In the world of room scheduling, recurring meetings are the biggest culprits of no-show meetings. If you're ready to wield the power, follow this guide to learn how to create recurring meetings.
Note
Full recurrence add/edit support is available for Microsoft calendars. Users can create a recurring event and edit/delete an instance or the entire series in Robin.
Robin will check the availability of the next 15 instances before allowing you to book the space, and then we’ll enforce that event series for the next year (if there is not a specified end date). Meaning users cannot book over your event, and we will keep you clear of conflict.
Keep in mind that if there is a conflict after the 15th instance, then the resource calendar will decline the invite for that instance.
Recurring events on the web dashboard
1. Navigate to the Office tab to find a room to book to open the event composer.
2. In the event composer, select the dropdown "Does not Repeat".
3. Use the menu to select how often the event should repeat: daily, weekly, MWF, monthly, etc.
- Robin will detect a space's availability for the first 15 instances and let you know if there are any conflicts.
- If a conflict is detected within that window, the Change button will display a list of alternative spaces that can accommodate the entire event series.
4. When you're done filling out the event details, click Book now.
A few things to keep in mind about space availability
When looking for space availability for recurring events:
- If the space is not available for the 1st instance, the space will show as unavailable.
- If more than 3 instances within the 15 instance window have conflicts the space will show as unavailable.
Recurring events on the mobile app
Scheduling a recurring event from the mobile app is very similar to how you create a recurring event in the Robin web dashboard via the event composer.
- To open the mobile event composer, tap the + action button.
- Tap Book a space.
- Set your meeting criteria using the menu at the top.
- Tap a space to book.
- Tap New event.
- On the event composer, tap More options > Repeat.
- Select how often you want your meeting to repeat or customize it.
- Tap Done and finish filling in your event details.
- Tap Create to complete your booking.
Recurring events on the Outlook add-in
Remember, when you book a meeting using the Robin add-in you're actually booking in Outlook still. Events booked through the add-in have the same behavior as booking via Outlook Calendar. Therefore, the ability or inability to book a recurring event is based on your Outlook calendar configurations, not Robin.
When you're creating a recurring event, the Robin add-in will check for conflicts and communicate which spaces have future conflicts. The actual event creation depends on your organization's Outlook configurations. If you book a space with notable conflicts keep a look out for a room rejection email notification for the conflicting instances in the series or potential double bookings.
FAQ
Q: How do I edit or delete a recurring event?
You can edit or delete a single event or the entire event series. Learn how here.
Q: What happens if the organizer of a recurring space booking becomes deactivated or deleted?
Robin uses the resource calendars as the source of truth, so any event that the user is an organizer of will exist in Robin until it's removed from the native calendar system, which will then remove it from Robin.