Benefits of Room Resources and Common Usage Issues

Summary of the benefits of using Room Resources (Meeting room calendars) and some common issues that can arise with them.

Anyone can book a meeting room.
Room auto-accepts bookings, thus reducing the admin overhead.
The booking delegate(s) can delete meetings.
There is a maximum default limit of 24 hours for a meeting length.
Rooms may be booked up to a default 180 days in advance, with a potential maximum up to 730 days.
Although anyone can book a meeting room, in practice rooms are not booked in buildings where none of the attendees have access. If this did happen, then the booking delegate could suggest the appropriate room etiquette. It is possible to have a booking hint appear on a room calendar indicating acceptable use.

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There are some common issues with room resources that users can encounter:

If a meeting is booked beyond the setting for how far in future it may be booked (default 180 days, maximum recommended 730 days). A declined email is sent with an explanation. For example: This resource can only be scheduled up to [limit] days in advance. The end time should fall before [date].
For recurring appointments that exceed the limit for how far in the future a room may be booked. A declined email is sent with an explanation. For example: "The end date of this series of repeating meetings is too far in the future. This resource can only be scheduled up to [limit] days in advance. The end date must be before [date]".
For meetings exceeding the limit (default 24 hours) for how long a meeting may last. A declined email is sent. For example: "This resource doesn't accept meetings longer than 1440 minutes".
Users often try to send an invitation to the room as an “Appointment”. It is better to create a “Meeting” not an “Appointment”.

For more information on Room Resources, please click here. For frequently-asked questions, please see Calendar and Room Resources - FAQs.

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This article was published on 2 Aug, 2016