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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 g...
- 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
Thanks 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.
- Hi Steven,
There are still reasons a calendar will still need to be available.
For example, if someone wants to know who booked a room and asks admin staff, the admin team will need to be able to look at a calendar to see who booked a room. Or if a senior member of the team wants to go directly to the person who booked a room, to supersede that booking for their meeting, they'll need to be able to open a calendar to see who has the room booked.JHPRRamsey nothing stops them adding the calendars of each room, also if you choose a Roomlist in an Outlook meeting booking and look at the Scheduling view you will see all rooms in the lists appointments
- Thanks for the input, but I'm really looking to have all the room bookings on one calendar; not to see availability through the scheduling view, or see the rooms on a calendar overlay.
To attempt this, I set up a shared mailbox, granting the Default user Author rights through PowerShell. This allows non-invited attendees to see the meetings (and which rooms they're booked in) on one calendar, but not get prompted to join Teams meetings if the meeting is configured as such.
I actually took it a step further and converted it to a resource mailbox (equipment type so it doesn't show up on the room list), because I wanted it to allow auto accept of meeting requests.
I'm still researching this path, but I think this may solve the issue I reported. Thanks for the replies!