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Cancel room booking

Smart Reservation

IC1292
Outlook Addin Classic
Outlook Addin Web
Smart Reservation

Depending on whether you have the eTASK.Outlook add-in installed, you have different options for canceling a room reservation.

Options in eTASK.SmartReservation:

  • FM Portal only

Options for eTASK.SmartReservation with the eTASK.Outlook add-in:

  • FM Portal

  • Outlook

  • Outlook Web Access

  • All mobile applications with an interface to Microsoft Exchange

Prerequisite

  • The cancellation period for the meeting room has not yet begun

Note: If you cancel a meeting with a beverage reservation and the cancellation deadline for the beverages is not met, the meeting will be canceled, but the beverages will still be charged.

Procedure in the FM Portal

  1. Click on the Service List tab.

  2. Select the Room Reservation service type in the top right corner. The reservations that have not yet expired will be displayed.

  3. Double-click on the meeting you want to cancel.

  4. Click on Cancel Reservation and confirm the message.

The booking has been canceled. At least the organizer will receive a confirmation from the FM Portal and, if applicable, from the Exchange Server.

Note: If the booking was made via the eTASK.SmartReservation Outlook add-in and you are not the meeting organizer, the individual participants will not receive any notification of the change.

Procedure in Outlook and all mobile apps

Remove the meeting from your calendar and send the cancellation.

The booking has been canceled. You will receive a confirmation email from the FM Portal and, if applicable, from the Exchange Server. All participants will also receive a cancellation notice.

Note: If, due to your room configuration, the booking is automatically recreated in Outlook—including the approval—after a cancellation, the booking will also be recreated in the FM Portal. If this behavior occurs, it is not an error in the eTASK.FM Portal, but rather an incorrect room configuration in Microsoft Exchange.

Note: If the room booking was made via the Outlook add-in using a shared mailbox, the cancellation can only be performed by a person who is designated as the 📄 Raumverantwortliche IC9048 for the corresponding meeting room.

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