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The meeting is synced to Workplace. The user who created the meeting in Google Calendar, will become the requestor in Workplace. The meeting room is added to the meeting.
Screenshot of Workplace App to add (Bug in Google environment):
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The 'Edit Meeting Details' button is visible, but no actual changes can be made for the future reservation in the Workplace App. |
Screenshot of Go to add (Bug in Google environment):
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No options are available to Change or Cancel the meeting in Go. |
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If the user tries to Change the meeting in Workplace Management, the user will get an error:  The user can Cancel the meeting, which will result in the meeting being cancelled in Workplace. In Outlook, the meeting is removed from the rooms mailbox, making the room available again. The meeting will stay in the users mailbox in Outlook until it is deleted in Outlook. |
3.5 No show via brain rule (automation)
A brain rule (automation) can be active which automatically frees up a meeting room, if the user who reserved it does not show up. With a sensor the occupancy can be detected in a meeting room. If no occupancy is detected in the first 15 minutes of a meeting for example, the brain rule will automatically set the reservation to 'no show'.
A 'no show' update on an outbound meeting is considered a “regular“ update, because the update comes from the same source as where the meeting is created.
A 'no show' update on an inbound meeting is considered as “special“ update, because the update (Workplace) does not come from the same source (Outlook/Google Calendar) as where the meeting is created.
A meeting is created in Outlook/Google Calendar:
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The sensor in the meeting room does not detect occupancy within the first 15 minutes of the meeting, which triggers the brain rule to “no show“ the meeting. In the room-centric approach Workplace does not have permission to edit the meeting in the users calendar, but the meeting in the meeting rooms calendar can be updated/cancelled. In case of a no show, the meeting in the meeting rooms calendar is completely removed, resulting in the meeting room becoming available again.
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3.6 End ongoing meeting early
In the Workplace App it is possible to end an ongoing meeting early. This can potentially be inbound or outbound meetings.
Outbound
Meeting created in: Workplace
End ongoing meeting early from: Workplace App
Because the meeting is created in Workplace and also the end ongoing meeting early is done from Workplace (same as the source of the reservation), this will be considered as a “regular“ update.
The meeting is created in Workplace and is synced to Outlook/Google Calendar. In a room-centric approach the meeting is created in the calendar of the meeting room in Outlook/Google Calendar and the user is invited to the meeting as a participant. The end early is executed on the ongoing meeting.
This will result in:
The meeting in the meeting rooms calendar is updated with the new end time and the meeting room will become available for other meetings again
The meeting in the users calendar is also updated with the new end time
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The meeting in the rooms and users (participant) calendar is updated with the new end time. The original meeting was from 15:45-16:45 but now the meeting rooms meeting is updated to 15:45-16:00 and the room is available again from 16:00 to be reserved by someone else.
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Inbound
Meeting created in: Outlook/Google Calendar
End ongoing meeting early from: Workplace App
Because the meeting is created in Outlook/Google Calendar and the end ongoing meeting early is done from Workplace (different as the source of the reservation), this will be considered as a “special“ update in the room-centric approach.
The meeting is created in Outlook/Google Calendar in the users calendar and is synced to Workplace. In a room-centric approach Workplace does not have access to the users calendar and thats why the meeting in the users calendar cannot be changed when the meeting is ended early. But in this case, the meeting in the meeting rooms calendar can be changed.
This will result in:
The meeting in the users calendar remains unchanged
The meeting in the meeting rooms calendar is updated with the new end time and the meeting room will become available for other meetings again
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The meeting in the users calendar remains the same, the meeting in the meeting rooms calendar is ended early. The original meeting was from 15:00-17:00 but now the meeting rooms meeting is updated to 15:00-15:30 and the room is available again from 15:30 to be reserved by someone else.
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