In many offices, booking a meeting room can be stressful. Sometimes, the schedule seems wrong, or the room is locked. A meeting room booking system can solve many of these headaches, but you might still face some problems. In this post, we will share simple tips to fix common issues fast so your team can stay on track.

Why Do Bookings Disappear?

One common problem is a meeting that suddenly disappears from the calendar. It can happen if two people try to book the same room simultaneously. Make sure your system is linked to your primary calendar without any errors. Remind everyone to refresh or update their view after making a booking. If the problem continues, ask your system admin to check for any software updates.

Handling Double Bookings

Double bookings can confuse everyone and waste valuable time. It often happens when staff forget to confirm or cancel a reservation they no longer need. Teach your team to always look for a confirmation message after they book. If a booking is canceled, make sure it is removed from the schedule right away. Also, you must set up alerts to warn users if they pick a time slot already taken.

Problems with Internet or Network

A meeting room booking system depends on a stable connection to work well. The system cannot show the latest room status if the internet is down. Ask your IT team to check the modem or router for any issues. It helps to have a backup connection, like a second Wi-Fi network. If the system remains slow, you may need to upgrade your network plan to handle more traffic.

Touch Screen Not Working

Many modern booking screens have touch panels that might stop responding. First, gently clean the screen with a soft cloth to remove dust. If it still does not work, try restarting the device by unplugging it and plugging it back in. Check for any updates if the problem happens again. If nothing helps, contact your supplier for a quick fix or a replacement.

Access Rights and Permissions

Some employees might not see certain rooms listed in the system. It is often a permissions issue inside the software. Ask your admin to review user roles and ensure the right people have access to the needed rooms. Keep a simple guide that explains how to ask for or grant permission. Clear rules help everyone know which rooms they can book.

Calendar Sync Troubles

A Meeting Room Booking System often works with Office 365 or Google Workspace platforms. Sync problems can happen if passwords change or a firewall blocks the connection. Remember to update your login details in the booking system whenever you change them elsewhere. Also, see if your company's security settings stop the sync from working. Try a regular test to catch any issues early.

Equipment Glitches in the Room

Meeting rooms usually have screens, microphones, or projectors that might sometimes fail. Train your team to report broken items as soon as possible so someone can repair them. If something stops working during a meeting, quickly check the cables or reboot the device. Call a professional to look at it if it is a more serious issue. A well-maintained room helps every meeting run smoothly.

Get Help from a Trusted Supplier

Finding the right partner makes troubleshooting much easier. Evig is an audio visual equipment supplier, Dubaifocusing on top-quality solutions. They are a prominent audio-visual company and the authorized distributor of Evoko in the UAE. Evoko makes the Liso Room Manager and the Naso Room Manager, the popular meeting room booking system options. Working with Evig gives you expert support and simple tips to keep your system running well. They can also advise you on setting up your office's Liso Room Manager or Naso Room Manager.

Conclusion

By following these simple steps, you can avoid many common booking troubles. Always check for essential issues like access rights, updates, and a stable internet connection. Encourage your team to report errors quickly and maintain the system well.

If you need extra help, consider working with a trusted partner like Evig in Dubai. With the right plan, your meeting room booking system will make every meeting a smooth experience. This way, no room goes to waste, and everyone can focus on getting work done.