When you cannot edit a meeting in your office, you can still update the room's version of it in certain situations. Only the room's version changes, and the organizer and attendees keep the meeting as it was.
How the room's version works
Google and Microsoft give each person and each room on a meeting their own version of it. When the organizer changes the meeting, every version changes.
When you update the room's version, nothing else changes. The organizer and the attendees do not see your change, and Robin, Google and Microsoft do not notify them. If the meeting has more than one room, the other rooms do not change.
This table shows who sees each change:
| Who makes the change | The room | The organizer and attendees |
|---|---|---|
| The organizer | Sees the change | See the change |
| You, in the room's version | Sees the change | Do not see the change |
When to update the room's version
Usually, only the organizer can change a meeting. To change it for you, Robin needs access to the organizer's calendar, and that access depends on how your organization connects its calendars. The room's version lets admins and other people who manage a room take care of the meetings in it.
For example, you can update the room's version to:
- End a meeting early or shorten it, so other people can book the room.
- Move the meeting to another time for the room.
- Change the meeting's title or description for the room.
Before you update the room's version
The organizer and the attendees still see the meeting as it was. For example, you shorten a 60-minute meeting to 30 minutes in the room's version. The room is free after 30 minutes, but the attendees' calendars still show 60 minutes. Let the organizer know about your change, so they can plan around it.
The organizer's changes take priority. If the organizer changes the meeting after you, their change can replace your update to the room's version. To change the meeting for everyone, see Make changes that reach everyone.
Who can update the room's version
To update the room's version, you need the Manage events permission for the room, or you must have created the meeting in Robin. The room must be connected to a calendar. By default, admins have the Manage events permission for every room, and location admins have it for the rooms in their locations. See Add permissions to a role.
The room's version is a fallback. If you can change the organizer's meeting, Robin always gives you that option first, and your change reaches everyone. You can change the organizer's meeting in these cases:
- You are the organizer.
- You can edit the organizer's calendar as their delegate.
- The room is the organizer, and you created the meeting in Robin.
- The room is the organizer, and you have the Manage events permission for every room on the meeting.
What you can change in the room's version
When you can change only the room's version, the event composer shows a warning before you save. If the meeting is private, you can change only its time. In the event composer, you cannot change the meeting's guests or rooms. You may still be able to add or remove rooms in other parts of Robin.
Make changes that reach everyone
To change the meeting for everyone, ask the organizer to change it. You can also change the organizer's meeting yourself in 2 ways.
Get delegate access to the organizer's calendar
The organizer can give you delegate access, so you can edit their calendar in Google Calendar or Outlook. Connect your own work calendar to Robin, so Robin can use that access. Your changes to the organizer's meetings then reach everyone. See Connect your work calendar.
Let Robin change meetings through the booking account
Admins can let Robin change other people's meetings through the booking account. People with the Manage events permission for every room on a meeting can then change the organizer's meeting, and the change reaches every attendee.
To let Robin change meetings for everyone:
- Give Robin's booking account access to the calendars of the people in your organization. For Google Workspace, see Set Google permissions to edit calendar events. For Microsoft 365, see Understanding permissions with Microsoft 365 enterprise apps.
- In the web dashboard, select Settings > Integrations.
- Select Google Workspace or Microsoft 365.
- Turn on Allow event management via booking account.