Edit a One-time Reservation for Rooms and Resources

You can view or edit:

• The reservations you have created
• The reservations the Reservation Manager created for you
• You might be restricted from editing reservations based on your user permissions. For information, see Understanding User Roles.

  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.

• 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.
• The Edit feature is disabled for continuous reservations due to their complexity. If you need to make a change, delete the continuous reservation and start again.

You can update both reservations originally made in Outlook using the Archibus Reservations Plugin for Outlook, or reservations made in Web Central.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.

The changes you make in Web Central affect Outlook meetings differently depending on whether you have enabled Exchange integration with the Archibus Extension for Microsoft Exchange.

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.

No Exchange integration:

• If you have installed the Archibus Plugin 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.

For some deployments, it is important to know how many attendees are expected to be physically present for a meeting, rather than knowing the number of invitees, some of who might attend the meeting remotely. For example, setup personnel might need to know the number of people they are preparing the room for. Also, the Room Capacity Utilization per Month report uses the # of Attendees in Room field to calculate Capacity Use. For these reasons, the application enables you to track the number of attendees that you expect to be physically present.

Here's how this works. When creating a reservation, when you enter the Capacity in the filter:

• The value you enter is used to find rooms with room arrangements that can accommodate the Capacity you enter.
• The value for the Capacity field is also saved to the database as the # of Attendees in Room field (reserve_rm.attendees_in_room).
• If needed, you can update the # of Attendees in Room value to more accurately reflect those who will be physically present, rather than the number of attendees.
• If you save a value for the # of Attendees in Room, this value is now shown as the Capacity in the Filter console.
• When editing a room, if you change the value in the Capacity field in the Filter and click Show, the # of Attendees in Room field is updated with this value. For example, if you enter 5 as the Capacity in the filter, select two rooms, then modify the # of Attendees in Room value for one of the rooms to 4, and change the other to 1, then enter a new Capacity of 6 and click Apply Filter, the values are modified to six again. If you go to confirm the reservation, both reservations will have 6 as the value saved for both rooms. For this reason, it is best to update the # of Attendees in Room value from the timeline after you no longer need to use the Capacity field in the Filter. If you need to change the value for the # of Attendees in Room, the easiest way to do so is by clicking on the room in the timeline, and making the change in the pop-up window.

The Room Capacity Utilization per Month report uses the # of Attendees in Room value to calculate the Average Capacity Use per month. See Strategic Management Reports.

For information on the Capacity field when working with recurring conference calls, see Editing Conference calls and the Capacity field.

Capacity field. Entering the Capacity field might be required, depending on how your business process owner set the application parameter PluginCapacityRequired . If required, you must enter a Capacity in the Filter before confirming the reservation.

Corrective Maintenance. If you are integrating Corrective Maintenance with Reservations, the # of Attendees in Room field is shown in the work request Description so that setup personnel know how many people they are preparing the room for.

1. Load the Reservation Calendar Console and select the My Reservations tab. Locate the reservation to edit, using the filter if necessary

2. For the desired reservation, click Edit in its Actions menu on the far right.

3. The Console returns you to the Room Reservation tab, which you used to initially create the reservation. To edit the reservation, you will follow the same procedure as creating it. For details on working with the Room Reservation tab, see Create a One-Time Reservation for Rooms and Resources.
4.  The Room Reservation tab lists the selected room on the left, and lists reservation details and any assigned resources in the Reservations Summary panel on the right.
   • If you are keeping the same room but changing the time, map out a new time on the calendar.
   • If you need to select a new room, use the filter to locate a new room.
   • Edit the resources and catering as necessary.
   • When satisfied, click Reserve.

4. You can now adjust the catering and adjust the attendees using the Meeting Info & Catering form.
5. When satisfied with the changes, click Confirm Reservation on the Meeting Info & Catering form

6. The Console moves you to the My Reservations form and sends email notifications to attendees:

   • If Archibus Extension for Microsoft Exchange is not used, Web Central notifies the attendees by email; otherwise Exchange sends the emails.
   • The application updates the meeting in the Reservation requestor’s calendar. Exchange sends updates to the attendees to inform them about the changes.
   • If you do not change any of the attributes that affect the Exchange meeting, such as the time or location, the application does not send updates to the attendees
   • If the corresponding Exchange meeting is not found, the Reservation application creates a new instance of the meeting in Exchange and instructs Exchange to send new invitations to the attendees.