Auto-cancelled calendar reservations are not able to be booked in Outlook

[Ali Jubran1]

If a room or space is auto-canceled since someone doesn't check-in, the room is not able to be booked again before the auto-cancelled meetings end time in Outlook. In other words, a cancelled meeting does not clear off the outlook calendar even though the room is synchronized. 

[Arvid · Accepted solution]

Hi Ali,

Cancelling reservation reservations when there is no check in, is controlled by the following settings;

• On the reservable module, the "Cancel reservations exceeding check-in time"-setting must be checked
• The system property "time_when_reservation_cancelled_without_check_in" holds the number of minutes after when the reservation is cancellled.

Based on this, a job runs to create an event to free up the space (room/resource in Outlook). But leaving the reservation in the employees calendar (we never touch the employees calendar in that case).

Regards,

Arvid

[Ali Jubran1]

Thanks Arvid. To confirm, WSD distinguishes between me cancelling my own reservation and the system auto-cancelling it? If I do it, the Outlook calendar event is deleted but if the system auto-cancelles it, the calendar event will stay intact in Outlook. 

[Arvid]

Hi Ali,

Yes. In case the system auto-cancels a reservation, it leaves the item in the employees calendar. But we cancel the item in the resource (room) calendar.

The same mechanism is applicable when the employee checks-out a reservation. In this case, we update the item in the resource (room) calendar. (Note: The end time is updated only if the check out time is before the planned end time of the reservation.)

Regards,

Arvid