Service request for a meeting

You can order a service for a booked meeting: a coffee break, room preparation, help with the equipment, cleaning after the session. The request can be created straight from the booking card or from the general “Create a request” window by picking the meeting there. UnSpot fills in the meeting room and the meeting itself, and puts the date of the meeting into the “Due date” field — the assignee does not have to ask for anything.

Who can do it

From the booking card, a service for a meeting can be ordered by the organiser of the booking, their manager and an employee with the right to manage all users. An ordinary attendee cannot submit such a request — if a service is needed, ask the organiser. The general “Create a request” window narrows the list further: it holds only the meetings you organise yourself. A service for a subordinate’s meeting can be ordered only from the card of their booking.

The booking card offers the services available in the office of this meeting room: services for all offices and services set up for this office. The services block may be missing from the booking card entirely. One nuance: if this meeting already has requests, the block stays in place with the list of them — only the add button disappears. The reasons can be:

• the requests module is off in the company;
• no service for meeting rooms has been created, or all of them are switched off;
• meeting-room services exist, but none is available in the office of this meeting room — for example, all of them are set up for other offices only;
• the assignee of the service has been deactivated, deleted or archived — UnSpot removes them from the service, and the service stops being offered even though it is switched on;
• the booking was created from the display panel by the meeting room, that is, its organiser is a device rather than a person;
• the booking came from an external calendar and its organiser could not be matched to an UnSpot employee — then the block is missing too.

Bookings that came from Google Calendar or Outlook do not by themselves prevent ordering services: if the organiser is matched to an UnSpot employee, the block will be there.

How to order a service for a meeting

From the booking card

1. Open the card of your meeting-room booking.
2. Find the “Service” block and click “Request service”. If services have already been ordered for this meeting, the block shows their list instead, and the button is replaced with the “Add a service request” link.
3. In the form pick the “Service”. Two cards are shown above it: the object — the office and the meeting room, and the meeting — its name, the number of attendees, the date and time, and the organiser.
4. Check the “Due date”: the date of the meeting is already there.
5. Describe the order in the “Description” field: how many people, what exactly is needed, by when.
6. If the form has a “Files and images” field, attach the files.
7. Click “Send request”.

From the “Create a request” window

1. Click “Create a request” in the UnSpot header or on the “Requests” → “Service requests” page. If there is no button in the header, use the one on the page.
2. Pick an “Office” if needed, find the service in the “Meeting room services” group and click “Create a request”.
3. Pick the meeting in the “Meeting” field — the hint reads “Select a meeting that you organize”. The list holds only the meetings you organise, from today and seven days ahead: each shows its name, the meeting room, the day and the time. If an office was picked in the window, the list holds only meetings in meeting rooms located directly in that office.
4. Once the meeting is picked, the object and meeting cards appear in the form, and the date of the meeting is put into the “Due date”. Then it goes as from the booking card: the description, the files if the field is there, and “Send request”.

If the meeting you need is not in the list, check that:

• the meeting is no more than seven days away;
• you are the organiser of the meeting;
• the office picked in the window is the one where the meeting room is. The list counts only meeting rooms located directly in the selected office: if the room is on a floor, pick that floor rather than the whole building — or do not pick an office at all.

If the meeting is further away or you are not the organiser, order the service from the booking card.

Several services can be ordered for one meeting — submit a separate request for each. All of them will be visible in the “Service” block of the booking card.

The due date

Requests for a meeting always have the “Due date” field, and it is mandatory. Only a date is picked in the calendar, past days are unavailable. By default it holds the date of the meeting — you can change it.

UnSpot sets the time itself: it is the end time of the meeting. For a meeting from 14:00 to 15:00, the due date is the chosen day at 15:00. If the service is needed by the start of the meeting or earlier — laying the table half an hour before, for example — write about it in the description. There is no separate field for the time.

Files and images

Files can be attached to a request for a meeting if the “Files and images” field is switched on in the service settings. The form then shows the “Upload file” button: up to three images in PNG or JPG format, up to 15 MB per file. If the field is mandatory, the request is not sent without a file: UnSpot shows “A file is required to submit the request”.

If the form has no such field, put everything the assignee needs into the text: the description takes up to 2000 characters.

If the meeting is moved or cancelled

What you did with the meeting	What happened to the request
Moved it to another time or changed its duration	The request goes back to the “New” status with the note “Booking was changed”. The assignee has to confirm it again, for the new time. The email to them goes out automatically, but the due date in the request does not move by itself — it stays as it was set when the request was created
Ended the meeting early with the stop button	The request closes with the “Cancelled” status — UnSpot treats an early finish the same way as cancelling the booking, not as a reschedule. If the service is still needed, submit a new request
Cancelled the booking	The request closes with the “Cancelled” status. It cannot be brought back into work — if the meeting happens later, submit a new one. Requests the assignee has already closed are left alone

If the meeting has moved to another day and the deadline matters, tell the assignee the new date, or cancel the request and submit a new one with the right date.

Requests the assignee has already closed — with the “Completed” or “Cancelled” status — are unaffected by moving or cancelling the meeting.

A separate case: if the meeting room is deleted from the office entirely, the request does not close automatically. It keeps its status, and instead of the place the list shows “Booking removed”. Such a request is worth cancelling yourself, or asking the assignee to do it.

You can follow the request in the same place as all the others — the “Requests” section → the “Service requests” tab. If the request is not there, click “Filter” and check “Creation date”: the list starts out showing today only.

Related articles

• How to submit a service request — all three ways to submit a service request
• Service request for an employee — a request not tied to a specific place
• Request for an office object and by QR code — a request for an office object and by QR code
• “In meeting room” requests: setup — how an administrator sets up services for meeting rooms