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.
How to Book a Meeting
Open the Reserve a Meeting Room screen in the gospace app.
Select your Date — e.g. Wednesday, November 5, 2025.
Choose your Location — e.g. 11 W QUINCY COURT.
Select Space Type → Meeting Room.
Add a Subject for your meeting.
(Optional) Add Details if needed.
Set your Start Time and Duration.
(Optional) Add Preferences such as AV screen, Whiteboard, or Video conferencing.
(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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