1. General

The integration between Workplace and the external calendar (Outlook/Google Calendar) works via a room-centric approach. In room-centric approach the main focus is on integrating with the room calendar (mailbox). For this approach there needs to be full access to the meeting rooms mailboxes. A meeting from Workplace is created in the rooms calendar and users are invited as participants.

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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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2.7 Cancel meeting from Workplace Management

In the Workplace it is possible to cancel a meeting. This can potentially be inbound or outbound meetings.

Outbound

• Meeting created in: Workplace

• Cancelled: Workplace (Management)

Because the meeting is created in Workplace and the cancel is also 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 cancel is executed on the meeting.

This will result in:

• The meeting in the meeting rooms calendar is canceled and removed from the meeting rooms calendar

• The meeting in the users calendar is also removed

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Inbound

• Meeting created in: Outlook/Google Calendar

• Cancelled: Workplace (Management)

Because the meeting is created in Outlook/Google Calendar and cancel 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 cancelled from the Workplace App. But in this case, the meeting in the meeting rooms calendar can be removed by declining the meeting.

This will result in:

• The meeting in the users calendar remains unchanged

• The meeting in the meeting rooms calendar is removed and the meeting room will become available for other meetings again

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3. More information

Next to a room-centric approach, there is also a user-centric approach. Both approaches have advantages and disadvantages. More information about the room-centric approach, user-centric approach and any possible limitations can be found here: Debunking the myths of room centric limitations