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Workplace Services / Reservations

View and Edit Reservations

You can select a single room reservation for editing from the View and Edit My Reservations task. This task includes a filter to quickly find a specific reservation. This topic covers editing single reservations. For information on editing recurring reservations, see Edit Recurring Reservations.

You can view or edit:

• The reservations you have created
• The reservations the Reservation Manager created for you

You can update both reservations originally made in Outlook using the ARCHIBUS Plugin for Outlook, or reservations made in Web Central.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

You can also copy room or resource reservations to create a new reservation. This can be a quick way to change the date for a single reservation. See Copying a Room or Resource Reservation.

If you need to cancel a room or resource reservation, see Canceling Single Room or Resource Reservations, or Canceling Multiple Reservations - Reservation Manager.

You might be restricted from editing reservations based on:

• Properties of the reservation. For example, if you are not a manager, the reservation's start time must be later than your site's current time, and the arrangement's or resource's announcement time must also be later than the site's current time.
• User permissions. For information, see Understanding User Roles.

How Web Central reservations and Outlook Meetings are synchronized

The changes you make in Web Central affect Outlook meetings differently depending on whether you have enabled Exchange integration.

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.

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.

Editing Room and/or Resource Reservations

This topic describes editing regular (single) and recurring (multiple) reservations. For additional information on recurring reservations, see 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 in the From field 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 date for the first meeting in the From field, and leave the To date 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.

   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.

7. Edit the Room, as needed. For example, select the radio button for 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.
8. In the Attendees pane, you can
   • Add attendees by clicking Find People, selecting the check boxes for the attendees and clicking Select.
   • Remove attendees by clicking the x next to the Attendee in the Attendee pane.
9. 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. If needed, adjust the time for resources by clicking and dragging on their timelines.
      
10. 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 after the time when entering dates in the edit form.

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

    The Confirm Reservation form appears.

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

14. Click Submit

    • 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.
    • 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.
    • If you have not enabled Exchange, see the above section How Web Central and Outlook / Exchange Meetings are synchronized.

    Email notifications are sent:

    • If Exchange Integration is not configured, 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.

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