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.

Note: You cannot edit reservations that have already occurred; you can edit only reservations that haven't started yet. This is true for all roles. For example, to be able to edit a reservation, the reservation's start time must be later than your site's current time.

Note: Because conference call reservations have multiple locations and can have multiple dates, editing these reservations is covered in a separate topic. See Editing Conference Call Reservations.

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 add resources to a conference call reservation (recurring or single), you add the resources to the single reservation (recurring or single), rather than adding the resource to all the linked reservations in one operation. See Editing Room Reservations for Conference Calls from Web Central.
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. The topics about creating room and resource reservations have procedures that include the steps for creating recurring reservations.

Editing multiple reservation in a series

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

When editing recurring reservations, the application keeps all existing exceptions in the recurrence pattern. To preserve these exceptions, the application uses the following guidelines to determine whether or not to update the series:

If the existing meeting series doesn't contain any exceptions and you update the full series (by selecting to edit from the first meeting in the series on), then the series is changed.
If the existing meeting series has exceptions and you change the time of the series, then each occurrence must be updated separately and the series is left unchanged. Updating the series in this case would risk losing all exceptions in the recurrence, along with personal notes and attachments.

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, the recurrence pattern, or the organizer when editing multiple reservations at once.
When editing a recurring reservation, the Filter shows only rooms that are available for all occurrences being edited. It will not show rooms that are available for at least 50% of the meeting occurrences as it does when creating a reservation.
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 were 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.

For recurring meetings, updates are sent as a single email for the whole series, as much as possible. In the following cases, the application will update each occurrence individually:
- The meeting series in Exchange contains customized or cancelled occurrences (also referred to as exceptions) and you're changing the meeting time
- You're not changing all future occurrences.
Additionally, each customized occurrence will be updated with a separate email if required.
Note: If some occurrences of the meeting are in the past, they might become updated on your Exchange calendar. This is a side-effect of updating the entire meeting series with a single email. The corresponding reservations are not modified in ARCHIBUS.
If a room is not available for some occurrences, attendees will still receive an invitation to attend the meeting in that room. The application does remove the location from the meeting on the organizer's calendar. The organizer should resolve the conflict to inform the attendees of the actual location.

Note: When editing a recurring reservation series that includes some conflicted dates, you are not able to edit the conflicted occurrences. You must first resolve the conflicts, and then the occurrences can be edited as part of the series. See Resolving Conflicts for Recurring Reservations.

Capturing the number of attendees physically present for a meeting

For some deployments, it is important to know how many attendees are expected to be physically present for a meeting, rather than knowing the number of invitees, some of whom might attend the meeting remotely. For example, setup personnel might need to know the number of people they are preparing the room for. Also, the Room Capacity Utilization per Month report uses the # of Attendees in Room field to calculate Capacity Use. For these reasons, the application enables you to track the number of attendees that you expect to be physically present.

Here's how this works. When creating a reservation, when you enter the Capacity in the Filter Console and click Apply Filter:

the value you enter is used to find rooms with room arrangements that can accommodate the Capacity you enter.
the value for the Capacity field is also saved to the database as the # of Attendees in Room field (reserve_rm.attendees_in_room).
If needed, you can update the # of Attendees in Room value to more accurately reflect those who will be physically present, rather than the number of attendees. The # of Attendees in Room field is available when editing a reservation either from the View and Edit My Reservations task, or from the Edit pop-up window that appears when you double-click the reservation in the timeline. Editing this value from the timeline is the quickest way to update this value.
If you save a value for the # of Attendees in Room, this value is now shown as the Capacity in the Filter console.
When editing a room, if you change the value in the Capacity field in the Filter and click Apply Filter, the # of Attendees in Room field is updated with this value. For example, if you enter 5 as the Capacity in the filter, select two rooms, then modify the # of Attendees in Room value for one of the rooms to four, and change the other to one, then enter a new Capacity of six and click Apply Filter, the values are modified to six again. If you go to confirm the reservation, both reservations will have six as the value saved for both rooms. For this reason, it is best to update the # of Attendees in Room value from the timeline after you no longer need to use the Capacity field in the Filter. If you need to change the value for the # of Attendees in Room, the easiest way to do so is by clicking on the room in the timeline, and making the change in the pop-up window.

The Room Capacity Utilization per Month report uses the # of Attendees in Room value to calculate the Average Capacity Use per month. See Strategic Management Reports.

For information on the Capacity field when working with recurring conference calls, see Editing Conference calls and the Capacity field.

Note: Entering the Capacity field might be required, depending on how your business process owner set the application parameter PluginCapacityRequired . If required, you must enter a Capacity in the Filter before confirming the reservation.

On Demand Work. If you are integrating the On Demand Work application with the Reservations application, the # of Attendees in Room field is shown in the work request Description so that setup personnel know how many people they are preparing the room for.

Note about Legacy data. When creating a new reservation from the Reservations application, by default, the Capacity field in the Filter and the # of Attendees in the Room field are set to 5. Reservations created before the # of Attendees in Room field was added to the application will have 0 attendees in the room specified, so the Capacity field in the Filter will also be set to 0. It is necessary to update this number only if tracking the # of Attendees in Room is important to your workflow.