Meeting rooms are the spaces your employees plan their day around, so getting them into Mapiq is worth doing well. The building model lets you add a room in seconds with just a name, and then decide how far you want to go: link a calendar, let people book it, or leave it open for whoever walks in. This article covers adding a room, connecting its calendar, and removing one you no longer need.

Applies to

Admin roles: Subscription Owner, Subscription Admin, and Building Admin for the buildings in their scope
Add-ons: none for the room itself. Linking a calendar needs an active Room Calendar or Hybrid Meetings integration

💡Note: A meeting room always sits on a floor, so you need at least one floor before you can add one. Read Adding Floors through the Building Model if your building has none yet.

Adding a Meeting Room

Everything you add lands in the building's draft, so nothing reaches your employees until you publish.

Go to the Buildings tab and select the building you want to work on.
On the building overview, click Continue editing to open the building model.
In the menu on the left, open Meeting rooms.
Find the floor you want to add to and click Add meeting room on that row.
A side panel opens. Enter a name in the field at the top.
In Seats, enter how many people the room holds.
Under Suitable for, select what the room is good for, such as Formal meeting, Video conference, or One-to-one.
Under Equipment, select what employees find in the room, such as Presentation screen, Webcam, or Whiteboard.
Click Add meeting room at the bottom of the panel. A confirmation appears and the room shows up under its floor.

💡A name is enough to create a room. Seats, labels, equipment, and a photo can follow later by clicking the room in the list.

⚠️ Note: A photo helps employees recognise the room before they walk in. Add one under Photo in the room's panel, within these limits:

JPEG, JPG, or PNG format
Between 1000 x 1000px and 10000 x 10000px
No larger than 25MB

💡Tip: A room without a calendar is perfectly valid. It appears in the app as an ad hoc room that employees walk into rather than book, and you can still link a sensor to it to see how it is used.

Connecting a Room Calendar

Fill in Room mailbox when you want the room to work with your calendar system.

Click the room in the list to open the side panel.
Under Room mailbox, enter the room's email address.
Under Employee app, choose what employees can do:
- Show availability only shows the room and its free or busy state
- Allow room booking lets employees book the room through Mapiq
Click Save changes.

⚠️With Hybrid Meetings, Mapiq follows your room provider. The rules and permissions from Outlook or Google apply here too, so if your provider does not allow bookings more than 30 days ahead, Mapiq will not either.

What to choose depends on the integration you have running.

Your integration	What to choose
Room Calendar	Choose `Show availability only`. This integration reads availability but cannot create bookings, so a booking made in Mapiq will not reach your calendar system.
Hybrid Meetings	Choose `Allow room booking` to let employees book rooms through Mapiq as well.

Adding multiple room mailboxes

Mapiq can connect more than one tenant, which matters when a building is shared between a parent company and a sister company. Each tenant activates the integration once and links its own mailbox. On one room, you can then add addresses from another domain.

🚨Important: All tenants in one environment must use the same provider. Several Outlook tenants work, and several Google tenants work, but a mix of Outlook and Google in the same environment is not supported.

Adding Multiple Room Mailboxes

Use this in a multi-tenant building, where one room is shared between tenants with different domains.

Click the room in the list to open the side panel.
Under Room mailbox, click Add multiple room mailboxes. If the room already has several, the button reads Edit room mailboxes.
The Room calendar window opens with your first address, marked Insights & Default. Fill in its Domain.
Click Add and enter the Room calendar address and Domain for the next tenant.
Use the icons next to an address to mark it as the one used for insights, to make it the default mailbox, or to remove it.
Click Save.
The panel now lists the default mailbox, the insights mailbox, and how many mailboxes the room has in total.

🚨This is a setup for multi-tenant buildings only, and it asks something of you outside Mapiq. The tenants have to keep their calendars in sync with each other themselves, because Mapiq reads one mailbox for its information rather than merging them.

Deleting a Meeting Room

Removing a room is permanent once published, so it is worth a second look before you confirm.

Go to the Buildings tab and select the building you want to work on.
On the building overview, click Continue editing to open the building model.
In the menu on the left, open Meeting rooms.
Click the room you want to remove. The side panel opens.
Scroll down and click Delete meeting room.
Read the confirmation window. It tells you the room will be permanently deleted.
Click Yes, delete to confirm, or No, cancel to keep the room.

Behind the scenes

Nothing is live until you publish — Added and deleted rooms sit in your draft. Employees keep seeing the last published version until you publish the new one, and publishing a deletion can cancel bookings on that room.
An outline is required to publish — A room without an outline on the map is a blocking issue. Draw it in the map editor before you publish.
No mailbox means an ad hoc room — Rooms without a calendar appear in the app as walk-in spaces. A sensor can still be linked to them.
Hybrid Meetings inherits your provider's rules — Booking windows and permissions come from Outlook or Google, so what employees cannot do there they cannot do in Mapiq.
Multi-tenant setups have two conditions — All tenants must use the same provider, and they keep their calendars in sync themselves, because Mapiq reads one mailbox per room.

💬 Need More Help?

If you'd like some extra assistance, reach out via the Messenger (question mark in the corner) and chat with our support team, or send us an email at [email protected].

We're always ready to help! 😉

Adding Meeting Rooms Through the Building Model