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You can edit room reservation from Workplace Services / Reservations / Reserve Rooms and Resources / View and Edit My Reservations task. This task includes a filter to quickly find a specific reservation.
This topic covers editing single reservations.
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.
Note: If your site supports self-service users reserving meeting space using ARCHIBUS Workplace, this view will include reservations generated from Workplace. Reservations generated from ARCHIBUS Workplace are automatically approved. See Using ARCHIBUS Workplace.
You can view or edit:
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.
You can update both reservations originally made in Outlook using the ARCHIBUS Plug-In for Outlook, or reservations made in Web Central.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.
The changes you make in Web Central affect Outlook meetings differently depending on whether you have enabled Exchange integration with the ARCHIBUS Extension for Microsoft Exchange.
With Exchange integration:
No Exchange integration:
Instead, the following occurs:
Note: If you have changed only the location, you do not get this warning.
If you choose to update, the meeting date/time and the location are all updated to match the reservation.
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 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.
You can make a few edits for a reservation from the timeline.
To edit a reservation from the timeline:
After double-clicking the green bar, the Edit Room Reservation pop-up form appears.
Note: You can edit the # of Attendees in Room field from the Edit Room Reservation pop-up form, but be aware that if after editing this field, you enter a different value for the Capacity field in the Filter Console and click Apply Filter, that value overwrites the value entered for the # of Attendees in Room field.
Note: If you close the window by clicking the x button, the Comments and # of Attendees in Room changes are saved with the reservation. However, the # of Attendees in Room value does not overwrite the Capacity field shown in the Filter Console, as it would if you click Save (rather than just closing the window).
This topic describes editing regular (single) and recurring (multiple) reservations. For additional information on recurring reservations, see Editing Recurring Reservations.
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.
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.
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.
The Confirm Reservation form appears.
Email notifications are sent:
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.
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