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Conference Room Booking System

Manage conference room reservations with calendar integration, equipment setup, and utilization analytics

Complexity: Simple | Duration: 1-5m | Category: Operations/Process

Tags: #conference-rooms #scheduling #workplace #resource-management #utilization

Workflow Diagram​

Steps​

Step 1: Availability Check​

Agent: receptionist

Search available rooms by date, time, capacity

Step 2: Room Selection​

Agent: requester

Choose room based on size, location, equipment

Step 3: Booking Creation​

Agent: receptionist

Reserve room in booking system and calendar

Step 4: Calendar Integration​

Agent: it

support - Sync to Outlook/Google Calendar with room resource

Step 5: Equipment Request​

Agent: requester

Request AV equipment, catering, or special setup

Step 6: Setup Coordination​

Agent: facility

manager - Ensure room setup before meeting

Step 7: Access Provision​

Agent: security

specialist - Grant building access for external attendees

Step 8: Check​

Agent: In

receptionist - Verify meeting start and release if no-show after 15 minutes

Step 9: Post​

Agent: Meeting Cleanup

cleaning-staff - Clean room and reset for next booking

Step 10: Utilization Analytics​

Agent: data

analyst - Track room usage and optimize space allocation

Usage​

To execute this workflow:

/workflow operations/process/conference-room-booking-system.workflow

See other workflows in this category for related automation patterns.