ECI Meet — User Guide

ECI Meet — User Guide

ECI Meet

Enterprise Room Booking System

User Guide

 

Quick Start

1.    
Make sure you're connected to the company network (in-office or VPN).

2.    
Open https://10.10.10.205:3501 in your browser.

3.    
First visit: accept the self-signed certificate warning (one-time per browser).

4.    
Click Sign in with Microsoft, complete the popup, and you're in.

The ECI Meet login screen — click "Sign in with Microsoft" to get started.

The app works on desktop and mobile. On small screens the sidebar collapses to a hamburger menu.

What Your Role Lets You Do

 

User

Scheduler

Admin

 

Create your own bookings

✓

✓

✓

 

Edit / cancel your own bookings

✓

✓

✓

 

Edit / cancel anyone's bookings

—

✓

✓

 

Invite attendees via directory search

✓

✓

✓

 

See the Admin sidebar

—

—

✓

 

 

Your role is shown under your name in the bottom-left sidebar card. New Microsoft users start as User automatically. An admin can promote you to Scheduler or Admin via Admin → Users.

Signing In

•       
Click the big Sign in with Microsoft button.

•       
A Microsoft popup asks for your work credentials (and MFA if required).

•       
After approving, the popup closes and you land in the app.

•       
Your name and avatar initials appear in the sidebar.

If the Sign in with Microsoft button doesn't appear, Microsoft Entra isn't configured — flag this to an admin.

Sessions

•       
A sign-in lasts 1 hour, silently refreshed every 45 minutes while active.

•       
Maximum absolute session: 12 hours.

•       
Click Sign out in the sidebar to end immediately.

The Sidebar

•       
Dashboard — daily snapshot across every room.

•       
Bookings — the main page. Pick a location, room, and date to book.

•       
My Bookings — every upcoming booking you own.

•       
Admin (admins only) — Locations, Rooms, Users, Settings.

Dashboard

Use the Date picker to choose any day. The page shows a per-room overview bar — booked slots in colour, plus an amber bar for any booking whose Outlook sync has failed.

The Dashboard — a quick overview of all rooms and locations for the selected date.

Booking a Room

Step 1: Pick Location, Room, and Date

•       
Location dropdown — populated from what admins have set up (Toronto, Winnipeg, etc.).

•       
Room dropdown — enabled after you pick a location.

•       
Date input — defaults to today; pick any future date.

The Bookings page — pick a location, room, and date to see the schedule.

Step 2: Read the Timeline

•       
The day runs 08:00 to 18:00 (the bookable window).

•       
Green / empty slots — available; click to book.

•       
Red / filled slots — already booked. Hover or click for details.

•       
"Outlook" pill — booking created directly in Outlook, not through this app.

•       
Amber ⚠ icon — Outlook sync failed. Edit/save again to retry.

•       
Refresh button — re-fetches the schedule. Auto-refreshes every 20 seconds.

The schedule timeline — green slots are available, red slots are booked.

Step 3: Click an Empty Slot

A booking modal opens with the date and time prefilled. Bookings are in 30-minute increments and must stay inside 08:00–18:00.

The booking modal — set time, purpose, and optionally invite attendees.

Step 4: Invite Attendees (Optional)

•       
Start typing a name or email (minimum 3 characters) in the attendee box.

•       
Matching people from the company directory appear as a dropdown.

•       
Click to add. Click the × on a chip to remove.

•       
Each attendee gets a normal Outlook meeting invite. The room mailbox is always added automatically.

Step 5: Save

The booking is written locally and an Outlook event is created on your calendar. If Outlook sync fails, the booking still saves locally and shows the amber ⚠ icon.

A booked slot on the timeline — click to Edit or Cancel.

Editing a Booking

Click an existing booking on the timeline, or open it from My Bookings. You'll see the same modal as creation, prefilled.

•       
Owners can edit their own bookings.

•       
Schedulers and admins can edit anyone's.

•       
Allowed changes: time, purpose, attendees. Saving updates the Outlook event.

Cancelling a Booking

Open the booking and click Cancel. The Outlook event is deleted and every attendee receives a cancellation — including the room mailbox, which frees the slot.

Cancel is fail-closed. If Outlook deletion fails, the local row is kept so you don't end up with a ghost meeting. Retry when the issue clears.

My Bookings

Lists every upcoming booking where you are the organizer, across all rooms and locations. Each row has Edit and Cancel actions.

My Bookings — all your upcoming bookings in one place.

Booking from Outlook Directly

You can also book rooms the regular Outlook way:

1.    
In Outlook, create a new calendar event.

2.    
Add the room mailbox (e.g. toronto-mini-boardroom@evanov.ca) as an attendee or via Room Finder.

3.    
Add any other attendees normally.

4.    
Set the time and subject; send.

The app picks up your event automatically within 60 seconds. It appears on the timeline with an "Outlook" pill.

Booking from Outlook — search for the room in the location field and select it.

Caveats: The room must have auto-accept enabled. The bookable window is 08:00–18:00 — Outlook events outside that range are skipped on import.

Recovering a Sync-Failed Booking

If a booking shows the amber ⚠ icon, the most common reason is that your Microsoft account isn't a member of the eci-bookings-users group.

To recover:

1.    
Ask an admin to confirm you're in eci-bookings-users.

2.    
Once added, open the booking and click Save again with no changes. The amber icon disappears on success.

Tips and Gotchas

•       
The bookable window is fixed at 08:00–18:00, in the room's local timezone.

•       
Bookings are single-day. For recurring meetings, create them directly in Outlook with the room as a resource.

•       
After a fresh deployment, do a hard reload (Ctrl+Shift+R on Windows, Cmd+Shift+R on Mac).

•       
You can't book in the past. Past dates are view-only.

•       
The self-signed cert warning on first visit is expected — click through once.

Getting Help

•       
Sync-failed badges that don't clear → ping an admin.

•       
Can't sign in → check whether you're disabled or removed from eci-bookings-users.

•       
Schedule doesn't show your Outlook booking after 60+ seconds → click Refresh.

•       
Anything else → contact your admin.