Moving appointments
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Self-healing when moving appointments in the Outlook calendar
When an existing appointment is moved to a new time slot in an Outlook calendar, Eptura Engage attempts to keep the originally booked meeting space; however, if the currently booked meeting space is unavailable at the new time, the Smart Alternatives 'self-healing' technology automatically searches for an alternate meeting space based on the original searched location and floor, workspace type, attributes, and with equal or greater capacity to the original space. The search will look for available meeting spaces in the same self-managed group as the originally booked meeting space.
Native Exchange booking: When an Exchange room is invited directly from the Exchange calendar event rather than via the add-in, only limited search details can be determined, such as the location and floor of the original meeting space. Learn more: Native Exchange booking
Good to know
- Workspace type: A meeting space of a different workspace type is selected if no meeting spaces of the same workspace type as the original search are available.
- Managed groups: If the chosen meeting space belongs to a managed group, a self-managed group is searched instead, allowing the alternate space to be booked immediately and without further approval.
When a suitable meeting space is found, the Outlook appointment is automatically updated with the new information and all attendees are automatically informed of the change.
If there is no space available, the user is notified.
The Eptura Engage Smart Alternatives technology is only available with the Eptura Engage Outlook add-in for Microsoft 365.
Good to know
- Paired video equipment: If the original search specified a video room attribute (e.g. Teams room), the self-healing search looks for another meeting space providing the video service. If a suitable meeting space is found, the mailbox for the original paired video equipment is removed from the appointment and replaced with the mailbox for the video equipment paired with the alternate meeting space.
- Attributes: The self-healing search only looks for meeting spaces providing the attributes specified in the original search. The originally booked meeting space might offer attributes that were not specified (such as video room services), but if these were not specified in the original search, the self-healing search will not include them in the new search.
- Managed groups: Meeting spaces belonging to managed groups are not assigned by self-healing. Only meeting spaces belonging to self-managed groups are assigned.
- Groups: While the original search might have looked for meeting spaces across multiple groups, the self-healing search only looks for meeting spaces in the same group as the originally booked meeting space. However, if the original meeting space belonged to a managed group, the self-healing does not search the managed group and instead, finds an alternate meeting space in a self-managed group, allowing it to be booked without approval.
- Native Exchange booking: When an Exchange room is invited directly from the Exchange calendar event rather than via the add-in, only limited search details can be determined, such as the location and floor of the original meeting space. Learn more: Native Exchange booking