# Booking a Meeting

#### **Overview**

In the gospace AI user app, you don’t need to manually find or manage meeting rooms — Aidra takes care of it.\
When you schedule a meeting, Aidra automatically allocates the most suitable room based on availability, attendees, and preferences.

If **Recommended Rooms** are **enabled** in your location settings (managed by an admin), you can view and select from Aidra’s top suggestions directly within the app.\
If this setting is **disabled**, Aidra will automatically confirm and allocate the optimal meeting room for you — no manual action required.

You’ll receive your final room allocation before your meeting starts, and can view it any time in the **Floorplan** tab

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#### **How to Book a Meeting**

1. Open the **Reserve a Meeting Room** screen in the gospace app.
2. Select your **Date** — e.g. *Wednesday, November 5, 2025.*
3. Choose your **Location** — e.g. *11 W QUINCY COURT.*
4. Select **Space Type → Meeting Room.**
5. Add a **Subject** for your meeting.
6. *(Optional)* Add **Details** if needed.
7. Set your **Start Time** and **Duration.**
8. *(Optional)* Add **Preferences** such as *AV screen*, *Whiteboard*, or *Video conferencing*.
9. *(Optional)* **Invite People** — search colleagues to include them in the booking.

If recommended rooms are **enabled**:

* Aidra will display the **top room suggestion** (e.g. *Room K*) and explain *“Why this room?”*
* You can select this room or view **other recommendations**.

If recommended rooms are **disabled**:

* Aidra will automatically allocate the best room when the booking is confirmed.

Tap **Reserve** to complete your booking.

***

#### **How Meeting Allocation Works**

* **At booking:** Aidra identifies available rooms that match your preferences and expected attendance.
* **Before the meeting:** Aidra finalises allocations, adjusting for conflicts or changes in attendee numbers.
* **View anytime:** Go to **Floorplan → My Allocation** to see your confirmed meeting room.

***

#### **Notes**

* Recurring meetings are supported; Aidra learns from prior bookings to improve room selection over time.
* If “Recommended Rooms” are disabled, all room selection is fully automated.
* Amenities and preferences influence Aidra’s recommendations but won’t block booking if no perfect match exists.


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