Automated Resource Account - Information and Use

Summary

An Automated Booking Resource account can provide a quick response (accept or decline) to requests for scheduling conference rooms and equipment. Not all conference rooms and equipment in Outlook are set up for automated booking. Read below for a full list of automated booking account options and functionality.

Automated Booking Resource Accounts - FAQ

Can I log in directly to a Resource Account?

No. The Moderator manages the account through their own Outlook Calendar view or Calendar groups. To learn more, view the Managing Rooms guide.

How do I request a new Automated Booking Account?

If you are the person responsible for managing a room or equipment resource, please visit Link update request new automated resource/ room account link (TDX process under development). From there, you can request a resource account for Rooms or Equipment.

How do I change an Automated Resource?

Contact the KU IT Customer Service Center at 785-864-8080 or itcsc@ku.edu.

Who is authorized to send meeting requests to schedule rooms?

Any KU Outlook user is permitted to send a meeting request to schedule a resource displayed in Outlook. Depending on room availability, and how the room permissions are configured, the request may be automatically accepted, automatically denied, or submitted to a Moderator.To learn more, view the Scheduling Rooms guide.

How do I schedule a meeting that is configured as an Automated Booking Account?

See instructions in Scheduling a Meeting Using an Automated Resource Booking Account.

What if my meeting request is Declined by the room?

Review the information provided in the scheduling response. Use of the room or equipment may be restricted to a particular department or group, or the resource may have already been booked.

Does the "Room Finder" tool work for this kind of account?

Yes, the Outlook 2010 Room Finder feature works the same as previously.

My attendees have not received the meeting request. Why?

Not all rooms are configured for automated booking. Rooms that are NOT configured for automatic booking must be manually reviewed by the Moderator before the request goes to attendees.

What about equipment such as vehicles or projectors? Does the process change?

No. Automated resource accounts can also be created for equipment. You will select equipment the same way you add an individual. If you have problems finding equipment, search the Global Address List.

For more information about Automated Resource Accounts.

Automated Resource Accounts

If you schedule a meeting that includes a room and do not receive an immediate response, that room may not be converted yet. If a room you use has not been converted, please contact your departmental technical support staff to request that transition.

Automated Resource Accounts allow you to schedule rooms when settings up meetings in Outlook. This includes the functionality to see when a particular room is booked and includes the ability to moderate requests for rooms if desired. To view more details about automated resource accounts, view KB0010729, "Automated Booking Resource Accounts - Q&A"

**For Resource Account Users:** To schedule a meeting using and Automated Booking Resource see the instructions below

**For Resource Account Moderators:** There are 3 different types of room management:

Moderated: Requests to reserve the room must be approved or denied by the designated Moderator.
Self-service group(s): Requests are automatically accepted for designated groups. Requests from people not in those groups can be manually reviewed or automatically denied.
Self-service for all: Requests from any user are automatically approved.

To make changes to an Automatic Resource:

Contact the KU IT Customer Service Center (contact info below).

Scheduling a Meeting Using an Automated Resource Booking Account

If you schedule a meeting and do not receive an immediate response, that room may not be converted yet. If a room you use has not been converted, please contact your department support staff to request that transition.

Conference rooms and check-out equipment can now be managed as Automated Resource Booking Accounts. Automated Resource Booking Accounts are a special kind of account that manage equipment or rooms.

Open Oultook.
Select New Items and choose New Meeting.
Switch to Scheduling Assistant view within the meeting request.
Add your meeting Attendees as usual. If you need to include equipment, you will select the equipment resources as attendees the same way that you add an individual. If you have problems finding equipment, search the Global Address List.
Choose Add Rooms to select your meeting room.
Select the room(s) you need for your appointment in the room finder window and click OK.
- The room will display in the attendees window with the room icon, indicating it is a resource account.
Complete your meeting request and click Send.

When the room is booked successfully you will receive a meeting acceptance or decline based on the availability and configuration of the room.

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Automated Resource Account - Information and Use

Summary

Automated Booking Resource Accounts - FAQ

Automated Resource Accounts

If you schedule a meeting that includes a room and do not receive an immediate response, that room may not be converted yet. If a room you use has not been converted, please contact your departmental technical support staff to request that transition.

**For Resource Account Users:** To schedule a meeting using and Automated Booking Resource see the instructions below

**For Resource Account Moderators:** There are 3 different types of room management:

Moderated: Requests to reserve the room must be approved or denied by the designated Moderator.

Self-service group(s): Requests are automatically accepted for designated groups. Requests from people not in those groups can be manually reviewed or automatically denied.

Self-service for all: Requests from any user are automatically approved.

To make changes to an Automatic Resource:

Contact the KU IT Customer Service Center (contact info below).

Scheduling a Meeting Using an Automated Resource Booking Account

Article Changelog

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Updating...

Automated Resource Account - Information and Use

Summary

Automated Booking Resource Accounts - FAQ

Automated Resource Accounts

If you schedule a meeting that includes a room and do not receive an immediate response, that room may not be converted yet. If a room you use has not been converted, please contact your departmental technical support staff to request that transition.

For Resource Account Users: To schedule a meeting using and Automated Booking Resource see the instructions below

For Resource Account Moderators: There are 3 different types of room management:

Moderated: Requests to reserve the room must be approved or denied by the designated Moderator.

Self-service group(s): Requests are automatically accepted for designated groups. Requests from people not in those groups can be manually reviewed or automatically denied.

Self-service for all: Requests from any user are automatically approved.

To make changes to an Automatic Resource:

Contact the KU IT Customer Service Center (contact info below).

Scheduling a Meeting Using an Automated Resource Booking Account

Article Changelog

Deleting...

**For Resource Account Users:** To schedule a meeting using and Automated Booking Resource see the instructions below

**For Resource Account Moderators:** There are 3 different types of room management: