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Matrix Booking Knowledge Base

Matrix Booking Knowledge Base

Main

Matrix Booking Knowledge Base

Administrator guide

Administrator guide – Log in
Administrator guide – Access profiles and user accounts
Administrator guide – User account management
Administrator guide – Location administrators
Administrator guide – Location managers
Administrator guide – Receptionists
Administrator guide – Booking categories
Administrator guide – Facilities
Administrator guide – Booking options
Administrator guide – Logos and branding
Administrator guide – Help text and e-learning modules
Administrator guide – Banners
Administrator guide – Declaration templates
Administrator guide – Locations and resources

Administrator guide – Location and resource settings

Administrator guide – Location settings: General tab
Administrator guide – Locations settings: Media tab
Administrator guide – Locations settings: Roles tab
Administrator guide – Locations settings: Availability tab

Administrator guide – Location and resource settings: Settings tab

Administrator guide – Settings tab: Time zones
Administrator guide – Settings tab: Availability type
Administrator guide – Settings tab: Advanced booking rules
Administrator guide – Settings tab: Approvals
Administrator guide – Settings tab: Attendee count
Administrator guide – Settings tab: Buffer times
Administrator guide – Settings tab: Check-ins
Administrator guide – Settings tab: Cost codes
Administrator guide – Settings tab: Email notifications
Administrator guide – Settings tab: Signage
Administrator guide – Settings tab: Texts
Administrator guide – Settings tab: Visitors

Administrator guide – Location and resource settings: Options tab
Administrator guide – Locations and resource settings: frictionless check-in

Administrator guide – Global settings
Administrator guide – Resource scheduling
Administrator guide – Resource sharing
Administrator guide – Reception sharing
Administrator guide – Groups
Administrator guide – Contact and directory management
Administrator guide – Event management

Administrator guide – Bookings screen

Administrator guide – Bookings screen: My bookings tab
Administrator guide – Bookings screen: All bookings tab
Administrator guide – Bookings screen: Awaiting approvals tab
Administrator guide – Bookings screen: Cancelled tab
Administrator guide – Bookings screen: Orphaned tab
Administrator guide – Bookings screen: Work requests tab

Administrator guide – Matrix Booking Insight

Administrator guide – Daily printed agendas report

Administrator guide – Visitor management
Administrator guide – Floor plan setup

Product and service fact sheets

Administration as a Service (AaaS)
Email domain migration service
Floor plan redraw service
Forward booking data migration service
Hardware as a Service (HaaS)
Matrix Booking's frictionless check-in
Training service

Guides and overviews

Configuration and setup guides

Arrivals application – configuration and setup guide
Floor Plan application – configuration and setup guide
Signage application – configuration and setup guide
Welcome application – configuration and setup guide

Overviews

Find someone overview
Hardware options overview
Introduction to support

List of Matrix Booking system's sub-processors

List of Matrix Booking system's sub-processors v6
List of Matrix Booking system's sub-processors v5
List of Matrix Booking system's sub-processors v4
List of Matrix Booking system's sub-processors v3
List of Matrix Booking system's sub-processors v2
List of Matrix Booking system's sub-processors v1

Matrix Booking's Microsoft 365 integration overview
Matrix Booking's Microsoft integrations and add-ins overview
Matrix Booking's Microsoft Teams integration overview
Matrix Booking's SCIM integration overview
Matrix Booking's SSO and Microsoft Entra ID integration overview
Matrix Booking Sense 2.0 overview
New Matrix Booking web application
Security overview

Using our products

Archive resources or locations
Check if a user account’s password has been changed
Find your organisation's Signage user account details
Get a full report from our web app
Move a user to another organisation
Reconfigure your Signage device to point to a different resource
Remove a booking option
Reorder your Locations and Resources hierarchy for your New Booking screen
Unlock a user account
View a location’s or resource’s details
View and edit past bookings

Technical guides

Matrix Booking's Microsoft 365 add-in installation guide
Matrix Booking's Microsoft 365 integration setup guide
Matrix Booking's Microsoft Teams integration setup guide
Matrix Booking's SSO and Microsoft Entra ID integrations setup guide
Migrating from Microsoft Entra ID synchronisation to SCIM
Matrix Booking's Outlook add-in setup guide
Matrix Booking's SCIM integration setup guide

User guides

Frictionless check-in – user guide
Matrix Booking's Outlook add-in user guide
Welcome application – user guide

Product and service emails to customers

Product update – November 2025
Product update – October 2025
Product update – August 2025
Product update – May 2025
Product update – February 2025
Product update – December 2024
Product update – September 2024
Product update – August 2024
Product update – June 2024
Product update – April 2024
Product update – February 2024
Product update – January 2024
Product update – September 2023
Product update – June 2023
Product update – May 2023
Product update – March 2023
Product update – February 2023
Product update – December 2022
Product update – November 2022
Product update – October 2022
Product update – August 2022
Product update – June 2022
Product update – May 2022
Product update – April 2022
Product update – March 2022
Product update – January 2022 – Web app release
Product update – December 2021 – Web app release
Product update – October 2021 – Web app release
Product update – June 2021
Product update – May 2021 – Web app release
Product update – December 2020 – Web app release 66 – The Christmas one
Product update – November 2020 –Web app release 65
Product update – September 2020 – Web app release 64
Product update – August 2020 – Web app release 63
Product update – July 2020 – Web app release 62
Product update – June 2020 – Web app release 61
Product update – May 2020 – Supporting the return to the office
Product update – April 2020 – Web app release 60
Product update – April 2020 – Web app release 60 (advanced notice)
Product update – March 2020 – COVID-19 status update
Product update – March 2020 – Web app release 59
Product update – January 2020 – Web app release 58
Product update – December 2019 – Web app release 57
Product update – October 2019 – Web app release 56

Additional support and information

Matrix Booking accessibility

Matrix Booking Onboarding Hub

What we need to build your organisation or new location
Matrix Booking's implementation approach
Associated Hardware
Integrations
Logos
User acceptance testing (UAT)
Administrator training
Frequently asked questions
Support
Handover to live operations

Support level agreements
Tell us what you think
What makes Matrix Booking unique?
Matrix Booking Fair Usage Policy

Troubleshooting articles

Cable requirements for signage, kiosks, tablets, and devices
How can I add a document to my Matrix Booking Building homepage?
How do I change the time on the signage devices?
I can't see all my bookings when I click on My Bookings?
How do I add a new building to my setup?
How do I change an email address?
Can you limit the length of time future or forward bookings are allowed?
GDPR, data retention, privacy, limiting visibility and access
Can I look at all my meetings and sort them by MEETING TITLE or another field rather than just date?
How do I set up room signage?
Outlook add-in information – everything you need to know
Is there a location manager's guide?
Can I reassign bookings to someone else in bulk?
What are basket bookings?
Can I integrate Matrix Booking with Microsoft Teams?
Can Matrix Booking use Microsoft Entra ID groups for restricting access to a resource?
How to set approvers for a room?
The different Help options, help text, and e-learning modules
Emergency 24x7 incident contact details
What priority should my issue / ticket be?
Receive regular updates or emails on new releases
Add or Update Matrix floorplan
Security and authentication information
Can there be multiple unapproved bookings for one room at the same time?
Is it possible to send room booking reminders for future bookings?
How do I add an alert to a room or desk?
Some of my staff cannot see a room?
My room signage tablet is displaying the wrong room?
Can a user be registered to more than one organisation?
What is Matrix Booking's Password Policy?
How do I change the view time in the Calendar view?
Matrix Booking's Outlook app add-in is causing Outlook to start slowly or crash
What is the difference between a repeat booking and a multi-day booking, and which should I use?
When making a booking, is it possible to override a room’s capacity?
Is there a simple user guide or introduction for new users?
Why does the room signage ask me to log in to start meetings?
I've forgotten my password
How do I add my company logo to the website and emails?
Release notes, news, and updates
Is there an Administrator's Guide to help me?
SSO users getting an error message
Can I tailor or personalise the emails you send out?
Not receiving declaration notifications or emails
Providing us with your SSO or Microsoft Entra ID details
How to set up our Floor Plan app
The time is incorrect on my tablet or kiosk
Room signage – upgrade checker Android 8 or 9
Moving rooms and floors around
Common Microsoft 365 integration errors and issues
Room signage, kiosks, and devices dropping to "need PIN" page or lock screen
What are the latest versions of Matrix Booking products and software?
User account keeps being disabled
What time zones can I use in Matrix Booking?
Is there an API I can use to access data?
Importing Forward Bookings – error messages
Can I import forward bookings?
Importing staff or users
Is Matrix Booking impacted by this vulnerability / threat?
Using SSO to bypass the login page
Desk clustering on or off?
Take signage devices out of or exit kiosk mode
What push notifications does the Matrix Booking App send?
Enter and exit Guided Access mode (iOS only)
How can I archive a resource or location?
Room signage device / screen shows a blue page only
Email alerts – device is no longer compliant / is compliant
Products moving to end of support (EOS)
Declaration error message troubleshooting
Unable to see Matrix Sense reports even though I've logged into Matrix Booking Insight
No data returned in Matrix Booking Insight report
Inaccurate Matrix Sense data in Matrix Booking Insight
How to get combi-room availability in my Microsoft 365 calendar
How to get a Signage device to show a room's updated name
Is there a guide to getting support and SLAs?
Unable to book a room that is managed by Microsoft 365
How can I get more of my staff access to Matrix Booking Insight?
Turn off Android Debug Bridge (ADB) on ProDVX devices
What is support chat or live chat?
If we enable support chat / live chat, will we still have access to the support portal?
How do we enable / disable support chat / live chat?
Matrix Booking cost codes
Setting up email alerts when a room is booked or requires approval
Why aren’t my Matrix Booking meetings syncing with Outlook, but my attendees’s calendars are?
Book on behalf of someone else using Matrix Booking's Microsoft 365 integrations and add-in
What versions of Outlook are supported with Matrix Booking's Microsoft 365 integration?
How do I book on behalf of someone else as a standard user?
What do the different terms mean in the Resource Utilisation report?
What emails will I get when my room is auto-cancelled?
Advanced booking group rules error messages
Frictionless check-in: error messages, caveats, and limitations
My organisation has SSO set up and I can't invite users
Deactivate users and manage your directory
Our Outlook add-in and the new version of Microsoft Outlook application
Matrix Booking's Outlook add-in troubleshooting
The Support Chat isn't working. What do I do?
Why can't I get the data for all my resources?
Why can't I edit repeat bookings in Matrix Booking?
Why aren't bookings being auto-cancelled?
Why does my booking get cancelled after I get a booking confirmation notification?
Why won't my login details appear automatically on my device?
Do my future bookings sync between Matrix Booking and Microsoft 365 or Outlook automatically?
Why can't I make a booking in Matrix Booking with the Microsoft 365 integration?
Matrix Booking Microsoft 365 integrations – caveats and limitations
Welcome app troubleshooting
Why has my SSO stopped working?
Update your SSO certificate
Why isn't my SSO working?
Why has my Microsoft Entra ID integration stopped working?
How to update your client secret value
Reminder to start your booking
Signage app troubleshooting
What's Matrix Booking's Fair Usage Policy?
Why are my bookings being cancelled by "service365" user?
How can I stop my resources from being booked?
What's an advance booking window?
Do I need to do anything for the new Matrix Booking?
Is there a simple list of what has changed and where things are moved to?
What isn't supported in the redesigned Matrix Booking?
Will anything change between 31 October and 12 December?
What's going to happen to Matrix Booking on 12 December?
How can I get back to the previous version of Matrix Booking?
How can I get access to the redesigned Matrix Booking for someone in my team who isn't an administrator?
Where have all my reports gone?
Where's the Visitor's List report?
Invite users when using the current and new versions of Matrix Booking
Webinar Q&A – Introducing the New Matrix Booking

Main

Administrator guide

Administrator guide – Log in
Administrator guide – Access profiles and user accounts
Administrator guide – User account management
Administrator guide – Location administrators
Administrator guide – Location managers
Administrator guide – Receptionists
Administrator guide – Booking categories
Administrator guide – Facilities
Administrator guide – Booking options
Administrator guide – Logos and branding
Administrator guide – Help text and e-learning modules
Administrator guide – Banners
Administrator guide – Declaration templates
Administrator guide – Locations and resources

Administrator guide – Location and resource settings

Administrator guide – Location settings: General tab
Administrator guide – Locations settings: Media tab
Administrator guide – Locations settings: Roles tab
Administrator guide – Locations settings: Availability tab

Administrator guide – Location and resource settings: Settings tab

Administrator guide – Settings tab: Time zones
Administrator guide – Settings tab: Availability type
Administrator guide – Settings tab: Advanced booking rules
Administrator guide – Settings tab: Approvals
Administrator guide – Settings tab: Attendee count
Administrator guide – Settings tab: Buffer times
Administrator guide – Settings tab: Check-ins
Administrator guide – Settings tab: Cost codes
Administrator guide – Settings tab: Email notifications
Administrator guide – Settings tab: Signage
Administrator guide – Settings tab: Texts
Administrator guide – Settings tab: Visitors

Administrator guide – Location and resource settings: Options tab
Administrator guide – Locations and resource settings: frictionless check-in

Administrator guide – Global settings
Administrator guide – Resource scheduling
Administrator guide – Resource sharing
Administrator guide – Reception sharing
Administrator guide – Groups
Administrator guide – Contact and directory management
Administrator guide – Event management

Administrator guide – Bookings screen

Administrator guide – Bookings screen: My bookings tab
Administrator guide – Bookings screen: All bookings tab
Administrator guide – Bookings screen: Awaiting approvals tab
Administrator guide – Bookings screen: Cancelled tab
Administrator guide – Bookings screen: Orphaned tab
Administrator guide – Bookings screen: Work requests tab

Administrator guide – Matrix Booking Insight

Administrator guide – Daily printed agendas report

Administrator guide – Visitor management
Administrator guide – Floor plan setup

Product and service fact sheets

Administration as a Service (AaaS)
Email domain migration service
Floor plan redraw service
Forward booking data migration service
Hardware as a Service (HaaS)
Matrix Booking's frictionless check-in
Training service

Guides and overviews

Configuration and setup guides

Arrivals application – configuration and setup guide
Floor Plan application – configuration and setup guide
Signage application – configuration and setup guide
Welcome application – configuration and setup guide

Overviews

Find someone overview
Hardware options overview
Introduction to support

List of Matrix Booking system's sub-processors

List of Matrix Booking system's sub-processors v6
List of Matrix Booking system's sub-processors v5
List of Matrix Booking system's sub-processors v4
List of Matrix Booking system's sub-processors v3
List of Matrix Booking system's sub-processors v2
List of Matrix Booking system's sub-processors v1

Matrix Booking's Microsoft 365 integration overview
Matrix Booking's Microsoft integrations and add-ins overview
Matrix Booking's Microsoft Teams integration overview
Matrix Booking's SCIM integration overview
Matrix Booking's SSO and Microsoft Entra ID integration overview
Matrix Booking Sense 2.0 overview
New Matrix Booking web application
Security overview

Using our products

Archive resources or locations
Check if a user account’s password has been changed
Find your organisation's Signage user account details
Get a full report from our web app
Move a user to another organisation
Reconfigure your Signage device to point to a different resource
Remove a booking option
Reorder your Locations and Resources hierarchy for your New Booking screen
Unlock a user account
View a location’s or resource’s details
View and edit past bookings

Technical guides

Matrix Booking's Microsoft 365 add-in installation guide
Matrix Booking's Microsoft 365 integration setup guide
Matrix Booking's Microsoft Teams integration setup guide
Matrix Booking's SSO and Microsoft Entra ID integrations setup guide
Migrating from Microsoft Entra ID synchronisation to SCIM
Matrix Booking's Outlook add-in setup guide
Matrix Booking's SCIM integration setup guide

User guides

Frictionless check-in – user guide
Matrix Booking's Outlook add-in user guide
Welcome application – user guide

Product and service emails to customers

Product update – November 2025
Product update – October 2025
Product update – August 2025
Product update – May 2025
Product update – February 2025
Product update – December 2024
Product update – September 2024
Product update – August 2024
Product update – June 2024
Product update – April 2024
Product update – February 2024
Product update – January 2024
Product update – September 2023
Product update – June 2023
Product update – May 2023
Product update – March 2023
Product update – February 2023
Product update – December 2022
Product update – November 2022
Product update – October 2022
Product update – August 2022
Product update – June 2022
Product update – May 2022
Product update – April 2022
Product update – March 2022
Product update – January 2022 – Web app release
Product update – December 2021 – Web app release
Product update – October 2021 – Web app release
Product update – June 2021
Product update – May 2021 – Web app release
Product update – December 2020 – Web app release 66 – The Christmas one
Product update – November 2020 –Web app release 65
Product update – September 2020 – Web app release 64
Product update – August 2020 – Web app release 63
Product update – July 2020 – Web app release 62
Product update – June 2020 – Web app release 61
Product update – May 2020 – Supporting the return to the office
Product update – April 2020 – Web app release 60
Product update – April 2020 – Web app release 60 (advanced notice)
Product update – March 2020 – COVID-19 status update
Product update – March 2020 – Web app release 59
Product update – January 2020 – Web app release 58
Product update – December 2019 – Web app release 57
Product update – October 2019 – Web app release 56

Additional support and information

Matrix Booking accessibility

Matrix Booking Onboarding Hub

What we need to build your organisation or new location
Matrix Booking's implementation approach
Associated Hardware
Integrations
Logos
User acceptance testing (UAT)
Administrator training
Frequently asked questions
Support
Handover to live operations

Support level agreements
Tell us what you think
What makes Matrix Booking unique?
Matrix Booking Fair Usage Policy

Troubleshooting articles

Cable requirements for signage, kiosks, tablets, and devices
How can I add a document to my Matrix Booking Building homepage?
How do I change the time on the signage devices?
I can't see all my bookings when I click on My Bookings?
How do I add a new building to my setup?
How do I change an email address?
Can you limit the length of time future or forward bookings are allowed?
GDPR, data retention, privacy, limiting visibility and access
Can I look at all my meetings and sort them by MEETING TITLE or another field rather than just date?
How do I set up room signage?
Outlook add-in information – everything you need to know
Is there a location manager's guide?
Can I reassign bookings to someone else in bulk?
What are basket bookings?
Can I integrate Matrix Booking with Microsoft Teams?
Can Matrix Booking use Microsoft Entra ID groups for restricting access to a resource?
How to set approvers for a room?
The different Help options, help text, and e-learning modules
Emergency 24x7 incident contact details
What priority should my issue / ticket be?
Receive regular updates or emails on new releases
Add or Update Matrix floorplan
Security and authentication information
Can there be multiple unapproved bookings for one room at the same time?
Is it possible to send room booking reminders for future bookings?
How do I add an alert to a room or desk?
Some of my staff cannot see a room?
My room signage tablet is displaying the wrong room?
Can a user be registered to more than one organisation?
What is Matrix Booking's Password Policy?
How do I change the view time in the Calendar view?
Matrix Booking's Outlook app add-in is causing Outlook to start slowly or crash
What is the difference between a repeat booking and a multi-day booking, and which should I use?
When making a booking, is it possible to override a room’s capacity?
Is there a simple user guide or introduction for new users?
Why does the room signage ask me to log in to start meetings?
I've forgotten my password
How do I add my company logo to the website and emails?
Release notes, news, and updates
Is there an Administrator's Guide to help me?
SSO users getting an error message
Can I tailor or personalise the emails you send out?
Not receiving declaration notifications or emails
Providing us with your SSO or Microsoft Entra ID details
How to set up our Floor Plan app
The time is incorrect on my tablet or kiosk
Room signage – upgrade checker Android 8 or 9
Moving rooms and floors around
Common Microsoft 365 integration errors and issues
Room signage, kiosks, and devices dropping to "need PIN" page or lock screen
What are the latest versions of Matrix Booking products and software?
User account keeps being disabled
What time zones can I use in Matrix Booking?
Is there an API I can use to access data?
Importing Forward Bookings – error messages
Can I import forward bookings?
Importing staff or users
Is Matrix Booking impacted by this vulnerability / threat?
Using SSO to bypass the login page
Desk clustering on or off?
Take signage devices out of or exit kiosk mode
What push notifications does the Matrix Booking App send?
Enter and exit Guided Access mode (iOS only)
How can I archive a resource or location?
Room signage device / screen shows a blue page only
Email alerts – device is no longer compliant / is compliant
Products moving to end of support (EOS)
Declaration error message troubleshooting
Unable to see Matrix Sense reports even though I've logged into Matrix Booking Insight
No data returned in Matrix Booking Insight report
Inaccurate Matrix Sense data in Matrix Booking Insight
How to get combi-room availability in my Microsoft 365 calendar
How to get a Signage device to show a room's updated name
Is there a guide to getting support and SLAs?
Unable to book a room that is managed by Microsoft 365
How can I get more of my staff access to Matrix Booking Insight?
Turn off Android Debug Bridge (ADB) on ProDVX devices
What is support chat or live chat?
If we enable support chat / live chat, will we still have access to the support portal?
How do we enable / disable support chat / live chat?
Matrix Booking cost codes
Setting up email alerts when a room is booked or requires approval
Why aren’t my Matrix Booking meetings syncing with Outlook, but my attendees’s calendars are?
Book on behalf of someone else using Matrix Booking's Microsoft 365 integrations and add-in
What versions of Outlook are supported with Matrix Booking's Microsoft 365 integration?
How do I book on behalf of someone else as a standard user?
What do the different terms mean in the Resource Utilisation report?
What emails will I get when my room is auto-cancelled?
Advanced booking group rules error messages
Frictionless check-in: error messages, caveats, and limitations
My organisation has SSO set up and I can't invite users
Deactivate users and manage your directory
Our Outlook add-in and the new version of Microsoft Outlook application
Matrix Booking's Outlook add-in troubleshooting
The Support Chat isn't working. What do I do?
Why can't I get the data for all my resources?
Why can't I edit repeat bookings in Matrix Booking?
Why aren't bookings being auto-cancelled?
Why does my booking get cancelled after I get a booking confirmation notification?
Why won't my login details appear automatically on my device?
Do my future bookings sync between Matrix Booking and Microsoft 365 or Outlook automatically?
Why can't I make a booking in Matrix Booking with the Microsoft 365 integration?
Matrix Booking Microsoft 365 integrations – caveats and limitations
Welcome app troubleshooting
Why has my SSO stopped working?
Update your SSO certificate
Why isn't my SSO working?
Why has my Microsoft Entra ID integration stopped working?
How to update your client secret value
Reminder to start your booking
Signage app troubleshooting
What's Matrix Booking's Fair Usage Policy?
Why are my bookings being cancelled by "service365" user?
How can I stop my resources from being booked?
What's an advance booking window?
Do I need to do anything for the new Matrix Booking?
Is there a simple list of what has changed and where things are moved to?
What isn't supported in the redesigned Matrix Booking?
Will anything change between 31 October and 12 December?
What's going to happen to Matrix Booking on 12 December?
How can I get back to the previous version of Matrix Booking?
How can I get access to the redesigned Matrix Booking for someone in my team who isn't an administrator?
Where have all my reports gone?
Where's the Visitor's List report?
Invite users when using the current and new versions of Matrix Booking
Webinar Q&A – Introducing the New Matrix Booking

Guides and overviews

You’ll find all the guidance and information you need to use our products:

Configuration and setup guides
Overviews
Using our products
Technical guides
User guides

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