Cancel room reservation with Outlook Add-In (Web)

Sometimes a meeting has to be canceled.

Options in eTASK SmartReservation with the eTASK Outlook Add-In (Web):

• FM Portal

• Outlook Web Access

All mobile apps with an interface to Microsoft Exchange

Note: Currently, it is no longer possible to make changes to a room booking after it has been made. However, this functionality will be available in the future.

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 Outlook

The easiest method is to cancel directly from Outlook:

Delete or cancel the appointment

1. Open the appointment with the room booking in your Outlook calendar.

2. Click Cancel or Delete Appointment.

3. Select Send cancellation email (recommended so that participants are informed).

4. Confirm the deletion.

The eTASK add-in detects the appointment deletion and automatically cancels the room booking in the eTASK FM portal.

Cancellation via the Add-In

Alternatively, you can also cancel directly in the add-in:

1. Open the appointment with the room booking.

2. Click the eTASK icon to open the add-in.

3. You’ll see the current booking with a Cancel button.

4. Click Cancel.

5. Confirm the cancellation.

Note: The cancellation is final and cannot be undone. Make sure you are canceling the correct booking.

Cancellation in the Portal

If you don’t have access to Outlook, you can also cancel directly in the eTASK FM portal:

1. Click on the Service List tab.

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

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

4. Click on "Cancel Booking" 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.

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.

What happens when a cancellation is made?

When a cancellation is made, the following occurs:

• The room booking is marked as canceled in the eTASK FM portal

• The room is released again and can be booked by others

• Any catering that has been ordered is canceled (if still possible—please note cancellation deadlines!)

• All participants receive a cancellation email (if you selected this option)

Note on catering: Catering orders are often subject to cancellation deadlines (e.g., 24 hours before the meeting). Late cancellations may still be charged. Check your company’s policies.

Possible issues with cancellation

Cancellation does not work:

• Make sure you are the organizer of the event.

• Check whether you have the permissions to cancel.

• If you encounter problems, contact your IT administrator or use the portal.

Catering was not canceled:

• Check whether the cancellation deadline has already passed.

• Contact the catering department for a manual cancellation.