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

Ali Jubran1
Tera Contributor

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. 

1 ACCEPTED SOLUTION

Arvid
ServiceNow Employee
ServiceNow Employee

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

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3 REPLIES 3

Arvid
ServiceNow Employee
ServiceNow Employee

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

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
ServiceNow Employee
ServiceNow Employee

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