Configure room profile

A Room Profile contains shared settings that define the behavior and configuration of rooms within the GoBright platform. By assigning rooms to a profile, you can easily manage common settings such as bookable mode, check-in requirements, and more.

To access Room Profiles, log in with your GoBright admin account and navigate to Settings > Meet > Profiles. From there, you can open or create the specific profile used for rooms.

Later in this article, you will find a detailed explanation of each profile setting, including its purpose and how it affects room behavior. This will help you configure Room Profiles effectively to align with your organization’s meeting room policies and workflows.

Click on any of the headings below to jump directly to that section of the article.

General settings

Meeting types

Confirmation and no-show detection

Occupation detection

Connect/Interact Settings

Authentication (on display and mapviewer)

Opening hours

General settings

Issue reporting enabled:
Enable this option to use the Issue reporting for this room profile. This will give the users a way of providing feedback on specific amenities or environment pieces in the room if a fault is discovered.

Language:
By default, the language is inherited from the general settings, but you can choose another language per profile. The language configured here is the language that will be shown on the Room displays.

Stopping/Extending booking allowed for:
This setting is used to set who can stop and extend a booking (in the GoBright portal, mobile app and room display).

Deleting booking allowed for:
This setting is used to set who can delete a booking (in the portal, app and room display).

Just having a Booking Manager or Administrator role is not sufficient. These options must also be enabled in the settings to allow users with these roles to manage other users’ room bookings.

Booking mode:
This setting determines if the room can be booked or if it is a non-bookable room. Non-bookable means the room cannot be booked in the GoBright portal, mobile app, room display, Interact or Map Viewer, and the status will depend on sensor occupancy detection.

Selecting the Bookable mode will open another section in the room profile about Approvals and Buffer time.

Booking needs approval:
You can manage booking approvals in your GoBright portal or in your external system. Insert the email address of the approver and they will receive an email notification when there is a room booking pending request.

Important note: Booking approvals in the GoBright portal will only work when the behavior of your resource mailbox is set to AutoAccept. For more information about how to configure the behavior of your resource mailbox in Azure AD/Exchange, please check this article.

Buffer time:

When the Approval feature is enabled, this Buffer time option becomes available so you can set up a buffer time. This time will give you some time to prepare the room for the next meeting, for example clean up the catering service or set up the room movable walls.

Show as almost occupied when occupation is detected:
With occupation sensors for rooms, you can enable this field to show if a room is almost occupied when occupation is detected.

Auto enable Microsoft Teams meeting
When enabled, this automatically adds a Microsoft Teams link when a booking is created using the GoBright Portal, the GoBright mobile app, via a room panel or map viewer.
The link is clickable which enables users to open the Teams meeting directly from the GoBright Portal or the GoBright mobile app.

Meeting types

This feature in the GoBright portal introduces the ability to assign colour-coded meeting types. This visual enhancement allows users to quickly recognize the nature of each scheduled meeting at a glance. Users can also easily filter and differentiate meetings by type within both My Bookings and All Bookings.

By assigning a meeting type, the Timeline view becomes more organized and visually clear, while the Approvals list is easier to manage, making the approval process more efficient.

Create a list of multiple meeting types and assign them to a profile using the dropdown menu. Once configured, users will be able to select these meeting types when creating a room booking in the Dashboard. This field can be optional or mandatory if you tick the box for ‘Make meeting types required’.

Confirmation and no-show detection

No-show detection:

To configure a check-in confirmation window for your users, you must first enable the No-show Detection feature. Once enabled, two fields will appear, allowing you to define the check-in window using time in minutes:

• Confirmation window before booking start

• Confirmation window after booking start

For example, if a booking starts at 09:00 AM, and you set the confirmation window to 15 minutes before and 15 minutes after the start time, users will be required to check in between 08:45 AM and 09:15 AM. In this case, the total check-in window is 30 minutes.

To save your check-in settings, you must select at least one booking confirmation method from the available options below.

• Booking confirmation on Display, GoBright Connect or NFC/QR sticker
  With this option you will be able to confirm your booking on room display, Interact or using NFC/QR code.
• Booking confirmation by sensor
  Your Room sensor can confirm the booking by detecting occupation. Keep in mind that the room sensor cannot detect specific users. Any detected occupation can confirm your room booking.
• Booking confirmation by portal or app
  In cases where you are not able to confirm your booking on the room display or with your room sensor, you can let your users confirm their room bookings in the GoBright portal or our GoBright mobile app.

If a booking is not confirmed within the defined check-in window, it will be automatically cancelled and the room will become available for others to book. This helps improve room utilization and ensures that unused spaces don’t remain blocked.

Detected no-shows are logged and can be reviewed in the Analytics section of the GoBright Portal, giving you valuable insight into room usage and attendance behavior.

You now have the option to send an email notification to the organizer if they fail to check in on time and their booking is automatically cancelled. Enable this option, located directly below the No-show detection setting.

Occupation detection

This option is only available when sensors are enabled. These settings affect the state of occupation and the booking depending on what has been configured.

• ‘Stay occupied for … minutes after user has left‘
  This setting extends occupation even after the sensor stopped detecting movement. It can be especially useful if the room is non-bookable as people tend to quickly leave the room a couple of minutes during a break or other activities.
• ‘Extend for … more minutes when the user left and there is a booking or a check-in‘
  This setting extends the occupation for a number of minutes more if the user booked or checked in. This gives the opportunity to reward users who did book (bookable situation) or check-in (non-bookable with Connect device), because they will enjoy less strict automatic shortening of the booking/check-in.
• ‘Shorten booking automatically based on occupation sensor’
  When the detected occupation is ended while the booking is still in effect this setting can end the booking prematurely, which will make the room/desk available for others.
  

Connect/Interact Settings

Within the profile, it’s possible to configure specific settings for the Connect. If you are using Interact linked to a room, these settings are also valid for the Interact device.

While the option is enabled by default, disabling the “Use default Smart Unit settings” will show what options can be configured:

• The brightness/intensity level can be adjusted for both the Connect and Glow
• The time in seconds for when the sensor detects occupation/non-occupation
• RFID/NFC mode, which can be reading and/or emulation

Authentication (on display and mapviewer)

While the room display is configured to show the status of a single room, the map viewer displays an overview of all available rooms that can be booked. Depending on which settings are enabled users can book the rooms in multiple ways:

• Anonymous: Everyone is able to book the room, and the booking will be marked as ‘anonymous’ as the organizer is not known.
• Pin code: Only users that have a pin code are able to book rooms. The pin code can be configured in the user’s details.
• NFC: Only users that have an NFC card are able to book rooms. This option will only be available if the NFC support is enabled at the general settings. The hardware should be equipped with NFC readers.

Quick booking suggestions

On the room display, map viewer, GoBright portal or the mobile app, these quick booking suggestions are used to give options for ad-hoc booking, and for extending a booking. There are two types of quick booking suggestions:

• Duration: a number of hours/minutes, for example, 10 minutes or 1 hour.
• Fixed time: a time of day, for example 5:30 PM, so you can book a room for the whole working day easily.

Once Quick Booking suggestions are set up, simply click on a room in the map to see these options displayed as green buttons.

Opening hours

The opening hours define the regular opening hours of the room. This is used for searching for available rooms (default only within opening hours). It can also be used as a default setting for the room displays to turn to ‘night mode’.