How do I add a meeting room to a meeting so it does not show up as a visitor?

🔎 Introduction

When you preregister visitors by adding invite@bringme.com to a meeting, every attendee of that meeting is registered as a visitor. In your calendar, a meeting room is an attendee too. Bringme leaves a meeting room out of the visitors when it can tell from the invitation that it is a room. This article explains how to add a meeting room so that it does not show up as a visitor in the Front Desk.

📃 Answer

When is a meeting room recognised?

Bringme recognises a meeting room and leaves it out of the visitors when:

• You book the room in Outlook with the Room Finder or the Scheduling Assistant.
• You book the room with a room booking plugin, such as GoBright.
• The room is a Google Workspace room that you added in Google Calendar.
• You add the room both as the location and as a required attendee, with exactly the same name or e-mail address.

How to add a meeting room yourself

1. Add the meeting room to the required attendees, so the room can accept the booking.
2. Add the same meeting room as the location of the meeting. Pick it from the suggestions, or type its name exactly as it appears in the list of attendees.
3. Send the meeting request.

Why does a meeting room still show up as a visitor?

When a meeting room is only added as a required attendee, nothing in the invitation shows that it is a room. Bringme cannot tell it apart from a person, so the room shows up as a visitor in the Front Desk. The same happens when the location does not match the room, for example when the location says "Room 6" while the room is called "Meeting Room 6 - HQ".

To fix this for a meeting you already sent:

1. Open the meeting in your calendar.
2. Add the meeting room as the location, with exactly the same name as in the list of attendees.
3. Send the update.

Good to know

• How to invite a visitor with the Bringme Desk or Bringme Bell?

Still have a question?

Does this article not answer your question, or do you have another one? You can always ask Jaimie, our AI Agent. You will find Jaimie in the bottom right corner of the Bringme App, in the Bringme web app, or after logging in via app.bringme.com. Jaimie is still in beta and learning as she goes, so the feedback you leave after a conversation helps her get better.