Create rooms for employees to reserve using integrated work calendars, Teem mobile, EventBoard, and Booking. Meetings scheduled in these rooms will show on EventBoard room displays.
Space Hierarchy and Override Settings
Before creating a room, it’s important to understand the Teem space hierarchy and override settings. Space hierarchy is the space structure for your entire organization that defines where your rooms live.
Teem’s Space Hierarchy’s various levels in order:
It’s important to note that you don’t have to set all hierarchy levels’ settings. Many deployments can just set the Organization settings and be ready to go. However, you can override settings anywhere within the hierarchy. Overrides give you the ability to make an exception to any of the default settings you’ve made for your organization, and have that exception apply to all levels below in the space hierarchy.
Creating a room is very similar to creating a lobby or desk. To start, navigate to teem.com, then click Manage in the left menu, followed by Locations (nested under Manage). You will now see the Locations page for your organization.
You will see a Spaces tab on the Teem Locations screen. Click on this. A yellow + button will appear to the right of Spaces. Click this + to add a space.
Once you have clicked to add a space, a pop-out will open to the right of the screen.
The first thing you will want to do is choose the Space Type. In this article we are creating a Room, so click on the drop-down line under Space Type and choose the first option of Room.
You will then need to name your room. This name will appear on the actual device on the outside of your conference room.
Next, you have an option to input a Short Description. This could be a description of the location of the room for reference.
Every reservable room must have a calendar assigned to it. Devices that are assigned to a given space display information from that space’s calendar.This is not mandatory at this point in the setup process, you can go back to the space at a later time to select a calendar, but the room will not be reservable until a calendar is selected.
Assign a Calendar to the Room
Option 1 (Recommended): Room calendar
Room Calendar. This is the recommended option. It will sync devices associated with this room with the calendar selected in this step.
Below “Room Calendar”, you will see a dropdown field. Click the arrow in the dropdown field, then search for the calendar you want to assign to the space.Any unassigned room resource calendars that have been previously imported will be listed in the Room Calendar drop down.Note:If you have over 100 calendars imported to Teem, you will need to use the Type to Search Calendars feature, in order to locate your calendar.
Option 2 (Not Recommended): Local Calendar
This option is being deprecated, and limits functionality. Only use it if you truly must. It uses the calendar on the device instead of syncing with our servers. Because our servers won’t get the meeting info, Reporting, Booking Other Spaces, FlightBoard, and Maps won’t work. Reach out to your account manager if you need to have Local Calendars turned on. Once Local Calendars are turned on, a separate section will appear below Room Calendar in which you can select a local calendar for your device. It would look like this:
Once you have made a calendar selection, click the yellow Save Changes button at the bottom of the popup. Your calendar will now be assigned to your room and available to view on your device.
If you choose to postpone this step until later, here’s how you can navigate back to this page:Click Manage from the anchor menu on the left-hand side of your screen and select Locations. You will automatically be directed to the Spaces tab, where you will see a list of your rooms.
To the right of your room you will see a blue button called Details. Click this button. A new popup will open to right of your screen labeled Edit Details. Scroll down to the Room Calendar section, then follow instructions for Option 1 or Option 2 as outlined above.
Some subscription levels have the ability to attach Amenities to rooms. This will allow you to select amenities that are available in the room from a pre-populated list. These amenities could include TVs, printers, furniture, and other equipment available inside this room. These resources can be used to narrow your search parameters for room selections while booking, and can be used for Work Requests.
Enter the Capacity (number of chairs) of the room. Capacity is another search parameter that can be used to find a room using Booking and Teem.
You will now see a Notes section. This will allow you to add information about the room, such as a wifi password. One thing to note about this section, it will not appear on the app. Notes are meant for Teem admins to keep track of room information.
Lastly, you will need to select the location in which the room will be living in your organization. It is important to select an accurate location, as this drives many other Teem features, such as filtering available Rooms by location in Booking and Teem, and Insights.
Once you have chosen the location, you have the option of saving this room and adding another, or saving this room without creating more rooms. Choose the option that best fits your scenario.
You have successfully created your EventBoard Room! Now add a calendar to the room to get it online.
Quickly add new deployments with Quick Add
Teem users with Admin privileges will see a small (+) symbol as they hover over each section of the Location Directory, which we call the Quick Add button. Clicking the Quick Add button will add a new space (room, lobby, or desk space). With this feature users can build out an entirely new location in minutes. Locations created using Quick Add inherit settings from their parent location.
You can also drag and drop a room onto a different floor, or a floor onto a different building. It's handy to clean up one-off mistakes or move an entire deployment into a new building. One thing to keep in mind if you use Maps: this won't update and redraw a map for you, so please let your Customer Success Manager know about any changes and we'll update the map accordingly.
Teem Room licenses are attached to rooms, rather than devices. Users can attach multiple devices to a given room, and the devices will share settings and a license.
So long as you have Teem Room licenses available, rooms will be automatically licensed when they are created. We know there are some times when things don’t work out that way, and you may have acquired the licenses after you created the room. If you find yourself with an unlicensed room, follow these steps to correct it.
The first step to licensing a room is to navigate to app.teem.com. On the dashboard, look at your license count on the lower right side. Make sure you have available Room licenses to assign. If you don’t, please contact our Customer Success team.
Once you’ve ensured you have a license available, Browse to the unlicensed room by selecting Locations in the left hand menu. Then go to the Spaces tab, and find the room that is not licensed in the options that populate below. You can also search for it by name.
Click this toggle on and your room will start to function. It’s that easy.