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Inviting Attendees to Your Reservation

Deskpass encourages Users to share their meeting invitations with their attending teammates, ensuring that everyone has access to the event details.

Planning to host guests in the meeting room or office space you've reserved? Here’s how to book the space, share meeting details with your attendees, and ensure a smooth visit.

How to Invite Attendees to a Reservation (MEET or OFFICE)

  1. Make Your Reservation

    • Use the app to book a MEET or OFFICE reservation for the total number of attendees, including yourself.
    • Your reservation should include time for set-up and take down. 
    • If the space requires approval, wait for your reservation to be confirmed before proceeding. (See: Pending Approval Process)

  2. Share Meeting Details With Your Guests

    1. Using your confirmation, add the event to your preferred calendar, and invite / share with your guests.

    2. After your reservation is confirmed, open your confirmation email and click Add to Calendar.

    3. From your calendar, open the event and add your guests so they receive the time, address, and any other relevant details.

    4. Alternatively, you can forward the confirmation email to your guests for reference.

Note: Guests cannot be added to the reservation in the app—sharing the calendar invite is the best way to communicate the meeting details.


Hosting Your Meeting

  • Meet your guests at the entrance and escort them inside. Guests must be accompanied by the account holder to enter the space.

  • Let the space manager know your guests are with you.

  • Ensure all attendees follow the space’s house rules.

  • Wrap up on time, and begin packing up at least 5 minutes before your reservation ends. 

A Few Reminders

  • Room Capacity: The number of available seats listed in the app reflects the maximum number of attendees allowed in the room (including you).

  • House Rules: All attendees are expected to follow the space’s rules. Review the Rules & Guidelines for more info.

  • Extending Your Reservation:

    • Only the Meeting Host can request an extension.

    • Extensions must be made during the original reservation window in the app.

    • If not available in the app, ask the space manager if the room is available, then contact Support to request an extension.

Planning to use the common space before or after your meeting?

Each person—including your guests—must have a separate DESK reservation to use the open seating areas outside the meeting room time.