How to Use WPS Meeting Rooms on Windows

This guide includes 4 how-to topics for WPS Meeting Rooms on Windows, including creating and configuring rooms and exporting booking data; all 4 topics are available without membership and 0 are membership-related.

How-to Index

How-to Guide

1. Create and configure a meeting room

Entry point: Admin Console → Enterprise Settings → Meeting Rooms → Add

1. Open the WPS 365 client and enter the Admin Console from the lower-left corner of the home page.
2. In the left pane, click Enterprise Settings and then open Meeting Rooms.
3. Click Add in the upper-right corner.
4. Enter the meeting room name, hierarchy, capacity, room image, and notes.
5. In the device list, select the devices available in the room, such as a TV or whiteboard.
6. Click Save to create the meeting room.
7. After the room is created, you can continue to edit, enable, or delete it from the list.

Success Criteria

• UI state: The new meeting room appears in the room list.
• Next actions: You can continue editing the room information or change its enabled status.

Tips While Using

• Common mistakes: Leaving out the room name or other key details before saving can make the room harder to identify later.
• Environment limits: You need meeting room management permissions.

2. Import or update meeting rooms in batches

Entry point: Meeting Rooms page → Batch Import/Update

1. Open the Meeting Rooms page in the Admin Console.
2. Click Batch Import/Update in the upper-right corner.
3. To add multiple rooms, download the template, fill it in with the required format, and upload it to complete the batch import.
4. To update existing room information, export the current room data first, edit it in the template format, and upload it again to complete the batch update.

Success Criteria

• UI state: The room list shows the latest content after the import or update is complete.
• Next actions: You can review individual room details or run another batch maintenance task.

Tips While Using

• Common mistakes: If the template fields do not match the required format, the import may fail or the update may be incomplete.
• Environment limits: Uploading the template works better with a stable network connection.

3. Configure meeting room settings

Entry point: Meeting Rooms page → Settings

1. On the Meeting Rooms page, click Settings.
2. Turn meeting room check-in on or off as needed, then set the check-in time or reset the check-in QR code.
3. Turn room takeover on or off as needed, then set the takeover time and related display image.
4. Configure booking limits, including the available booking time range, duration limit, and advance booking time.
5. Set whether approval-based rooms allow recurring bookings.
6. Configure the visibility scope so only selected members can view specific rooms.
7. Set the allowlist and meeting title display rules as needed.

Success Criteria

• UI state: The page shows the latest rule status after the settings are saved.
• Next actions: Members can view, book, or check in to rooms under the updated rules.

Tips While Using

• Common mistakes: Incorrect visibility scope or allowlist settings can affect who can view or book rooms.
• Environment limits: After major rule changes, it is helpful to notify relevant members about the updated policy.

4. Export meeting room booking data

Entry point: Meeting Rooms page → Export

1. On the Meeting Rooms page, select an existing meeting room.
2. Click Export in the upper-right corner.
3. Choose the booking time range you want to export.
4. Select Include meeting cover image if needed.
5. Complete administrator identity verification and export the file.

Success Criteria

• UI state: The system generates and exports a booking data file.
• Next actions: You can use the exported result for reporting, archiving, or review.

Tips While Using

• Common mistakes: If you do not select a meeting room before exporting, you may not get the intended data.
• Environment limits: Administrator identity verification is required before export.