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Teams meeting to group calendar showing up in Teams of all members of group, even if not invited
Hello all,
I've been searching online and have not been able to find a solution to my scenario.
We're attempting to use a group calendar to manage room resources to where users will add the group calendar as an attendee of a meeting to mark it on the group calendar, schedule a room as a resource, then add any attendees they want to specifically invite to the meeting. The meetings are scheduled through Outlook.
The reasoning for using a single calendar to manage the room resources is because we're trying to make it easier for users to see if a room is already booked without having to specifically add and open a room calendar (so they don't have multiple calendar entries to manage in Outlook), and prevent double booking of rooms (e.g. when users type in the wrong room name, and think they've successfully booked that room).
I have it set to where members of the group will not receive the meeting invite unless they're specifically named in the invite as a required or optional attendee, and this functionality seems to work with no issue.
However, a problem happens when the meeting is converted into a Teams meeting; everyone (since they're part of the group calendar) receives a notice to join the Teams meeting when the meeting starts, even though the meeting doesn't show up on their calendar.
Does anyone know of a Teams setting (or setting on the group) that will prevent the "Join Teams Meeting" banner from popping up when Teams meetings a user isn't specifically invited to are started?
Thanks,
- Well you're effectively inviting the group to the meeting, so that's the expected behavior. Even though individual users aren't "subscribed" to group events, the system still keeps a track of who's invited. I'm not aware of any way to prevent the prompt on a per-meeting basis. You can toggle it globally, but that will affect other meetings too.
Have you tried using Room Lists instead? They allow you to "aggregate" availability info across multiple room mailboxes, so users are presented only with free slots when trying to book a meeting within Outlook. Read here to learn more: https://docs.microsoft.com/en-us/exchange/recipients/room-mailboxes?view=exchserver-2019#create-a-room-list
- Well you're effectively inviting the group to the meeting, so that's the expected behavior. Even though individual users aren't "subscribed" to group events, the system still keeps a track of who's invited. I'm not aware of any way to prevent the prompt on a per-meeting basis. You can toggle it globally, but that will affect other meetings too.
Have you tried using Room Lists instead? They allow you to "aggregate" availability info across multiple room mailboxes, so users are presented only with free slots when trying to book a meeting within Outlook. Read here to learn more: https://docs.microsoft.com/en-us/exchange/recipients/room-mailboxes?view=exchserver-2019#create-a-room-listThanks for the input Vasil. However, one of the main purposes of attempting to utilize a group calendar (having a single calendar to view room bookings) doesn't seem possible with a room list.
I added the conference rooms to a room list. But when attempting to add the room list calendar to the Outlook calendar view, it adds all the room calendars separately.
Thanks,
JHPRRamsey The room list will allow your users to select a list then it will automatically show available rooms only, no need to look at a calendar.
