Meeting room allocation on bookings

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Occasional Contributor

My organization currently uses calendar to book meetings with a choice to pick a meeting room already registered on the calendar system,but we are looking at using Microsoft bookings instead and everything seems to work fine except that when a meeting room is booked on Microsoft bookings, it is available for booking on the Calendar.How can I stop this from happening?

12 Replies
Please I need a reply, please anybody that can help?

@Lachel1 Did you set the calendars mail adres as staff member in bookings ?

Thank you @_MichaelVD_ 

 

No I did not do that, how do I go about that?

I have done that and it works but not for Microsoft bookings as you can still double click a room in Microsoft bookings.Please how can I rectify this.

 

 

@Lachel1 I am setting up a similar system and for the moment I think I will use a microsoft flow in powerapps (https://make.powerapps.com/home )  that will be activated every time a meeting request is created in the calendar and automatically creates the same meeting request in the bookings calendar.

 

But I still have to set it up so not sure if it will work

I have setup a similar scenario and used bookings for public to book a meeting room in the building.  The internal staff still book the meeting room but they need to use bookings to do so. The meeting room access was removed from Exchange server. We have a  Active Directory user setup as staff in bookings. That user receives all booking notices and it auto populate the exchange calendar for that user. If a meeting is cancelled or rescheduled in bookings it will be applied to the shared users calendar.  Staff who need to see the calendar are placed in a group that has access to it. They are instructed not to modify the calendar in way as the changes will not be reflected in the bookings calendar. All changes to the bookings must be done by the user who booked.  Not having to give internal support staff direct access to the bookings configuration mitigates risk of to many mechanics making changes to the car while driving ;-).

@Lachel1

Thank you, but the problem am facing is that 2 people can book the same room for same time in Bookings, how can i rectify this please?@DrNoo 

I have not experienced this issue in bookings. When you access the booking calendar I am assuming the time that was previously booked is still there and available? Was the first booking time in the booking calendar? @Lachel1 

Yes the first booking time still appears in the booking calendar@DrNoo 

Can you be more specific about which calendar your referring to in you post "except that when a meeting room is booked on Microsoft bookings, it is available for booking on the Calendar." Are you referring to an Internal MS Exchange calendar? @Lachel1 

Am referring to the  Bookings Calendar, so if I book a meeting room on Microsoft Bookings, that same meeting room and time is still available for someone else to book,so there is case of double booking on same meeting room and time @DrNoo 

Unfortunately I don't have an answer for your issue. I can't see your exact configuration so there are alot of assumptions in play. I might try creating a new booking site and do some more testing.  @Lachel1