Meeting Room Agent – Smart AI Room Optimization

Last updated: November 6, 2025

The Meeting Room Agent helps you optimize meeting spaces using AI.
It analyzes how rooms are booked to suggest smarter allocation, avoid double bookings, and balance room use – without ever making changes automatically.

⚙ Integration & Opt-out

Works with Microsoft 365 and Google Calendar via your Pult integration.
You can disable the AI Agent anytime in the settings – processing stops immediately.

🔍 How It Works

Every 3 hours, the AI reviews your meeting rooms and suggests improvements such as:

  • Right-sizing rooms – Move small meetings out of large conference rooms

  • Preventing conflicts – Add buffer time between back-to-back meetings

  • Load balancing – Distribute meetings to underused spaces

  • Location awareness – Suggest rooms in the same building only

🔔 Administrators will receive a notification as soon as the AI Agent has found a new recommendation for meeting optimization. Admins can regularly review and approve optimization suggestions.

The toggle in the top right corner lets you enable or disable the AI Agent. The “Run Agent” button triggers the AI Agent immediately, forcing a new scan of all meeting rooms.
This process usually takes a few minutes.

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You can choose to view all suggestions, or filter by accepted, declined, or pending ones:

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Each recommendation includes its impact, the AI’s reasoning, and what improvement it aims to achieve. From there, you can simply accept or decline the suggestion:

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✅ All set! Your meeting rooms have been adjusted based on your preferences and optimized for maximum efficiency.

💬 The AI Agent can also notify you directly in Google Chat, Slack, or Microsoft Teams whenever new meeting room suggestions become available:

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🔒 Privacy & Security

Key Principles:
✅ No data storage by OpenAI (real-time only)
✅ Metadata only – no meeting titles, notes, or attachments
✅ Strict organization isolation
✅ TLS 1.3 and AES-256 encryption
✅ You stay in control – all suggestions require approval

Data processed:

  • Room name, capacity, building, location, resource email

  • Meeting times, attendee counts, organizer and attendee emails

  • Simplified IDs only (e.g., meeting-1)

Never processed:
❌ Meeting descriptions, attachments, chats, recordings, or personal calendar data

🔐 Security Measures

  1. Zero Data Retention – No storage after processing

  2. Data Minimization – Only essential metadata used

  3. Access Control – Admins only

  4. Enterprise Encryption – TLS 1.3 in transit, AES-256 at rest

Third Parties:

  • OpenAI (US) – Real-time AI analysis, SOC 2 Type II & GDPR compliant

  • Pult – GDPR & ISO 27001 certified

❓FAQ

Does OpenAI train on our data?
No – OpenAI’s Zero Data Retention policy ensures your data is never used for training.

Is it GDPR compliant?
Yes – with data minimization, encryption, and audit logging.

What happens if we disable the AI feature?
All processing stops immediately. Previous recommendations remain visible.

🤝Need help? Contact our support team: support@pult.com