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Free rooms reply "Tentative" and never accept the meeting request

Anonymous
2017-01-31T19:29:45+00:00

We always use the "Add Room" button in mtg requests to assign a conf room to a mtg. Some of our O365 conference rooms (when free) immediately accept the mtg, while other rooms reply "Tentative" and never accept the request.

We have checked the setup for rooms that do this or don't and they seem to be identical. In the attached screenshot, you'll see that the blue rooms are all tentative for reserved mtgs, and the green ones have auto-accepted the request. 

What info can we provide to help investigate the issue? Thanks in advance for any help! 

Screenshot link: https://www.dropbox.com/s/4hulc7rlkqwjnv0/Screenshot%202017-01-31%2012.53.34.png?dl=0

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Anonymous
2017-02-08T16:32:19+00:00

Hi Micah,

Thanks for the detailed information.

Based on the PowerShell result, I found BookingWindowInDays and MaximumDurationInMinutes for the problematic are both set to 0.

If BookingWindowInDays is set to 0, the room cannot be booked in advance. This setting specifies the maximum number of days in advance that the room can be reserved.

MaximumDurationInMinutes specifies the maximum duration allowed for a meeting in this room. If it’s set to 0, the maximum duration is unlimited.

The AllRequestOutOfPolicy specifies whether to allow all users to submit out-of-policy requests. Out-of-policy requests are subject to approval by a resource mailbox delegate.

In this situation, I suggest you change the BookingWindowInDays to another value. The default value is 180 days as the Big room.

You can run the command to change the value:  *Set-CalendarProcessing *****@contoso.com -BookingWindowInDays 180(Or any other value based on your requirement).

This setting can be also found in EAC.

Let me know if the issue persists.

Thanks,

Chris

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  1. Anonymous
    2017-02-11T07:47:04+00:00

    Hi Micah,

    Is there any update?

    Thanks,

    Chris

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  2. Anonymous
    2017-02-02T20:15:20+00:00

    Hi Micah,

    Your understanding is correct. The PowerShell commands need to be run in a PC. The steps need to be performed by yourself.

    If you cannot find a PC to achieve that, please provide the screenshots of following settings in UI at first.

    1. Booking options in EAC.

    2. Resource scheduling settings. Please follow the steps below:

    a). Grant yourself Full Access permission of the room mailbox.

    b). Sign into your own mailbox. Click the avatar. After a drop-down list appears, click Open another mailbox. Type in the address of the room mailbox to open it.

    c). Go to Options -> Calendar -> Resource scheduling. Provide a screenshot of the settings.

    Thanks,

    Chris

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  3. Anonymous
    2017-02-01T15:45:40+00:00

    Thx so much! 

    The "bad" rooms like Rock that don't operate properly SEEM to be set up identically, but they were added a few years earlier than the "good" rooms like Big that work as expected. There are no approvers/delegates selected for either. We're on Macs if that matters. Here are a couple screenshots that show our setup.

    Great Q. Yes, this does happen for everyone. However, it doesn't *always* happen. As you'll see in this last screenshot, some mtgs requested by users are confirmed, while others are still tentative -- even for the same user, same conf room, same day. Here's an example of this.

    Really appreciate the help,

    -Micah

    Hi Micah,

    I suggest you go to EAC (Exchange Admin Center) -> recipients -> resources and double click related room. Go to booking delegates and check if the option Select delegates who can accept or decline booking requests is selected. If yes, please select Accept or decline booking requests automatically and check if the meeting request can be accepted automatically.

    If it doesn’t work for you, I’d like to confirm the following information to investigate the issue.

    1. Does the issue occur to all the users no matter who send out the meeting request?
    2. A screenshot of bookings delegates settings.
    3. A screenshot of booking options settings
    4. Open the room mailbox in a separate browser window. To do this, you need to be assigned full access permission of the room mailbox. Then click the gear icon in the left top and go to Calendar -> Resource scheduling. Provide a screenshot of the settings.

    Thanks,

    Chris

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  4. Anonymous
    2017-01-31T21:58:57+00:00

    Hi Micah,

    I suggest you go to EAC (Exchange Admin Center) -> recipients -> resources and double click related room. Go to booking delegates and check if the option Select delegates who can accept or decline booking requests is selected. If yes, please select Accept or decline booking requests automatically and check if the meeting request can be accepted automatically.

    If it doesn’t work for you, I’d like to confirm the following information to investigate the issue.

    1. Does the issue occur to all the users no matter who send out the meeting request?
    2. A screenshot of bookings delegates settings.
    3. A screenshot of booking options settings
    4. Open the room mailbox in a separate browser window. To do this, you need to be assigned full access permission of the room mailbox. Then click the gear icon in the left top and go to Calendar -> Resource scheduling. Provide a screenshot of the settings.

    Thanks,

    Chris

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