Room Booking for Teams

Problem Statement

Booking a room means opening the shared calendar, hunting for a free slot, and hoping nobody grabs it first. Teams double-book the good rooms, and the rooms set aside for one team get taken by another. It’s a small thing that wastes time every single day.

Proposed Workflow

Ask for a room right inside Microsoft Teams, “book the design studio for the 2pm review.”

• RoomRunner checks the Teams calendar for what’s actually free.
• It reserves the room for your team and adds it to everyone’s calendar.
• It confirms the booking back in Teams, with a one-tap way to cancel or move it.

The room you need, booked before your meeting even starts.

Access and Governance

Each team gets its own rooms and rules. The Design team can book the studio; another team can’t take it out from under them. RoomRunner only lets people reserve the rooms their team is allowed to use, the same rules your office already runs on, just enforced automatically.

What It Connects To

• Microsoft Teams, where you ask for and confirm the room.
• Your shared calendar, where the reservation actually lives, so there’s one source of truth.

Acceptance Criteria

• A Teams request returns available rooms that match the team, time, and capacity.
• The booking is written to the shared calendar and confirmed in Teams.
• Users cannot reserve rooms outside their team’s approved access.
• The pilot reports double-booking, cancellation, and usage data before rollout.