Resource Booking Setup

The Resource Booking feature in Zoho Calendar helps administrators manage resources efficiently within their organizations. The admin can configure resource booking for all members by setting up branches, buildings, and floors, and adding rooms to each floor. Once the configuration is complete, the rooms will be visible to users. Depending on room availability, users can book the required rooms at their convenience.

To begin setting up room booking, you need to add a branch for your organization. 

Manage Branches

You can add several branches to your organization from the Rooms section. 

Add Branch

To add branches to your organization:

1. Log in to Zoho Calendar Admin Console.
2. Go to Resource Booking > Rooms > Branches.
3. Click the Add Branch button.
   
4. Enter the Branch Name, Working Days, and Time Zone.
5. Select the email address of the branch maintainer under Add Maintainers section. You can add multiple maintainers.
6. Enter the Building Name and click Add icon.
7. Click the Add Floor button to add floors to the building.
8. You can add multiple buildings to a branch and multiple floors to a building. To delete a building or floor, click the Trash icon next to it.
   

Edit Branch

To edit an existing branch:

1. Log in to Zoho Calendar Admin Console.
2. Go to Resource Booking > Rooms > Branches.
3. Hover over the branch and click the Edit icon.
   
4. Make the necessary changes and click Update.

Delete Branch

To delete a branch:

1. Log in to Zoho Calendar Admin Console.
2. Go to Resource Booking > Rooms > Branches.
3. Hover over the branch and click the Delete icon. The branch will be removed.
   

Manage Buildings

This section shows the buildings associated with your organization. These buildings can be used to create floors and rooms.

Add Building

To add buildings to your branches:

1. Log in to Zoho Calendar Admin Console.
2. Go to Resource Booking > Rooms > Buildings.
3. Click the Add Building button next to the branch where you want to add the building.
   
4. Enter the Building Name and click Add.

The building will now be listed under the branch.

Edit/Delete a Building

To edit or delete a building:

1. Log in to Zoho Calendar Admin Console.
2. Go to Resource Booking > Rooms > Buildings.
3. To edit, hover over the building name and click the Edit icon. Make changes and click Update.
4. To delete, hover over the building name and click the Delete icon. The building will be removed.
   

Manage Floors

This section displays the floors that have been added to each building within a branch.

Add Floor

To add floors to your buildings:

1. Log in to Zoho Calendar Admin Console.
2. Go to Resource Booking > Rooms > Floors.
3. Click the Add Floor button next to the branch/building where you want to add a floor.
   
4. Enter the Floor Name and click Add.

Edit/Delete a Floor

To edit or delete a floor:

1. Log in to Zoho Calendar Admin Console.
2. Go to Resource Booking > Rooms > Floors.
3. To edit, hover over the floor name and click the Edit icon. Make changes and click Update.
4. To delete, hover over the floor name and click the Delete icon. The floor will be removed.
   

Manage Room

After adding a branch to your organization, you need to add rooms for that branch. While adding rooms, you need to specify the exact location of each room, and the room will be added to the specified floor within the selected branch. 

You can categorize rooms into three types: Meeting Room, Conference Room, and Training Room. Each room has a specific seating capacity and features such as AC, Wi-Fi, Monitor, Projector, Whiteboard, and LAN. A photograph of the room must also be provided.

Add Room

1. Log in to Zoho Calendar Admin Console.
2. Navigate to the Resource Booking section in the left pane.
3. Select Rooms from the top pane.
4. Choose the branch, building, and floor where you want to add the room. If you have not created the building or floor previously, you can create them here by selecting the Add Building and Add Floor Floor options.
5. Click the Plus icon under the Rooms column and select Add Room.
   
6. Enter the Room name, Category, and Seating capacity.
7. If necessary, provide a Description for the room.
8. Select the Features available in the room.
9. To add new features, click the Add new feature button.
10. To delete a feature, use the Remove icon next to the feature.
11. Upload a picture of the room, if needed.
12. To edit or delete the room photo, hover over the image and click the Edit or Delete icon.
13. Once done, click Add to add the room.
    

The room will be added to the selected location.

Edit Room

Once a room is added, you can make changes to it at any time by accessing the room and editing it from the Rooms settings. Steps to Edit a Room:

1. Log in to Zoho Calendar Admin Console.
2. Navigate to the Resource Booking section in the left pane.
3. Select Rooms from the top pane.
4. To edit a room, click the More options icon on the top right corner of the specific room and select Edit Room.
   
5. Make the necessary changes to the room and click Update.

Delete Room

If you no longer need a room, you can delete it from your resources. You can access the room list and delete rooms from the Rooms settings. Steps to Delete a Room:

1. Log in to Zoho Calendar Admin Console.
2. Navigate to the Resource Booking section in the left pane.
3. Select Rooms from the top pane.
4. To delete a room, click the More options icon on the top right corner of the specific room and select Delete Room. The room will be removed.
   

QR Code for Room Booking

Once a room is added, you can generate a QR code for each room, which can also be downloaded. Users can book the room by scanning the QR code directly from their devices. Steps to Generate a QR Code:

1. Log in to Zoho Calendar Admin Console.
2. Navigate to the Resource Booking section in the left pane.
3. Select Rooms from the top pane.
4. To generate a QR code for a room, hover over the room and click the More Options icon, then select View QR Code.
   
5. The QR code will be displayed for that room.
6. Click the Download icon to download the QR code.
   

Show/Hide Room

You can choose to show or hide a room from the room listing and the grid. When you hide a room, it will not be visible to users for booking. Steps to Show/Hide a Room:

1. Log in to Zoho Calendar Admin Console.
2. Navigate to the Resource Booking section in the left pane.
3. Select Rooms from the top pane.
4. To show/hide a room, turn the toggle button on or off next to the Status column of the room.
5. Select Show/Hide button in the Confirm Action! dialog box.
   

The room will be hidden from the users in the organization but will not be deleted. You can use this option when rooms are not in usable condition and later show the rooms again in the users' resource booking grid by following the same steps.

Import Rooms

To import rooms, save the room information in a CSV or TSV file.

Sample Files for Importing Rooms:

Click here to download the sample files for importing rooms in CSV and TSV formats.

Steps to Import Rooms:

1. Log in to Zoho Calendar Admin Console.
2. Navigate to the Resource Booking section in the left pane.
3. Select Rooms from the top pane.
4. Click the Plus icon under the Rooms column and select Import Room.
   
5. Drag and drop or browse and select the import file.
6. Click Import to start importing your rooms.
   
7. The rooms will be imported and added to the specified location.

​Export Rooms

You can export the data of all your rooms using the export option in the Rooms section.

Steps to export rooms

1. Log in to Zoho Calendar Admin Console.
2. Navigate to the Resource Booking section in the left pane.
3. Select Rooms from the top pane.
4. Choose the location of the room of which you want to export the rooms.
5. Click the Export button under the Rooms column.
   
6. Click Export to save the file to your computer.
7. You can choose to secure your file using a password. Check the Export as password protected file check-box to provide a password to protect the file you download.