Workplace Services / Reservations
Archibus SaaS / Reservations / Reserve

Editing Meeting Space Reservations (Concept)

You edit reservations with Reservations / Reserve / Reservations Calendar Console task, My Reservations tab

Which Reservations Can You Edit?

You can update both reservations originally made in Outlook using the Archibus Plug-In for Outlook, or reservations made in Web Central. In both cases, the room should have a link to Exchange. If there is no link available, there will be no interaction with Exchange.

You can view or edit:

• reservations you have created
• reservations that the Reservation Manager created for you

You can not edit:

• You are prohibited from editing a reservation if the room arrangement's or resource's announcement # of days ahead is before your site's current time.
• You might be restricted from editing reservations based on your user permissions. For information, see Reservation User Roles and Security Groups.

Note: You cannot edit reservations that have already occurred; you can edit only reservations that have not started yet. This is true for all roles. For example, to be able to edit a reservation, the reservation's start time must be later than your site's current time.

How Web Central Reservations and Outlook Meetings are Synchronized

Depending on whether you have enabled Exchange integration with the Archibus Extension for Microsoft Exchange, the changes you make in Archibus will affect Outlook meetings differently.

With Exchange Integration

• If you have enabled Exchange integration, the changes you make in Web Central are directly applied to the meeting in Outlook / Exchange. All changes, including the location, are immediately overwritten when you save the reservation in Web Central. Exchange sends the email notifications. No .ics files are created, and you do not need to import calendar files, as this is done automatically.
• If the listener is enabled, when you update or cancel a meeting from any email client, this client sends the changes to Exchange, and Exchange notifies Web Central of the change, so that it can also be applied in the Web Central Reservations application or module.

Without Exchange Integration

• If you have installed the Archibus Plug-In for Outlook, but have not enabled Exchange integration, the changes you make in Web Central do not directly affect the meeting in Outlook.

Instead, the following occurs:

1. When you open the meeting in Outlook after having changed the time or date of the reservation in Web Central, you get a warning that the Web Central reservation no longer matches the meeting times.

   Note: If you have changed only the location, you do not get this warning.

2. From the warning dialog, you can choose to update the meeting to match the reservation.

   If you choose to update, the meeting date/time and the location are all updated to match the reservation.