View and Edit Reservations

You can view or edit:

• The reservations you have created
• The reservations the Reservation Manager created for you
• You might be restricted from editing reservations based on your user permissions. For information, see Understanding User Roles.

  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 are prohibited from editing a reservation if the room arrangement's or resource's announcement # of days ahead is before 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You can update both reservations originally made in Outlook using the ARCHIBUS Plug-In for Outlook, or reservations made in Web Central.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:

• 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 Plug-In 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.

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.

You can make a few edits for a reservation from the timeline.

To edit a reservation from the timeline:

1. Either from the Workplace Services / Reservations / Reserve Rooms and Resources / View and Edit My Reservations or the Create Room Reservation task double-click the green bar for the reservation on the timeline. When creating a reservation, the green bar appears when you click and drag the start and end times for the meeting on the timeline.

   After double-clicking the green bar, the Edit Room Reservation pop-up form appears.

2. From this form, you can update :
   
   • Time Start and Time End (as an alternative to defining the time by clicking and dragging on the timeline)
   • # of Attendees in Room. This is the number of attendees whom you expect to be physically present in the meeting. This value is copied from the Capacity you entered in the Filter Console when you click Apply Filter, but you can change it here if needed.

     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.

   • Comments. Enter any comments you want available with the reservation. For example, you could enter any information you want to share with the approver.
3. Click Save.

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.

1. From the Process Navigator's Workplace Services / Reservations / Reserve Rooms and Resources / View and 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. Edit the # of Attendees in Room field if needed. This field is used to store the number of attendees whom you expect to be physically present in the room, so it would not include those accessing the meeting remotely. The application automatically copies this value from the Capacity field entered in the Filter. It is only necessary to edit this if the number differs from the Capacity entered, and if tracking this is important to your workflow.
9. 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.
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. If needed, 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 after the time when entering dates in the edit form.

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

    The Confirm Reservation form appears.

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, separating the email addresses with a semicolon.

15. 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 ARCHIBUS Extension for Microsoft Exchange is not used, 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.