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.
A few things to keep in mind about space availability
When looking for space availability for recurring events:
- If a room is not available for the 1st instance, the space will show as unavailable.
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If there are 1 or more instances within the 15-instance window that have conflicts:
- Web dashboard - A room displays a conflict warning message and appears as unavailable or unbookable.
- Outlook Add-in - Today, there’s no warning message if there are any conflicts, but the room immediately declines the (entire) recurring event invite, even if there’s only one conflict.
Recurring events on the web dashboard
1. Navigate to the Office tab or the Meeting Rooms schedule page to find a room to book, and open the event composer.
2. In the event composer, select Does not Repeat.
3. Choose how often the event should repeat: daily, weekly, MWF, monthly, custom, etc.
4. When you're done filling out the event details, click Book now.
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 exhibit the same behavior as those booked via Outlook Calendar. Therefore, the ability or inability to book a recurring event is based on your Outlook calendar configurations, not Robin.
The actual event creation depends on your organization's Outlook configurations. Be aware that you may receive a room rejection email notification immediately after booking a room if Outlook detects any meeting conflicts.
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.