ROOMZ offers powerful and simple features to help you optimize the use of your shared spaces through meeting room display's, sensor's, and interactive floor maps.

1. How the Integration Works

Members book rooms as usual, i.e. while logged in to Cobot; from their Cobot Member Portal.
ROOMZ takes these bookings from the appropriate Cobot calendar and displays them on various displays such as:
- a tablet mounted outside the room
- a digital floor plan viewable through a browser
- larges, onsite signage (sold separately) showing an 'airport view'
The floor plan view shows red/green indicators based on rooms booked or room sensors and tablets sold by ROOMZ or from one of ROOMZ’ resellers.

One of the benefits is their tablets and sensors are not hardwired in, but modular and can be easily moved from location to location.

IMPORTANT NOTE

Members currently can't book a resource (from the tablet) connected to their Cobot account, Booking Credits or Booking Passes.

However, Admins do have the option to allow members to (anonymously) walk up and live book on tablets. Admins can also make tablets 'view-only' from the ROOMZ Dashboard.

2. Connecting your Resources

First, you need to create a ROOMZ Access Token using this guide.
Continue with this guide: ROOMZ Support » Configuration » Setup and Options » 3 - Booking System and Resource Connection.
When it says “First of all, you need to prepare your booking system,” that means you should have a Cobot account and some resources ready.
Under Setup » Booking Systems, click '+ ADD BOOKING SYSTEM.' In the drop down that appears, scroll until Cobot is visible and click.

This is an image of a booking system interface showing a sidebar with navigation options including Booking Systems, Network Profiles, Devices, Viewers, Tags, Users, Customers, Resellers, and Subscriptions. The main panel is titled "Booking Systems" and displays a message that no matching records are found. A dropdown menu on the right shows a list of booking systems including iCal, Domino, ROOMZ, Centerboard, and Cobot, with "Cobot" highlighted.

5. In the modal that appears, provide a name for the system you are adding, e.g. 'Cobot.'

Provide the URL of the space you want to connect, e.g. https://your-space.cobot.me/.
Paste the access token in the Access Token field.
Click 'Save.'

A modal window titled “Add new booking system” is open in front of the ROOMZ platform interface. It shows input fields to configure a new booking system named “Cobot.” The user must enter the Cobot space URL and an API access token. The “Save” and “Cancel” buttons are at the bottom. In the background, the main Booking Systems section of the ROOMZ dashboard is visible.

6. Now that you have added Cobot as a booking system, click through anywhere on the line item » 'FETCH RESOURCES.'

IMAGE 1

This is an image of the ROOMZ admin interface displaying a successfully added booking system integration. The highlighted section in the center shows a booking system entry with the friendly name and type both labeled “Cobot.” The left sidebar contains navigation items such as Booking Systems, Network Profiles, Devices, Viewers, Tags, Users, Customers, and more.

IMAGE 2

This is an image of the ROOMZ interface showing two blue buttons: “FETCH RESOURCES” and “ADD RESOURCE.” The “FETCH RESOURCES” button is highlighted with an orange box. It is located under the “Booking Systems” section, above the “Resource Status” heading.

7. In the modal that appears, you have the option to use the names of your resources as they are in Cobot by toggling Overwrite, or you can give your resources unique names in ROOMZ by clicking 'Keep'.

To keep things familiar for your members, we recommend using the Overwrite toggle. Once you’ve made your selection, click 'FETCH RESOURCES.'

This image is ofA confirmation dialog in the ROOMZ interface titled "Fetch resources" explains that the operation depends on the settings of the booking system and may require manual input if unsuccessful. The dialog asks how to handle existing resource names with an option to “Keep” or “Overwrite,” the latter being selected. A warning in orange states that existing resource names will be replaced. At the bottom, there are "CANCEL" and "FETCH RESOURCES" buttons, with the latter highlighted.

8. If you are unable to fetch resources, you’ll need to '+ ADD RESOURCE' and manually provide the name and ID of each resource.

The ID corresponds the Cobot URL slug of that resource:

This is an image of the "Edit Resource" screen in the Cobot admin dashboard, showing a publicly listed resource called "Hot Desk." The URL bar at the top displays the resource's edit link. The screen includes toggles for listing visibility, a public booking link, and basic settings with editable fields such as the resource name and image.

9. Once you’ve added your resources, click 'TEST ALL' in your ROOMZ portal.

This is an image of the ROOMZ interface showing the Cobot integration under "Booking Systems." The screen displays a list of resources synced from Cobot, including Event Space, Garden Lounge, Hot Desk, and Meeting Room. Each resource has a unique Resource ID and a grey status indicator under "Resource Status." A highlighted "TEST ALL" button appears near the top right of the interface.

10. If all of your resources are connected successfully, they will each have a green circle in their row.

This is an image of the ROOMZ admin panel showing the "Cobot" booking system's list of resources. A notification at the top confirms that 7 resources passed the test with no failures. Each resource is listed by name and ID, with green status dots indicating success. The interface includes sidebar navigation and buttons for "Test All," "Fetch Resources," and "Add Resource."

11. Follow the 4 - Device Registration guide from ROOMZ to connect your devices.

Useful videos can also be found on the ROOMZ YouTube channel.

12. Once you’ve registered you devices, proceed with guide 5 - Connection to the Wi-Fi to get all your devices connected.

Part 3: Adding Your Floor-plan

To add a floor-plan, you first need to set up your workspace. To do this, refer to the guide 6 - Workspace creation and device allocation for ROOMZ.
1. Navigate to My Organization and click “+ ADD BUILDING”
2. Provide the name of your building and click the check mark or press enter.
3. The building you added should now be visible in the secondary navigation.

2. Click through, and click the 'Details' button on the top navigation.

This is an image of the "Floors" section under "Your Space" in the ROOMZ interface. One floor, named "Ground Floor," is listed with level 0. The top of the page shows breadcrumb navigation: My Organization > Your Space. A "Details" tab is highlighted beside the active "Floors" tab. Icons on the right show there are 0 rooms, 0 viewers, and 0 layouts assigned.

It is imperative that the language you see in ROOMZ matches the default language of your Cobot account. If it does not, click 'Edit' and update the language and any other details, like address, so they accurately represent your organization and the details you’ve added to Cobot.

This is an image of the “Building details” tab in the ROOMZ interface, displaying details for a building named “Your Space.” The highlighted section shows the address listed as “Le Moléson, 1663 Gruyères,” with French set as the language and the timezone specified as Europe/Zurich. These details are shown in a column on the left, while on the right side, a satellite map from Google Maps indicates the building’s physical location with a red location pin. The “EDIT” button appears above the map, allowing users to update this information. The interface sidebar confirms the selected building as “Your Space” under “My Organization,” and the top navigation indicates that the user is currently viewing the “Details” tab.

3. Once the details of your building are correct, toggle back over to 'Floors' and click to '+ ADD FLOOR.'

Provide the level and a name for your floor, and click the check mark or press enter.

4. Your newly added floor should now be visible as a button. Click through and then click the button '+ ADD WORKSPACE.'

This is an image of the "List of floors" section under the "Floors" tab for the building "Your Space" in the Roomz admin dashboard. The Ground Floor is displayed as the only listed floor, shown in row format with columns for level, name, and resource counts, all of which are set to zero. The left sidebar confirms that the Ground Floor is nested under "Your Space," and both are expanded in the navigation. The row is outlined in orange.

This is an image of the “Workspaces” tab under “Ground Floor” in the “Your Space” section of the ROOMZ interface. It shows an empty list of workspaces with columns for type, name, number of devices, and resource link status. At the top right of the workspace list, there is a blue “Add Workspaces” button highlighted in orange, indicating where to click to add new workspace entries. The sidebar shows the hierarchical structure: “My Organization” at the top level, “Your Space” as a building, and “Ground Floor” as a listed floor.

This is an image of the ROOMZ admin dashboard in the “Workspaces” section under “Ground Floor” within the “Your Space” building. The user is in the process of adding a new workspace. A dropdown menu is visible with three workspace type options: “Desk,” “Room,” and “Huddle,” each accompanied by an icon. The “Desk” option is highlighted, indicating it is selected. On the left sidebar, the user’s navigation path is shown: “My Organization” > “Your Space” > “Ground Floor.” The rest of the fields for the new workspace are still being filled out.

Once you do, you can choose a Type, and Name for your workspace. Enter your details, and click the check mark or press enter.

5. Clicking the workspace you’ve just entered will summon a side-panel you can use to associate what you just created with a Resource from Cobot. You can provide a description and capacity here too. The description will be visible to members.

This is an image of the “Workspaces” view for the “Ground Floor” level in the ROOMZ admin interface. The left sidebar displays the location hierarchy: “My Organization” > “Your Space” > “Ground Floor.” The main content area lists one workspace named “Meeting Room,” which is of type “Room,” has no devices linked, and is not associated with a resource. On the right, the workspace detail panel is open, showing editable fields for the name “Meeting Room,” a dropdown for associated resource, a description input, and a capacity field currently set to zero.

6. Next, still in the side panel, click the 'Devices' button.

Add or choose the serial number of the device you want to associate with the workspace. Refer to this ROOMZ guide for more.

This is an image of the ROOMZ interface showing the "Devices" tab for the workspace named "Meeting Room" under "Ground Floor" in the "Your Space" section of the organization. In the main section, the workspace is listed with no associated devices and no resource linked. On the right side, under the “Devices” tab, the panel displays that there is no associated device yet. A plus icon is highlighted in a square near the top right of the panel, indicating the option to add a new device. The navigation breadcrumb at the top shows the path: "My Organization > Your Space > Ground Floor". Amanda Wolf is logged in under the "COBOT" account.

7. Once all of your workspaces have been added, it’s time to map them to your floor-plan. Click the 'Plan' button in the top navigation.

This is an image of the “Plan” tab selected in the Roomz dashboard under the Ground Floor section of Your Space. The interface shows the list of workspaces, which is currently empty, and a blue “Add Workspaces” button is visible. The “Plan” tab is highlighted in orange to guide the user to that part of the navigation.

Once you upload your floor-plan file, you will see it inside the Workspace Manager. From here, you can click to choose a resource type—Room, Desk, or Huddle according to your subscriptions—and draw correspondences onto your plan.

This is an image of the ROOMZ building plan view under the "Plan" tab for the "Ground Floor" of the "Your Space" section. The interface displays a grayscale floor plan layout with various workspace icons such as clusters of desks, phone booths, and restroom and stair symbols. On the top left of the plan are restroom and stair indicators, and in the middle, there are two rectangular groupings of desks set diagonally. Multiple workspaces are arranged throughout the floor plan, including desk groupings along the top and bottom edges, three phone booths on the left, and some scattered decorative icons resembling plants. The sidebar on the left shows the navigation path with “My Organization,” “Your Space,” and “Ground Floor” selected. The top bar of the plan view contains toolbar options including "Workspace Manager," "Nearby Desks," and visual shape settings. The right side of the screen shows a panel with the message “Select one or more workspaces to change their properties.”

Each time you draw a workspace onto your floor-plan, you’ll be able to choose the corresponding resource you’ve added.

You’ve now successfully added your Cobot booking system and resources to you ROOMZ account. Nicely done!

You can finish setting up your ROOMZ account and creating your desired visualizations with the help of ROOMZ’ guides. We recommend picking up here.

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Connecting Cobot to ROOMZ

1. How the Integration Works

2. Connecting your Resources

Part 3: Adding Your Floor-plan