Share via

Create a room booking system using Bookings, Outlook and Resource Mailboxes

Anonymous
2024-09-12T17:35:29+00:00

I'm trying to create a simple online booking system for our users to book meeting rooms at our charity centre. It's almost working the way I need it to!

What I want it to do is this:

  1. User books a service and room online via our booking page - eg Room 1, Room 2 etc
  2. Confirmation emails are sent to user and booking email with ALL details
  3. Booking is added to outlook calendars in addition to the online booking system calendar

All the rooms have been setup as resource room mailboxes, which can be booked in outlook or bookings, and Bookings communicates fine with outlook and knows if a room is busy.

However I have the following issues, which I'm not even sure if it's something I've done wrong, or it's not possible!

  • I can't view the resource mailbox calendars in outlook - is this even possible?
  • Can I get all the info that gets sent to the user in the confirmation email to be sent to the bookings email? Eg all the info in notes/custom fields are lost in booking email. Can I only see this when logging in online to the booking system
  • Can I get the booking added to an additional mailbox/calendar - eg our main admin email account so that we can see all bookings in one outlook calendar. OR could this email address be cc in with the ics meeting attachment so the meeting can be added to a calendar.

I know the bookings system is meant for personal time slots, rather than meeting room use, so not the ideal tool for the job, but as we are a charity I'm trying to use what we have free access to to create a usable booking system!

Thank you for any help - even if its just to let me know what I'm attempting is not possible as it will stop any more hours of experiementing! Thanks.

Outlook | Windows | New Outlook for Windows | For home

Locked Question. This question was migrated from the Microsoft Support Community. You can vote on whether it's helpful, but you can't add comments or replies or follow the question.

0 comments

2 answers

Sort by: Most helpful
Most helpful Newest Oldest
  1. Anonymous
    2024-09-13T04:36:44+00:00

    Thank you for the quick reply.

    I do not get the option to add from Room List, only from the directory, and the rooms don't show in there.

    Do I need to do something in the Admin settings to make the room list appear?

    Thanks.

    1 person found this answer helpful.
    0 comments
  2. Anonymous
    2024-09-12T20:20:00+00:00

    Dear JoMoYMCA

    Good day! Thank you for posting to the Microsoft community. We will be happy to help you!

    First of all, we regret for the inconvenience caused to your work. Based on your description, I have a general understanding of your question, please kindly refer to:

    • About your first question, yes, it is possible to view resource mailbox calendars in Outlook. To do this, you can follow these steps:
      • In the Outlook client, click on the Calendar.
      • Right-click on "My Calendars," then click on "Add Calendar" and select "From Room List…".
      • Select the resource name in the directory window and click "Rooms".
      • Click "OK" and the resource calendar will be listed under "Other Calendars" for any user who opens it

    In addition, about your second and third question, since your question is related to Bookings, but our forum lacks the tools and permissions to solve Bookings problems, in order to better help you and not waste more of your time, I recommend that you also try to ask questions in Microsoft Bookings - Microsoft Community Center. The technical engineers there specialize in Bookings issues, and the experts will focus on the query to help you further.

    Thank you in advance for your understanding. Your patience and cooperation will be greatly appreciated. I hope all the best!

    Sincerely

    Kerry Chen | Community Moderator

    1 person found this answer helpful.
    0 comments