Book a room

With a user-friendly interface, the GoBright portal offers an intuitive and seamless experience for searching and booking workplaces. Its design mirrors the simplicity and functionality of the GoBright Mobile App, ensuring consistency across both platforms.

Different colors are displayed on the map to indicate the current status of each room. Please refer to the legend for more details.

Map Legend Color and Symbols for Rooms
		Other location or department*	Other location or department*
				Toggle accessibility icons
				Green: Available
				Darker* green: booked later today or the room is selected on the map.
				Orange: Almost occupied, check-in period active
				Red: Occupied
				Blue: Private meeting, Do not disturb
* The color is faded when the room is located in different location than the one selected.

You can make a booking by either using the Search to filter rooms based on your specific needs, or by selecting your preferred room directly on the map. Both options offer a quick and easy way to find and reserve a suitable space.

1.1 Search – Use the available filters to quickly find a room that meets your specific requirements.

Find my colleague – You can search for a colleague to see where they have meetings scheduled for the day. Click the small icon to locate the room on the map.

Smart Search – On the left-hand side you can see all your bookings for the day. Suppose you have a room booked from 14:30 to 15:30 and again from 16:00 to 17:00. In this case, you’ll see a ‘+ Add booking‘ button displayed between the two bookings. This feature allows you to easily search for and book a room during the available time in between.

The system will automatically suggest available rooms based on the time window between your existing reservations, helping you make the most of your schedule with minimal effort.

1.2. Mapping – On the interactive map, you can make instant room bookings directly from the floor plan. Floor plans for all levels of the building can be added to the portal, allowing you to quickly select the correct department or floor and choose your preferred room.

Hover over a meeting room to view more details.

When you click on a green room, a pop-up will appear showing the available time slots. Simply select a time slot, and the meeting details window will open for you to complete the booking.

Mapping provides a live, real-time view of room availability. If a colleague books a room via the Portal, Mobile App, or directly at the workplace, the changes are immediately reflected on the interactive map—whether for today, tomorrow, or any future date.

Note: Dashboard without Mapping – Mapping is an optional feature. If your license does not include Mapping, the Dashboard will still provide an overview of your bookings and allow you to search and book rooms using the Search and Smart Search options.

2. Finish the booking – Once you select the room and the time slot either through the Search engine or the Map, the meeting details window will open for you to complete the booking.

Here you can:

• set a subject
• add attendees (for external invitees type their email address and press ‘Enter’ on the keyboard so the email can be validated)
• add meeting type
• add pre-registrations (if enabled)
• add services (if enabled)
• add a Teams link (if enabled)

When you fill in all the necessary information, click on ‘Save’.

Add meeting type

You can add a Meeting Type to your meeting to help categorize and better organize the Timeline view.

When creating a room booking that includes multiple rooms with different room profiles, the Meeting type list will display all meeting types that are enabled in any of the selected room profiles. It is sufficient for just one of the selected room profiles to have Meeting Types enabled in order for the list to appear when creating a meeting.

Additionally, the Meeting Type field will be required if any of the selected rooms has the Meeting types required option enabled. Refer to the Meeting types article for more information.

Book on behalf

Another recent feature allows users to create room bookings on behalf of other users. To use this functionality, you must have the appropriate permissions assigned to your User Role.

When a booking is made on behalf of another user, the original creator of the meeting remains visible in the booking window. For more information, check the article Room booking on behalf of other users.

You can easily make a room booking using the GoBright Mobile App. Open the app, search for a suitable room based on your preferences, such as location, capacity, or available equipment, and complete your booking in just a few taps. The app provides a quick and flexible way to manage your reservations on the go.

• Login to the app and choose ‘Search’ at the bottom;
• Filter by date, starting time, duration, capacity, room type or amenities;
• Click on ‘Book a room’;
• Choose the time slot of the desired room;
• Type subject and message;
• Add Teams link (if enabled)
• Change the organizer (if needed);
• Make it a private meeting (if needed);
• Invite attendees;
• Add meeting type;
• Add services (if enabled);
• Choose ‘Save’.

The GoBright Interact device offers an efficient way to book rooms on location. For detailed instructions, refer to the article How to book a room or desk using the Interact.

• Open your personal calendar in Outlook / Office365 / Google G Suite
• Schedule an appointment
• Invite/choose a room
• Sent the invitation
• The room will process the invitation
• GoBright will synchronize the room calendar

Example of Outlook calendar:

GoBright Outlook Add-in

In your Outlook calendar, you can add the GoBright add-in to easily book meeting rooms directly from your calendar interface. Check the article Configuring the Outlook Plugin / Add-in for more information about how to configure it.

Combine rooms in the Add-in

You can book a Combined Room in Outlook by using our GoBright Outlook plugin. When using the GoBright plugin, select the rooms you would like to combine, and the option Combine will appear. Select this option to book the rooms as combined.

• 
• Press on Combine to book the rooms in the combination:
• 

The Room Display will be placed by the door of the Room.

Option 1: Book now (ad-hoc booking)

• You find an available room and want to reserve it right away.
• Choose ‘Book’ on the room display and authenticate yourself.
• Select the period you want to book.
• The administrator can configure authentication options and preset booking durations.

Option 2: Future booking

• You’re approaching a room and want to book it for a future time slot.
• Choose ‘Book’ on the room display and authenticate yourself.
• Choose ‘SEARCH’ to search for a moment in the future.
• Choose the date and choose an available period.
• Enter the details of the booking (start time, duration, subject).
• The administrator can configure authentication options and preset booking durations.

The mapviewer is meant to be placed on a touch display at the entrance of a floor or a building.

• Choose a floor/building on the right-hand side
• Select an available room
• Choose a preset ‘quick booking’, or an available period
• (ways to authenticate & period presets are configurable by the administrator)

There are two versions of the Mapviewer which can be configured in the Mapviewer profile.

Here is how the Mapviewer appears in Theme Version 1:

In Mapviewer Theme Version 2, you can now search for rooms using the built-in search functionality: