Exchange Conference room resource declines meeting about 10 minutes after the meeting starts and is removed from the resource calendar allowing meetings to be booked over each other.

Question

Exchange Conference room resource declines meeting about 10 minutes after the meeting starts and is removed from the resource calendar allowing meetings to be booked over each other.

Mike McCune 5

We are scheduling a conference room as the location for a meeting through my calendar with another user to test. The room accepts the meeting and then appears on both recipients calendars along with the rooms calendar. The issue we are experiencing is the meeting is from 1-2 at 1:10 the resource declines the meeting after it has already been accepted and started. This decline is causing issues where users think the room is free as the meting is removed from the resource after the decline message is sent out. We are using auto booking policy and there is not a user delegate over this room to allow/decline. Has anyone else faced this issue with a conference room resource?

2 answers

Your answer

Answer 1

Kael Yao 37,751 Moderator

Hi @Mike McCune,

Does this issue only occur on this specific room mailbox?

If yes can this issue be reproduced constantly?

If the issue can be reproduced constantly,

in the room mailbox (inbox or delete items folder) can you find any emails that update or cancel the meeting?
have you configured the room mailbox on some meeting room devices?
please post the result of the cmdlet Get-CalendarProcessing -Identity "room mailbox" in Exchange Online Powershell

If possible I would suggest testing with another room mailbox and other users to see if the issue persists.

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Mike McCune 5 Reputation points

2023-10-20T12:04:11.0366667+00:00
We are able to re produce this issue with scheduled test meetings

Yes this issue is only occurring with one room.

We are using Meetio on a meeting room device.

Results of the cmdlet are AutomateProcessing AutoAccept
Kael Yao 37,751 Reputation points Moderator

2023-10-23T01:32:44.11+00:00
Thanks for the information.

Sorry please post the result of this cmdlet:

Get-CalendarProcessing -Identity "room mailbox" | fl

Besides, have you configured other room mailboxes on Meetio devices?

If not, to narrow down this issue, I would suggest configuring another room mailbox on this Meetio device to see if the issue persists.
Mike McCune 5 Reputation points

2023-10-23T16:44:05.26+00:00

AutomateProcessing : AutoAccept

AllowConflicts : False

AllowDistributionGroup : True

AllowMultipleResources : True

BookingType : Standard

BookingWindowInDays : 730

MaximumDurationInMinutes : 1440

MinimumDurationInMinutes : 0

AllowRecurringMeetings : True

EnforceAdjacencyAsOverlap : False

EnforceCapacity : False

EnforceSchedulingHorizon : True

ScheduleOnlyDuringWorkHours : False

ConflictPercentageAllowed : 0

MaximumConflictInstances : 0

ForwardRequestsToDelegates : False

DeleteAttachments : True

DeleteComments : False

RemovePrivateProperty : False

DeleteSubject : False

AddOrganizerToSubject : False

DeleteNonCalendarItems : True

TentativePendingApproval : True

EnableResponseDetails : True

OrganizerInfo : True

ResourceDelegates : {}

RequestOutOfPolicy : {}

AllRequestOutOfPolicy : False

BookInPolicy : {}

AllBookInPolicy : True

RequestInPolicy : {}

AllRequestInPolicy : False

AddAdditionalResponse : False

AdditionalResponse :

RemoveOldMeetingMessages : True

AddNewRequestsTentatively : True

ProcessExternalMeetingMessages : False

RemoveForwardedMeetingNotifications : False

AutoRSVPConfiguration : Microsoft.Exchange.Data.Storage.AutoRSVPConfiguration

RemoveCanceledMeetings : False

EnableAutoRelease : False

PostReservationMaxClaimTimeInMinutes : 10
Mike McCune 5 Reputation points

2023-10-23T16:44:47.0866667+00:00

Yes we use Meetio on multiple rooms and have not had an issue Meetio has no power to decline meetings.
Kael Yao 37,751 Reputation points Moderator

2023-10-24T01:23:21.4266667+00:00

The room settings seem normal.

To narrow down this issue, can you configure another room mailbox on this device?

Besides, can you find emails in this room mailbox related to the cancellation of this meeting (for example in inbox, sent items, deleted items folders)?
Mike McCune 5 Reputation points

2023-10-24T12:59:12.16+00:00

Yes, I get an email from the room declining the meeting after the meeting has started causing others to book over each other. We already have other rooms configured using Meetio and have not run into this issue with any of them.
Kael Yao 37,751 Reputation points Moderator

2023-10-25T06:32:27.26+00:00

What is the reject reason in the email?

For example, "The invitation was declined because it occurred in the past.".

If other room mailboxes on Meetio don't have such issue, please re-create the room mailbox and re-configure it on the device, see if the issue persists.
Kael Yao 37,751 Reputation points Moderator

2023-10-27T09:14:16.7433333+00:00

Hi,

I am writing here to confirm with you how thing going now?

Please let us know if you would like further assistance.

Answer 2

Courtney 0

I am having a similar issue at the moment, I have posted to the Microsoft Community forum - please see the link here - https://answers.microsoft.com/en-us/outlook_com/forum/outlk_win-outtop_classic-outsub_ofb/outlook-resource-calendar-shortening-to-10-minutes/78f009d6-3785-4e8e-b9af-7ded6107abba?rtAction=1729171761974
Exchange2

I am wondering if the PostReservationMaxClaimTimeInMinutes - has anything to do with the issue.

Kind regards,

Courtney.

Courtney 0 Reputation points

2024-10-17T14:24:14.82+00:00

Also to note, this is happening on every Resource we have, bar from two - there are no differences between any of the settings.

Our meeting rooms are managed by delegates, who accept or decline the meetings.

I have spoken to our Room Booking Panel system, as you can also book out rooms using panels outside, but they have confirmed that this isn't a thing their system can do.

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Exchange Conference room resource declines meeting about 10 minutes after the meeting starts and is removed from the resource calendar allowing meetings to be booked over each other.

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