Book a Meeting Room

Meeting rooms put your classrooms and briefing rooms on the schedule next to your aircraft, so two instructors don't plan a ground lesson in the same room at the same time.

Add your rooms

1. Open Settings > Scheduling and scroll to Meeting Rooms.
2. Turn on Enable meeting rooms.
3. Type a name in Meeting room name, such as Classroom A, and click Add Room. Repeat for each room.

Each room gets its own row on the day schedule. To show the rooms below the aircraft rows instead of above them, turn on Meeting rooms under aircraft in Settings > General.

Book a room

1. Open Schedule and click New Reservation, or click an empty slot on a room's row.
2. Choose Meeting room as the Activity type.
3. Pick the Meeting room.
4. Set the start and end date and time.
5. Choose the Host, usually the instructor running the session.
6. Add the Customers who are attending.
7. Click Create Reservation.

When Reservation emails is on in Settings > Email, the host and attendees are emailed when the meeting is booked, changed, or canceled.

Hold a room before or after a flight

Instructors often want the briefing room before a lesson and for the debrief after.

1. In Settings > Scheduling > Meeting Rooms, turn on Block a meeting room with reservations.
2. Under Default Meeting Room Hold, set how long to hold the room Before and After a flight.

New flight and simulator reservations now show Block a meeting room? at the top of the form. Click it, choose the room and times, and the room is held along with the flight.

Take attendance and complete the meeting

1. Open the meeting on the schedule.
2. Under Attendance, click Mark attendance and select each student who attended.
3. Click Complete Meeting, then Confirm Complete.

Tips

• Name rooms the way your staff say them out loud, like Briefing 1 or Sim Room, so they're easy to pick.
• Rooms don't need an aircraft or Hobbs times, so completing a meeting doesn't touch your fleet.

Troubleshooting

• Meeting room isn't in the Activity type list. Turn on Enable meeting rooms and add at least one room.
• "No meeting rooms are set up yet." Add rooms in Settings > Scheduling > Meeting Rooms, then try again.
• Attendees didn't get an email. Check that Reservation emails is on and that each customer has an email on their profile.