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Prevent resource double-booking
We have 7 conference rooms setup in AD. They are configured in outlook to prevent double booking when invited to a meeting. Some users still double book by directly editing the calendar itself. I have tried removing create and view rights but they can't book the resource at all that way. Is there a way to keep users from being able to directly edit the calendar while still allowing them to book the resource?
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This is the way they were instructed to do this.
To set up a meeting:
Be in your Calendar
Select Actions (from top menu)
Plan a Meeting
Add Others
Add from address book
Select Conference Room and place in resources
Select people invited to your meeting and place their name in appropriate place "Required" or "Optional"
Add details, time, subject etc.
Send
This works fine. The problem is not all users are doing this (of course) and we are looking for a way to prevent them from doing it any other way.
To set up a meeting:
Be in your Calendar
Select Actions (from top menu)
Plan a Meeting
Add Others
Add from address book
Select Conference Room and place in resources
Select people invited to your meeting and place their name in appropriate place "Required" or "Optional"
Add details, time, subject etc.
Send
This works fine. The problem is not all users are doing this (of course) and we are looking for a way to prevent them from doing it any other way.
That's basically the same thing as completing a meeting request. I would certainly suggest looking at the auto accept agent as we use it and only have read access to the calendars therefore if we select File > Open > Other Users Folder and open the meeting room calendar we can't manually add a meeting and therefore cannot double book as the auto accept agent won't allow this.
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How do your users book the resource? We normally have them only book resources via a meeting request sent to the resource mailbox. Therefore our users only have view access to open the calendar so they can see what's booked but to book a time they need to create a meeting request and include the resource mailbox as an attendee.
The resource mailbox is set to accept, etc via outlook. You can also consider using the auto-accept agent: -
http://technet.microsoft.com/en-us/library/aa996253.aspx