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Workplace Services / Reservations

Editing Recurring Reservations

When you select a recurring reservation to edit, you can select whether you want to edit the single reservation you selected, or the selected reservation and all reservations that come after it in the series.

• If you want to add or remove equipment, services, or catering for a single meeting, or change the date for just one meeting, you would select to edit the single reservation. To change the date, you must select a single meeting.
• If you want to change the location or time for the series of meetings, you would select to edit all reservations in the series after the selected reservation. Since all reservation in a series are listed separately in the list of reservations, be sure to select the reservation for the date from which you want to make the change.

You can edit a recurring series, but you cannot change the recurrence pattern once a recurring reservation has been created. To change the recurrence pattern definition, you would first cancel the existing series, and then define a new series. See Canceling a Reservation Series, Creating Room and Resource Reservations, and Creating Resource Reservations.These procedures include the steps for creating recurring reservations.

Editing a single reservation in a recurring series

When editing a single reservation in a series, with or without Exchange integration, be aware of the following:

• The ‘Define recurrence’ button will be disabled, and the requested for name and email in the confirm reservation screen will be read-only, as these cannot be changed.
• When you make changes in the date or time in the filter, the availability of rooms and other assets is updated on the time lines

• The order of occurrences in the recurrence pattern must be preserved. This means that the date of the selected occurrence must remain between the current dates of the previous and next occurrence in the recurrence pattern.
  • The application ignores cancelled occurrences when determining the allowed date range.
  • The calendar on the Create Reservation view shows which dates are valid, so you cannot select a date that would skip over another occurrence in the series.

Editing multiple reservation in a series

You can make changes for all meetings in a series in a single operation.

Note the following when editing multiple reservations in a series at once:

• The reservations are updated starting from the reservation for which you click the Edit button. A dialog asks if you want to edit the single selected reservation or the selected reservation and all future occurrences.
• You cannot edit the date when editing multiple reservations at once.
• As with single reservations, you cannot edit the recurrence pattern or the organizer when editing multiple reservations in a series.
• Prior changes to the selected occurrences (other than date and cancellations) are removed once you apply your generic changes.

  For example, if a particular instance of the recurrence has been cancelled or changed to a different date, these changes are retained. However, if the division and department of only some instances was changed, if specific resources or attendees were added to only some of the meetings, or if a different room was selected for a subset of the meetings, these changes are all removed. Once you click Confirm, all generic information is removed, and the new updates you enter are applied to all selected occurrences.

  Note: When editing recurring reservations in Web Central, each occurrence is updated on the Exchange server, but when opening the series in Outlook the old information is shown. Basically, only individual occurrences are updated, and the series is left unchanged. For example, in Web Central, you could change the reservation time from 10am-12pm to 9am-11am for all occurrences and add an attendee. If you open one of the changed occurrences in Outlook, you’ll see the 9am-11am and the added attendee, but if you open the entire series, you’ll still see 10am-12pm, and not see the added attendee.

  Note: When editing a recurring reservation, one update email is sent for each individual occurrence in the series being edited. If this is a large number of occurrences, to avoid too many emails being sent, you should cancel the entire series and create a new reservation with the correct information.

Procedure: Editing recurring reservations

1. From the Process Navigator's Reserve Rooms and/or Resources process, select the View and/or Edit My Reservations task.
2. Do one of the following:
   • To edit a room reservation and its linked resources, select the My Room Reservations tab.
   • To edit a resource reservation that is not linked to a room, select the My Resources tab.
3. Enter search criteria to narrow your search results. For example, enter a Date Start value to view all room and resource reservations for a given date. To see all occurrences of a recurring reservation, you could enter the location, enter the first date of the reservation in the From field, and leave the To field blank.
4. Click Show.

   The list shows reservations that you made or that the Reservations Manager made for you, and that match the criteria you entered. Each occurrence of a recurring reservation is shown separately in the list. Notice that recurring reservations have the Recurrence Type 'Recurring' so that you can identify them.

5. Locate the reservation that you want to edit. If you want to confirm the changes you make, note the Reservation Code to reference later.
6. Click the Edit button in the row for the reservation.

7. When you select a recurring reservation, you are asked if you want to edit just the selected occurrence, or this occurrence and all subsequent occurrences. Select an option and click Confirm.

   The Edit Room Reservation (Reservation Code) or Edit Resource Reservation (Reservation Code) form appears. The date and From and To times appear in the filter. If you selected to edit several recurring reservations, the date range is shown. The time line shows your current reservation in green.

8. Edit the Room, as needed. For example, select the radio button of a new room arrangement for your room reservation, or edit the time that you need the room. See Using the Timeline for details.
   1. If you select a new room or time period, the system checks if previously selected resources are still available for the new conditions.If the resources are not available, the timeline for the resource has an alert button that says "Selection changed." Mouse over this icon to see which items have been automatically removed.. To include this resource, you will need to change the time.
9. In the Attendees pane, you can
   • Add attendees by clicking Find People, selecting the check boxes for the attendees and clicking Select.
   • To avoid performance issues when checking attendee availability, the application limits the date checking to the number specified in the application parameter (AbWorkplaceReservations-MaxRecurrencesToCheckFreeBusy). By default, this is set to 10, but your application administrator can adjust this as needed. See Configuring Parameters for the Reservations Application.
   • Remove attendees by clicking the x next to the Attendee in the Attendee pane.
10. In the Equipment and Service pane, you can:
    1. Remove equipment and services by clearing the check box next to the resource.
    2. Add equipment and services by clicking Choose, entering a quantity, and clicking Close after selecting all additional resources.
    3. Adjust the time for resources by clicking and dragging on their timelines.
       
11. In the Catering pane, you can:
    • Add catering by clicking Add Catering, entering quantities for the catering items, and then clicking Add.
    • Remove or edit the time for catering resources, by clicking Edit in the row for a catering service, and either clicking Remove to remove it, or entering a new start and end time and clicking Save.

    Note: If you are changing the time from AM to PM, or from PM to AM, be sure to enter AM or PM in the Time Start or Time Ends fields when entering dates in the edit form.

12. When you have made all your changes, click Confirm Reservation.

    The Confirm Reservation form appears.

    When you submit changes, the application verifies the availability of the room, equipment and services before saving the changes. If conflicts are detected, none of the occurrences are changed, but the application shows a warning message: “The selected room and assets are not available anymore. Please return to the reservation form and click ‘Apply Filter’ to update the availability information displayed on the time line”

13. Review the reservation, and enter a subject line for the email that will notify attendees of the changes.
14. Optionally, enter comments that will appear in the body of the email, or enter additional email addresses as needed.

    The system checks that the reservation's start time is later than the site's current time, and that the arrangement's or resource's announcement time is also later than the site's current time. You cannot edit a reservation if these requirements are not met.

    The reservation is changed. Email notifications are sent to all attendees. If you have enabled Exchange integration, the attendees Outlook calendars are also updated. If integration is not enabled, that then the attendees receive .ics files as required to update their calendars manually.

    The My Room Reservations or My Resource Reservations tab appears, depending on which you were editing.