Blocking meeting rooms for cleaning or preparation without extra services

[Hiru Pras]

Hi All,

Is there easy way to block meeting room before and after meeting start/end even if extra services have not been requested?

The requirement is to block certain meetings rooms for 30 mins before and after a booking so that clean up or preparation work can happen. But this should happen even if requestor has not added any extra services.

Any advise or suggestion to achieve this requirement?

Would it be good idea to create location blocks? Or additional reservations? It's difficult to figure of if extra services have been requested or not because it's created after reservation records have been created.

Thanks!

[Arvid · Accepted solution]

Hi Hiru Prap,

If you want to add this customization, I would advise creating additional reservations (this is similar to what blocker reservations for services are using). To achieve this, you can create a BR or flow that runs after a reservation is created. This process creates the required reservations to block the space and to perform the cleaning activities.

Some notes:

- When searching for availability, the system does not take the additional reservations into account. You probably need to add this check

- When using calendar sync, validate the status and type of the reservations to ensure you will not create duplicate reservations

Kind regards,

Arvid

[Hiru Pras]

Hi Arvid,

Thanks for the very helpful suggestions. The first point from your note solved all the issues.

I have modified the existing function to account for the additional buffer (in start/end time) when searching for meeting rooms. This reduces the complexity of the solution because I don't have to create additional reservations and there won't be any impact on the calendar sync.

There will always be a gap of 30 mins before and after a reservation this way which was the original requirement.

[shuklasagar]

what is the function name which is to be modified?

[yltsai]

I am searching the OOB code for the Block Reservations. Because the business stakeholders wanted to increase the time. Please tell me where and how to adjust the Block Reservations time for extra services.