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RoomVox Overview (User Guide)

Welcome to RoomVox — book meeting rooms directly from the calendar app you already use.

What is RoomVox?

RoomVox makes meeting rooms available as standard CalDAV resources in any calendar app — Nextcloud Calendar, Apple Calendar, Outlook, Thunderbird, eM Client. There is no separate booking interface to learn: you book a room the same way you'd invite a colleague to a meeting.

When you add a room to a calendar event, RoomVox:

  1. Checks whether you have permission to book the room
  2. Verifies the room is available at the requested time
  3. Applies the room's availability rules (allowed days/times)
  4. Applies the booking horizon (max days ahead)
  5. Either auto-accepts the booking or marks it as Tentative (pending manager approval)
  6. Sends email notifications to you and to the room's managers

How a Room Appears

A room behaves like a CalDAV calendar resource:

  • It has a name, capacity, location, and facilities (projector, whiteboard, video conferencing, etc.)
  • It has an email address — usually a real mailbox (boardroom@company.com) or an internal one
  • It responds Accepted, Tentative, or Declined to your invitation, just like a human attendee

Your administrator creates and maintains the list of rooms. You see all rooms you have at least Viewer permission for.

Booking Responses

Status Meaning
Accepted The room is confirmed — no further action needed
Tentative The room requires manager approval — you'll be notified when approved or declined
Declined The booking was rejected — see the reason in the email

Why a Booking May Be Declined

  • Scheduling conflict — another booking exists at that time
  • No permission — you don't have Booker or Manager role for that room
  • Outside availability — the requested time is outside the room's available hours
  • Beyond booking horizon — the event is too far in the future
  • Room sync in progress — Exchange-linked room is still syncing; retry shortly

You receive a clear email with the reason in each case.

Permission Roles

Role Can view Can book Can manage
Viewer ✓
Booker ✓ ✓
Manager ✓ ✓ ✓

Managers can approve/decline pending bookings, edit room settings, and cancel any booking. Viewers see the room and its Responsible contact in Personal Settings → My Rooms — useful for knowing who to ask if you can't book yourself.

Calendar Clients Supported

Client Notes
Nextcloud Calendar Full support. Optional visual room browser
Apple Calendar (macOS / iOS) Full support. Auto-fix for CUTYPE=INDIVIDUAL
Microsoft Outlook Full support via CalDAV account
Thunderbird Full support via CalDAV account
eM Client Full support. Auto-detection by LOCATION

See Also