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Exchange 2007 Outlook 2007 - Double Room Booking.... RRS feed

  • Question

  •  

    Hi All


    I've gone through all these articles (see below) but I’m still left struggling a little to find out how some meeting rooms are becoming intermittently double booked.

     

    When looking at a room's calendar at the time of reported overlap, one request is booked as Free, hence the request from the second user was accepted and they were not warned - it's also not shown in the Resource Scheduler. 

     

    I've discovered through test that if a room is booked as Free (through creating a meeting request through email) then the user's calendar is marked as Free, but the room is marked as Busy.

     

    What's confusing is that when a room is booked as Tentative, the user's calendar is marked as Tentative (that's good), BUT the room's calendar is marked as Free - double bookings may now occur.  Not only that, the resource scheduler doesn't show the room booking at all (that's because it's marked as Free!).  So we can’t ‘blame’ users for not checking the sceduler first ;-)

     

    It strikes me as there’s a rule somewhere controlling the room’s calendar status (busy/tentative/free) which is dependant on the originator's request status….

     

    BTW - I note that by either booking a room through the Calendar as free or changing it's status through the room’s Calendar, the meeting can indeed be changed to Free, but only a very few employees have room Calendar access, and it's not them!


    Any pointers would be very much welcomed.

    Lea

     

      

    ·     How to prevent user double booking use Exchange 2007 resource ...

    ·     People double booking a meeting room

    ·     Equipment Mailboxes Double Booking in Outlook 2007

    ·     Sytax Question for List Validation Settings // Double booking ...

    ·     GroupBoard Workspace - Is there a way to make Double Bookings ...

     

    Tuesday, March 15, 2011 1:14 PM

All replies

  • I've confirmed by comparing the user's calendar with the room's calendar that 2 out of the 3 recent double bookings were originally made as tentative - as the user’s calendars show tentative. The room's when compared show as 'free'.

    For the 1 remaining the client's calendar show as busy - but this may have been changed by the user, I shall confirm with the user (if they can remember?) But, perhaps there's log info on the Exchange server somewhere that capture's the free/busy/tentative status when the meeting request was originally sent?

    Any pointers welcomed.

    Cheers Lea

    Wednesday, March 16, 2011 10:08 AM
  • Hi,

     

     

    At first, I suggest you checking configuration of the resource calendar.

    Make sure “Automatically accept meeting requests and process cancellations" and "Automatically decline conflicting meeting requests" are checked.

    At the same time ,  let Outlook 2007  work in Cached Exchange mode and the default option "download shared folder" is checked.

    If you want to use Direct Booking I suggest that the user should not open the resource calendar directly but use the Scheduling Assistant to see if the resource
    is available.
    What can happen if the user accidently creates the meeting in another user’s calendar (e.g. in the resource calendar):
    The meeting will not appear in user’s own calendar.
    The meeting organizer is not the user but the resource.
    Double Booking will occur, if the meeting is created at a time were already a meeting exists. This will happen even if direct booking feature is used as the
    meeting is created from the resource directly in its own calendar


    Please remember to click “Mark as Answer” on the post that helps you, and to click “Unmark as Answer” if a marked post does not actually answer your question. This can be beneficial to other community members reading the thread.
    • Proposed as answer by G.Pavan Kumar Thursday, April 5, 2012 2:03 PM
    • Unproposed as answer by G.Pavan Kumar Thursday, April 5, 2012 2:03 PM
    Thursday, March 17, 2011 4:46 AM
  • Hi Jerome

    Many thanks for your assistance, that's much appreciated.

    Automatically accept meeting requests and process cancellations" and "Automatically decline conflicting meeting requests" are indeed checked.

    Outlook 2007  is currently in Cached Exchange mode and the default option "download shared folder" is indeed checked.

    Very few use direct mode as we have restricted access to Room calendars, and double booking are being created between pairs of users that can only book using Meeting Request (ctrl shift Q).

    What can happen if the user accidently creates the meeting in another user’s calendar (e.g. in the resource calendar):
    The meeting will not appear in user’s own calendar.
    The meeting organizer is not the user but the resource.
    Double Booking will occur, if the meeting is created at a time were already a meeting exists. This will happen even if direct booking feature is used as the
    meeting is created from the resource directly in its own calendar

    This is very informative and something I hadn't thought about, although I don't think it's occurring at our site.

    The issue is most probably caused by the fact that when user's send a Meeting Request, on occasion they select Tentative - but the meeting rooms resource calendar sets it to Free!

    Stepping back I can see that Exchange must make a decision, either the room's resource must be Free or Busy, but I would have thought it would err on the edge of safety and book it as Busy also...

    Lea

     

    Thursday, March 17, 2011 2:33 PM
  • Hi all

    Is it just us who see's this issue, or is it just my poor understanding?

    When a user sends a meeting request and it includes a room resource, AND the user selects Tentative the Room's resource is scheduled in its calendar as Free - thus allowing double bookings to occur.

    Am i missing something here?

    Any thoughts welcomed.

    Thanks
    Lea

     

    Tuesday, March 22, 2011 9:16 AM
  • We are having the same issue that is leading to double bookings of resource rooms. I am looking for a solution too. I will update here if I find something.
    Monday, April 11, 2011 10:18 PM
  • Hi,

     

    Here is some more similar thread, you may have a try.

    http://social.technet.microsoft.com/Forums/en-US/exchangesvrclients/thread/ff038f87-ca01-445d-a723-fbb78b70fc0e

    Resource scheduling in Exchange Server 2007

    http://blogs.technet.com/b/exchange/archive/2007/05/14/3402515.aspx


    Please remember to click “Mark as Answer” on the post that helps you, and to click “Unmark as Answer” if a marked post does not actually answer your question. This can be beneficial to other community members reading the thread.
    Tuesday, April 19, 2011 9:27 AM