We have a technical overview of which settings we support. But unless you're an expert on Exchange, it can be hard to know which ones you need.
All these changes need to be made in Exchange. During the next synchronization, Planner will read this setting and use it going forward.
Table of content
- How far in the future can you book the meeting room
- How to set up Exchange, so Planner supports recurring meetings where the meeting room is only available for some meetings
- How to restrict meeting rooms to specific people, also known as Planners Vip feature
- How to set up approval – or request in policy
How far in the future can you book the meeting room
This setting deserves an honorary mention as it can alleviate a lot of future issues. If a user leaves your organization, it can be hard to delete their future meetings. By limiting how far in the future they can book, you can limit how many empty meetings will be in the system when a user leaves.
Booking far into the future also means you might forget about your booking and have a meeting room that you don't use. To avoid this, we recommend our feature Room cancellation that emails you a few days ahead of your meeting and asks you if you still require the meeting room. This can open up pre-booked meeting rooms that won't actually be used.
BookingWindowInDays parameter specifies the maximum number of days in advance that the resource can be reserved.
Valid input is an integer from 0 through 1080. The default value is 180 days. The value 0 means today.
How to set up Exchange, so Planner supports recurring meetings where the meeting room is only available for some meetings
This is affected by the two Exchange settings:
Do not touch “AllowConflicts” as it allows double bookings
ConflictPercentageAllowed is based on percentages. If you want to enable a 20% maximum conflict, then the value should be 20. It means that a meeting series with 10 meetings can have 2 conflicts, since 2 is 20% of 10. This setting is more flexible for series with more meetings in them, such as daily meetings.
MaximumConflictInstances is based on numbers. No matter how long your series is, it can only have a certain number of conflicts. If you fill in 5 then a series with 25 meetings are allowed 5 conflicts. And a series with 50 meetings is also only allowed 5 conflicts.
When Exchange creates a meeting series, it will assume that the meeting room is available for all instances of the series. This means that the location field will contain the original meeting room unless updated. This can lead to confusion about what meeting room you have on a given meeting and is an Outlook problem Planner can't overrule. If you open your meeting and then save it, the location field will get updated.
Because of this issue, consider limiting the amount of conflicts (which means instances in the series that have a different meeting room than the original) to reduce confusion. Pronestor can support a 100% conflict rate, but as mentioned it might cause confusion with the location field.
How to restrict meeting rooms to specific people, also known as Planners VIP feature
Fill in a list of users in the field BookInPolicy. Users in this list will be able to book the meeting room. Users not in the list will not be able to book the meeting room and won't see the meeting room if booking through Planner.
You can also use ad groups to maintain the list. This can make it easier to maintain several meeting rooms with BookInPolicy.
How to set up approval – or request in policy
To set up a meeting room that everyone can book tentatively and requires approval is done with two settings in Exchange.
RequestInPolicy is a list of users who are allowed to book the meeting room.
ResourceDelegates is a list of users who can approve a booking in the meeting room.
Both lists support using AD groups for easier management.
Pronestor handles the booking of a meeting room with approval, just like Outlook. When a user books the meeting room, they have it unless it is rejected.
Outlook sends the approver an email each time a meeting room is booked. But Planner has a nice overview to let you see all the bookings that require approval, so you can have an overview.
Note that to access the view in Planner, the approvers have to have the Planner right called facility manager.
Do not use the setting RequestOutOfPolicy as Planner does not support it, and you will have issues.