EN/Add Reservation

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This manual describes how to book a meeting room in the Rhyzi platform (formerly Ident2be) and how to arrange access for all attendees in a single action. It explains how to create a reservation for yourself or on behalf of a colleague, how to invite attendees by email, and how the platform links that invitation to access badges, QR codes, and parking recognition.

Introduction

A reservation in the Meeting module is more than a time slot in a calendar. In one go, Rhyzi arranges:

• the reservation of the selected meeting room for the chosen date and time;
• an email invitation to every attendee, optionally with a QR code that grants access to the building and/or the parking lot;
• the automatic creation of visitors for attendees who are not yet known as members;
• the linking of temporary access to the existing identification means of attendees who are already registered as members.

Members versus visitors

Every email address you add as an attendee is recognised by Rhyzi:

• If the email address is unknown, the person is created as a visitor and receives an invitation email, optionally including a QR code.
• If the email address belongs to an existing member, no new visitor is created — the temporary access for the meeting is linked to the identification means the member already has (RFID badge, licence plate, mobile key, and so on).

Validity of the access

Access for every attendee is time-bound. Rhyzi opens access:

• shortly before the reservation slot (so attendees can walk in on time);
• during the reservation slot;
• shortly after the reservation slot (for wrap-up).

Outside this window, the QR code and the temporary link to the member's identification stop working.

Prerequisites

Before you start, make sure you have:

• A Rhyzi account with the right to book a meeting room;
• The date and time slot for the meeting;
• The host email address — usually your own, but it can be a colleague;
• The email addresses of the attendees who need to receive an invitation;
• The total number of attendees (including those without an email address).

Field	Example
Host	info@rhyzi.com
Date	17-04-2026
Start time / end time	15:00 – 17:00
Total attendees	6
Email addresses	tim@rhyzi.com, lex@rhyzi.com, tineke@rhyzi.com, lodewijk@ident2be.com

Tip: you do not have to attend the meeting yourself in order to book it. The host can be a colleague; you only enter the attendees who will actually be there.

Step-by-step: booking a meeting room

Step 1 – Open Reservations

Reservations overview with the green Add Booking button in the top right.

1. Log in to the Rhyzi platform.
2. In the left-hand menu, click Reservations.
3. In the top right, click the green Add Booking button.

You see the overview of existing reservations — new reservations are added via the button in the top right.

Step 2 – Choose a meeting room

Overview of available meeting rooms.

After clicking Add Booking, the Rooms overview appears. For each room you see:

• a photo;
• the name and location (for example Innovation Hub | MR Seaport);
• the available time window for today;
• the maximum capacity (number of people).

Using the filters

Two filters in the top right help you find a suitable room faster:

• Capacity — enter the minimum number of attendees; rooms that are too small disappear from the overview.
• Sites — choose a specific site or leave All Sites on to show every location.

With Capacity = 30, only rooms with enough capacity remain.

Click Make a reservation on the room you want.

Step 3 – Fill in host, date, and time

Reservation form with Host Info, Date and Time, and Attendee Emails.

The reservation form opens with the selected room at the top and a timeline of the day on the right.

Host Info

• Host Email — pre-filled with your own email address. Enter a colleague's address to book on their behalf; the reservation will then be registered in that colleague's name.
• Company — automatically recognised based on the host.

Date and time

Pick a start time from the dropdown.

1. Choose the Date.
2. Select a Start Time from the dropdown.
3. Select an End Time.

The time window is bound to the opening hours of the room. Slots that are already booked appear in grey and cannot be selected.

Step 4 – Add attendees

Multiple attendees added as chips.

Under Attendee Emails there are two fields:

Field	Meaning
Total attendees	The total number of attendees, including people without an email address. This number may not exceed the capacity of the room.
Attendee Emails	The email addresses of attendees who should receive an invitation. Type an address and press Enter or Space — the address is added as a chip. Click the × to remove an address.

Booking without attending yourself

You do not have to attend the meeting yourself. Only enter the attendees who will actually be present, and remove your own address from the list if it does not apply. The reservation remains registered in the host's name.

What happens with the email addresses?

Situation	What happens
Address unknown	A visitor is created. The person receives an invitation email.
Address belongs to a member	No visitor is created. Temporary access is linked to the member's existing identification means (RFID badge, licence plate, mobile key).
QR code in email	Optionally, the invitation email can contain a QR code. This QR code grants access to the agreed-upon parts of the building and, if configured, to the parking lot.

Step 5 – Confirm

Confirmation dialog with host, attendees, date, time, and price.

1. In the top right, click Make a reservation.
2. A confirmation dialog appears with the summary: host, list of attendees, date, time, and (if applicable) the cost.
3. Check the details.
4. Click Confirm to finalise the reservation. Click Cancel to return and change something.

Once confirmed, invitations are sent and access is provisioned for every attendee.

After the reservation

Home dashboard with the new reservation and every attendee listed as a visitor.

After confirmation, the reservation appears in:

• Reservations for today on the Home dashboard and in the Reservations overview;
• Visits for today — every attendee is shown here as a visitor. As soon as an attendee checks in, the status changes to Aangemeld (Checked in).

Access to the parking lot

If the QR code also grants parking rights, the attendee uses the same QR code at the barrier or in the parking app. Your administrator decides whether this option is available for the booked room or the selected attendee.

For members with a known licence plate, the barrier can open automatically via licence plate recognition (ANPR), without the QR code having to be scanned.

Checking and editing

Want to change something after saving the reservation?

1. Go to Reservations in the left-hand menu.
2. Find the reservation in the overview (filter on Today or use the search bar).
3. Click the reservation to open the details.
4. Adjust the details and save.

Attendees receive an updated invitation whenever the reservation changes.

Frequently asked questions

Can I book a meeting I do not attend myself?

Yes. Enter the colleague's email address in Host Email and add only the attendees who will actually be there. You do not need to add yourself.

Do members receive the same invitation email as visitors?

Members receive an invitation email, but no new visitor is created. The temporary access for the meeting is automatically linked to the identification means the member already has. The member can therefore walk in using their own badge, licence plate, or mobile key.

When is a visitor's QR code valid?

The QR code only works shortly before, during, and shortly after the reserved slot. Outside this window, the QR code no longer grants access.

Does the QR code also work for the parking lot?

Only if your administrator has enabled parking access for the reservation. If so, the attendee uses the same QR code at the barrier. For members with licence plate recognition, the barrier opens automatically.

What if an attendee has no email address?

Only adjust the Total attendees field. These attendees accompany another visitor or the host but do not get their own QR code.

Can I cancel a reservation?

Yes. Open the reservation via Reservations and choose Cancel. Attendees receive a cancellation message and access is revoked immediately.

Summary

With the steps above you can book a meeting room in minutes while arranging access for every attendee at the same time. Rhyzi automatically distinguishes between members (linked to existing identification means) and visitors (newly created, optionally with a QR code), and access is restricted to shortly before, during, and shortly after the reservation slot. A single reservation is therefore enough to arrange both the room and the access — including any parking rights.