (10:00–10:00). An organiser does not hold two overlapping meetings, even in two rooms.
- **Meeting started**: it can no longer be changed or cancelled; it is released.
- **Site closures**: the **Meeting rooms** box of a closure closes the rooms, as does a closure of all services. A meeting that touches a closed half-day cannot be booked. An upcoming meeting on a closed half-day is cancelled: its organiser reads it in the closure summary, its participants are notified. A meeting that has already started is kept. In a series, only the meetings the closure touches are dropped.
- **Who reads what**: the subject, the link and the names of external guests are read by the organiser, the participants, the room managers and the people whose role covers the organiser; the guests' email, only by whoever manages the meeting. Others read **Busy**, the organiser's name if they can see them in the directory, and the number of external guests.
- **Participants outside your directory**: they are never named (**A participant**) and stay on the meeting when you change it.
- **Absence**: if an approved absence falls on a meeting you organise, you are warned and the meeting stays. An absent participant becomes **Declined**, without a reason.
- **Your calendar**: if you have connected your Google or Microsoft calendar (“illizeo” calendar), the meeting arrives there, whether you organise it or are invited. It is updated when it changes and disappears if it is cancelled, if the room is released, if you decline or if you are removed. The calendar shows the number of external guests, never their names, and never the subject. Answers are given in Illizeo.
- **Notifications**: you are notified (notification and email) when someone else changes, cancels or releases your meeting; when you are invited, when a meeting you are invited to changes, is cancelled or removes you; when a participant accepts or declines your meeting; and of the decision on your external guests' visit. The meeting subject never appears. Set them on the **Meeting rooms** line of your notification preferences.
- **Series**: **My meetings** and the day card say **Series** with its rhythm and its end. For anything that touches several meetings of a series, a single notification (and a single email) is sent per series.
- **Organiser leaving**: on their leaving date, their upcoming meetings, series included, are cancelled; participants are notified, the external guests' visits cancelled, calendars cleaned up. A meeting that has already started stays.
- **Event room**: the meeting stays within the locations, the day and the hours of the event; a change that would take it outside is refused. It is moved with the event, cancelled with it or when its location is removed from the event. If it is cancelled in another way, the event card shows it as cancelled, and both the event's author and its registered attendees are notified.
- **Resource mailbox**: a room linked to a resource mailbox says so on its card; Illizeo does not yet see bookings made outside Illizeo.
- **External guests**: their data is visitor data; its export and erasure go through compliance. They do not receive the calendar event, only their emails.

## See also

- [Flex Office calendar](https://illizeo.com/en/centre-aide/flex-office-calendar/)
- [Locations and floor plans](https://illizeo.com/en/centre-aide/flex-office-locations-and-floor-plans/)
- [Visitors](https://illizeo.com/en/centre-aide/flex-office-visitors/)
- [Site events](https://illizeo.com/en/centre-aide/flex-office-site-events/)
- [Notifications](https://illizeo.com/en/centre-aide/flex-office-notifications-and-emails/)
- [Imports](https://illizeo.com/en/centre-aide/flex-office-data-imports/)
- [Flex Office: module overview](https://illizeo.com/en/centre-aide/flex-office-overview/)

### *Similaire*