---
title: Meeting Rooms & Meeting Room Pools
slug: meeting-rooms-and-meeting-room-pools
docTags: I_TAExA6G_k2XaUM1SxVj,tr6-8-5pbSS6xMA-2qzNc
createdAt: 2025-07-10T11:56:44.877Z
---

Just like with interviewers, you can sync over and create a pool of meeting rooms. You can assign a pool of meeting rooms to an interview activity so one room is assigned from a selection when an interview is scheduled.

This is a helpful tool if you have multiple rooms that are suitable for interviewing in and you don’t want to assign just one room to interviews.

## Setting up and syncing meeting rooms from Google Workspace

Meeting Rooms that have been set up as resources within the Google Admin console will sync over to Ashby and can be assigned to interviews, schedule interview activities and meeting room pools.

To add a meeting room as a resource in Google Workspace:

- Sign into the Google Admin console (you must have an administrator account)
- Navigate to Menu > Directory > Buildings & Resources > Overview
- In Resource Management, click `Open`*.* Click the yellow `+` button to add a new resource
- Enter the resource information, then click `Add Resources`

:::hint{type="info"}
For other options, including uploading resources in bulk, check out Google’s documentation [here](https://support.google.com/a/answer/1033925?hl=en#zippy=).
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## Setting up and syncing meeting rooms from Microsoft 365

You can set up room and equipment mailboxes in Microsoft 365 - these will then sync over to Ashby to be used as part of scheduling. More on setting up these mailboxes can be found in Microsoft’s documentation [here](https://learn.microsoft.com/en-us/microsoft-365/admin/manage/room-and-equipment-mailboxes?view=o365-worldwide#set-up-room-and-equipment-mailboxes).

## Creating a meeting room pool

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To create a meeting room pool, navigate to Admin > Interviews & Scheduling > [Meeting Room Pools](https://app.ashbyhq.com/admin/interview/meeting-room-tags). Click `+ New` to create a new pool. You’ll be prompted to add in a name for your pool.

Once your pool has been created, click on it within the list and then click `+ Add Meeting Room` to add the a meeting room to your pool.

Select a meeting room, then click `Submit` to add it to the pool. Repeat this until you have all of the appropriate rooms added to your pool.

To remove a room from your pool, click `Actions` beside the room on your list, then `Remove from Pool`.
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## Assigning a meeting room pool to a schedule interview activity.

:::hint{type="info"}
For more on setting up schedule interview activities, please check out [Setting up Schedule Interview Activities](docId:0Z5jM_EQkvZQ_Oqc03Rer) 
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To add your meeting room pool to your schedule interview activity, head into the Interview Plan on your job and click on the schedule interview activity in question to amend it.

On the Schedule tab, scroll to the* Room *section and click `Set default room`*.* This will set the default room/rooms used for this particular activity.

From here, use the first drop-down menu to select `Meeting Rooms from Pool`, then select your chosen pool using the second drop-down menu.

Now when scheduling this particular interview, a room will be selected from our pool, rather than a specific room being used every time.
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## FAQ

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### Where are meeting rooms pulled from?

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Meeting Rooms are synced over via your Google Workspace or Microsoft 365 integration. Please note that it can take up to 4 hours for rooms to sync over depending on how many meetings room are being synced.

Any meeting rooms listed under All Rooms and Resources when you click Add Rooms for an event on your Google Calendar should show as room options in Ashby.

In Microsoft 365, meeting rooms can be seen on the Rooms & Equipment page within the Microsoft 365 admin center.


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### Can I pick a room from a meeting room pool when manually scheduling interviews?

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You can, yes. When using the calendar interface to select the interview type, interviewers and date and time of the interview, click the `Add Room By Pool` option. You can then select the pool you’d like to choose rooms from.

Once you’ve selected your chosen pool (or pools) via the drop-down menu, click `Choose Meeting Room` to see the rooms in your selected pool/pools.

Review the meeting rooms available within your pool, then click Select Meeting Room to confirm the meeting room you’d like to add to your interview.
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### Can I schedule multiple meeting rooms for a single interview event?

This isn’t currently possible. Only one meeting room can be assigned when scheduling the interview.
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