Room booking
Updated at August 19th, 2026
Table of Contents
Important Note: The system does not send a virtual invite link to a room when booking it for a virtual interview.
Room booking allows you to assign an interview to a room at a designated location, whether for an in-person interview or to reserve a quiet room for a virtual call.
Configuration
Contact a Company/Account Admin with full access to Client Setup or your CS Representative to enable this feature. When enabled, rooms can be stored under each location along with the room's capacity. If there is a calendar associated with a room that helps to track the available times, that room's email can be stored in Location Management as well.
Book a room
When manually scheduling an in-person interview, a Room selector will be presented and will not be enabled unless a location with a room configured has been selected. Your AI Assistant is able to schedule a specific room or any room; if Any available room is selected, your AI Assistant will check all available rooms and schedule an open room for the interview.
Important Notes:
- When attempting to schedule an interview as a private event and including a room, the invitation for the room's calendar will appear the same as the user receives, making it private.
- If you select Any available room and the total number of attendees and candidates exceeds the room capacity, your AI Assistant will not allow the recruiter to book a room.
Role-specific assigned rooms
Rooms can be automatically scheduled by your AI Assistant within a role-specific Journey.
Interviews for specific roles may be scheduled to rooms automatically. For a location that has multiple rooms, any available room will be scheduled. To change single rooms that have been configured in a job's Journey, the user must go back into the job and reconfigure the scheduling settings for the Scheduling stage.
- Note: Similar to other functionality, Journey Targeting enables a user to configure room booking for interviews as well.
Room calendar
Room booking is currently only available if your team utilizes the O365 global permission authentication pattern or On-Premise Exchange global permission. In this case, you will be generating calendar events from a service account within their domain (ex., ollie@lunchbag.com).
Without global permission, Paradox will not have the ability to read the free/busy time of the associated room resources. Without a service account, a room resource assigned to the client's tenant in Outlook (rooma@lunchbag.com) will not be able to automatically accept a calendar invite.
The room booking selection should still function if you are not onboarded with an O365 integration; however, it will not be sent to a specific room calendar in your standard calendaring system.
Email logic
When an assistant calendar is an Outlook or Google calendar, the system will use the assistant's email address to schedule events with room resources. However, if no assistant calendar is configured, Paradox uses the default email address olivia@paradox.ai for booking rooms and creating attendees' calendar events. A calendar invite sent from a Paradox domain (example: olivia@paradox.ai) will not be automatically accepted by the room resource.
In addition to this, when connecting new Service Accounts, we automatically also connect your Service Accounts to your assistant calendars. Because of this, you will need to configure Custom Email Alerts. Contact your CS Representative to assist you with configuring these alerts.
Hide booking details
You can also remove room booking details from all candidate communications. The room booking information will not be displayed in the candidate’s calendar event or any email communication. This can be enabled by a Company/Account Admin with full access to Client Setup or your CS Representative.