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Type Features

ProblemBooking Approval: How can I approve/decline resource booking in Calendar Browser?

Booking Approval: How can I approve/decline resource booking in Calendar Browser?

Resource Booking approval or decline is a feature of the Exchange Server room/resource type mailbox. This feature can also be used in Calendar Browser.


The Exchange Admin needs to follow these instructions:

Room Type Mailbox in Exchange Server

Add a room type mailbox (which should be already created on the Exchange Server) to Calendar Browser. In this example we are using a room mailbox called "ConferenceRoom". Description of Seats and Rates can also be defined here for the ConferenceRoom.

Exchange Server Settings

When you have clicked OK, the 'ConferenceRoom' will show up in the Calendar Browser group in Outlook.

Resource Calendar in Outlook

On the Exchange Server, right click on the room type mailbox (ConferenceRoom) and select properties. A dialog will open. Under the Resource Policy tab, click Add" and add one or more Exchange Server users (delegates), who will have the responsibility to approve/decline requests.

Add Delegates on the Exchange Server

Under the Resource In-Policy Requests tab in the 'ConferenceRoom' Properties dialog, the Exchange Server Admin can specify what users should be able to book the 'ConferenceRoom' resource without approval from a delegate – automatically approved – and what users will have to wait for an approval by a delegate when booking.

Add recepient on the Exchange Server

Booking and approval

Users book resources as usual with Calendar Browser. When a user who needs an approval books a resource, a request for a resource booking is automatically sent to the delegates. The user gets a message that the request was received and is pending approval.

Test request to the user

The previously defined delegates will receive the meeting requests for the ConferenceRoom bookings directly in their inbox. One of the delegates accepts or declines the request.

Meeting request alert at delegate's end

When the request is accepted, the delegate opens the booking in the Calendar Browser calendar and adds the Calendar Browser properties, like Project and Supplies. Now the booking is completed.

Resource Calendar in Outlook after acceptance from delegate

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