Resource scheduling settings
Location/resource owners can log into the location/resource accounts they own through their personal accounts in OWA.
It is the resource owner's responsibility to set the required options/settings/permissions for the resource.
Access Resource scheduling settings
Once you are logged into the location/resource account, follow the steps below.
1. Click the Gear icon in the top right hand side of the screen, then select Options.
2. On the left hand side, select the Calendar drop down menu, then Other calendars > Resource scheduling.
Default Settings
The default Resource Scheduling Settings for resource accounts at SFU are set as follows:
Setting |
Value |
Automatically process event invitations and cancellations. |
enabled/checked |
Allow repeating meetings. |
enabled/checked |
Allow conflicts |
disabled/unchecked |
|
1000 |
|
99 |
The default settings above result in the following behaviour (which is most commonly preferred for bookable rooms):
- Allows the scheduling of the resource for all occurrences of the repeating meeting where there resource has not already been booked
- i.e. occurrences where there is no conflict
- Send a "Declined" message back for each occurrence that falls during a time where the resource has already been booked
- i.e. occurrences where there is a conflict
"Allow conflicts" Setting
| "Allow conflicts" set to: | When a room booking is request: | "Allow up to" thresholds: | When to use this setting: |
| enabled/checked |
|
Disregarded | Using a Resource Account for a staff Vacation Calendar |
| disabled/unchecked (default) |
|
If a recurring meeting request has conflicts that exceed the "Allow up to" thresholds set, the entire request will be denied. | Most bookable rooms. |
| Please note:"Allow conflicts" must be enabled/checked in order to change the "Allow up to" threshold numbers, then disabled/unchecked again. | |||
"Allow up to" Setting
Allow up to this number of individual conflicts
This setting specifies the maximum number of conflicts that are allowed for new repeating meeting requests. When set to 0, a recurring event will fail to schedule if one or more conflicting appointments already appear. If the number is greater than 0, a recurring event is allowed that many conflicts before being denied.
Allow up to this percentage of individual conflicts
This setting specifies the maximum percentage of meeting conflicts that are allowed for new repeating meeting requests. The same idea as with the individual conflicts field applies, but in this instance, a percentage of conflicts allowed is specified.
Restrict location/resource account booking as an owner
As an owner of a location/resource account, you can restrict the booking of that location/resource. Once you are logged into the location/resource account, and have accesses the Resource scheduling settings under the Gear Icon > Options, follow the steps below.
1. On the right hand side, under Scheduling permissions, in the section 'These people can schedule automatically if the resource is available', select the 'Specific people and groups:' radio button, then click the 'Select one of more...' link under it.
2. A window will appear where you can type in the names of the users who will have permission to book the location/resource. Click save when finished. Please note that maillists cannot be added to this list.
3. By default, if you leave the other two sections ('These users can submit a request for owner approval if the resource is available' and 'These people or groups can schedule automatically if the resource is available and can submit a request for owner approval if the resource is unavailable.') set to radio button Everyone, which ensures that anyone who is not listed in the first section will receive a Tentative reply to their booking request until it is manually accepted or declined by a manager of the location/resource. Once finished, press Save.
4. If you prefer to have every request declined except for the list of user specified in the first section, then you will need to set the second and third section to the Specific people and groups: radio button (but not enter any users). Once you are finished, press Save.
