Dallas HQ Conference Room Reservation System

We have installed iPads near all the conference room doors. The iPads are running our conference room software provided by Envoy. This software will allow you to book rooms via outlook for future dates, via their mobile app for meetings now (Envoy Business , ) and via button on the iPads in office also for meetings now.

If you would like to reserve a room via outlook for a future time

• In Outlook click on your calendar
• Select new meeting at top left
• Click location and select one of the rooms available
• Select required and option attendees
• Once your meeting is sent it will schedule in the system. If a room is not available, you will get a declined meeting notice and have to adjust the location of your meeting
• At the start of your meeting click the check-in button on the iPad outside the conference room to confirm the host has started the meeting

If you would like to book a meeting now you can via the Envoy mobile app

• Download the envoy app on your phone
• Login using your email address. All Evergreen associates have been synced to the new system
• It will send you a registration email. Click the link and scan the QR code
• Once you have the app downloaded all you need to do is click the Plus icon at the top right corner and select book a room
• Click book a room (note if Bluetooth is enabled on your phone, it will list the room closest to you)
• Click the room you want
• Click Book Room
• The room is now reserved for the next 30 minutes

If you would like to book an available conference room via the room iPad now

Each Room has a corresponding device(s) outside of the entry to that Room. The device will show an overview of the room's scheduled meetings for the day, and it will show if the room is currently available (green), if a meeting is starting in that room soon (yellow), or if the room is currently in use (red).

• If a room is available (green outline on device), a user can book the room for either 15, 30, 45, or 60 minutes depending on the time available until the next scheduled meeting.
• Select the desired amount of time from the dropdown next to the "Book" button.
• Once the time is selected, click "Book." The meeting room is then yours to use until your allotted time is up.
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