Recurring Meeting Support

We now support recurring meetings better than ever before! Leveraging Microsoft's Exchange and Office365 environment is something that most global enterprises see as the best way to support their meetings and emails.

With that also comes the support of recurring meetings, an important part of meetings in any business. This can be quarterly board meetings, team meeting, performance reviews, etc. When using Exchange as your backbone, it can inherently be difficult to support recurring meetings due to the underlying data model.

AskCody can help you with that! With a simple Powershell command and along with the Workplace Add-in, you can easily book recurring meetings. If there is a conflict, it will let you know after booking the meeting space and then for that instance, you can choose a different room.

Here is how you would connect to Powershell: https://help.onaskcody.com/hc/en-us/articles/115000588385-How-do-I-connect-to-Exchange-using-Remote-PowerShell-

The settings you want to enable in Powershell are the following:

-MaximumConflictInstances

The MaximumConflictInstances parameter specifies the maximum number of conflicts for new recurring meeting requests when the AllowRecurringMeetings parameter is set to $true. Valid input for this parameter is an integer from 0 through INT32 (2147483647). The default value is 0.

If a new recurring meeting request conflicts with existing reservations for the resource more than the number of times specified by the MaximumConflictInstances parameter value, the recurring meeting request is automatically declined. When the value is 0, no conflicts are permitted for new recurring meeting requests.

Type: Int32
Position: Named
Default value: None
Accept pipeline input: False
Accept wildcard characters: False
Applies to: Exchange Server 2010, Exchange Server 2013, Exchange Server 2016, Exchange Online

 

-ConflictPercentageAllowed

The ConflictPercentageAllowed parameter specifies the maximum percentage of meeting conflicts for new recurring meeting requests. Valid input for this parameter is an integer from 0 through 100. The default value is 0.

If a new recurring meeting request conflicts with existing reservations for the resource more than the percentage specified by this parameter, the recurring meeting request is automatically declined. When the value is 0, no conflicts are permitted for new recurring meeting requests.

Type: Int32
Position: Named
Default value: None
Accept pipeline input: False
Accept wildcard characters: False
Applies to: Exchange Server 2010, Exchange Server 2013, Exchange Server 2016, Exchange Online

 

Powershell Command:

To apply to a single room:

Set-CalendarProcessing -Identity "Room1@testing.com" -ConflictPercentageAllowed "XX" -MaximumConflictInstances "X"

To apply to all rooms:

Get-MailBox | Where {$_.ResourceType -eq "Room"} | Set-CalendarProcessing -ConflictPercentageAllowed "XX" -MaximumConflictInstances "X"

 

Example

Set-CalendarProcessing -Identity "Room1@testing.com" -ConflictPercentageAllowed "40" -MaximumConflictInstances "6"

Get-MailBox | Where {$_.ResourceType -eq "Room"} | Set-CalendarProcessing -ConflictPercentageAllowed "40" -MaximumConflictInstances "6"

 

So, for example, say a room mailbox is configured with the following settings: 

ConflictPercentageAllowed : 40
MaximumConflictInstances : 6

  1. A recurring meeting request which repeats 10 times (10 instances) is sent to the mailbox. Now let's suppose 5 out of 10 (or half) of the instances for that recurring meeting occur at the same time other meetings are scheduled in the calendar. In this case, the 50% conflict ratio exceeds the ConflictPercentageAllowed setting of 40.
    The result: The entire meeting request is rejected and the room sends a message back to the meeting organizer with the subject Declined All. The five conflicting instances are declined, as are the other five instances that didn't conflict with another meeting.

  2. Another meeting request is sent where there are 100 instances of a recurring meeting and 10 of them conflict with existing bookings. In this case the ConflictPercentageAllowed is not exceeded by the 10% conflict rate. However, we exceed the MaximumConflictInstances setting of 6.
    The result: Once again, the entire meeting request is rejected and all 100 instances are declined.

  3. For our last example, a recurring meeting request comes to this room where there are 10 instances and only 2 of them conflict with existing bookings. 
    The result: Since we don't exceed either MaximumConflictInstances or ConflictPercentageAllowed, the room mailbox accepts the recurring meeting request series but declines to book the two instances that conflict. The meeting instances that don't conflict are accepted and booked and the room sends three emails back to the organizer, one with Accepted in the subject stating the recurring meeting request was accepted, and two with Declined in the subject for the two conflicting instances.

    1. This is the email response from Exchange for the overall series:
    2. This is the Exchange response for the individual occurrence when it gets declined.
    3. The next step would be to go into the declined occurrence, use the Workplace add-in and find a different room for that occurrence.

So by these examples, we see how a recurring meeting request with conflicting instances can be accepted or declined based on the calendar processing settings. However, it's important to repeat that a recurring meeting request instance that conflicts with another booking is ALWAYS declined.

 

 

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