#28121 Calendar Permissions

Created from Lead: https://artichoke.shield.syncromsp.com/leads/25895949/convert

Hi Peet,

I am wondering who is the owner of the calendars/email accounts associated with the Conference Room, Main Office, and Storage Room. I am currently under the impression that that is Leidy, but either way, is it possible for me to be put as the owner so I can access the settings?

Also, we are ready to fully transition to teams and remove our slack accounts as you see fit / have time.

--

Keeza Leavens

Office Coordinator

Missoula Economic Partnership

(406)541–6461

[email protected]

https://www.missoulapartnership.com/

500 N Higgins Ave, Missoula, MT 59802

Keeza,

MEP has 3 Exhange Resource Accounts ... Conference Room ([email protected]),
Main Office ([email protected]), and Storage Room ([email protected]). These are not shared calendars in the traditional sense. They are entities that are invited to meetings. That is, if you'd like to book the Conference Room, you create an event and invite "[email protected]". If there's no conflict, it auto accepts the request and blocks off the time. If you uninvite the account the resource is freed up.

Since there is no delegation involved in accepting invitations for the Resource Accounts, they accept any non-conflicting invitations and don't have any sort of "owner" or "manager".

I took ownership of the Slack instance as mepadmin and have disabled all users in the instance. I've left the instance active but in 45 days no content will be available without purchasing licensing.

Cheers.Peet

Good to know, thank you!

These calendars have been sending Grant and I “Meeting Request” Emails, stating that Grant has accepted the meeting request. We get them every morning for the reoccurring meetings we have, and also every time someone makes an event on those calendars to book the space. Can we stop these notifications?

From: Artichoke Support - Peet <[email protected]>
Date: Tuesday, June 18, 2024 at 3:22PM
To: Keeza Leavens <[email protected]>
Cc: Grant Kier <[email protected]>
Subject: Calendar Permissions (message id: 82871673)

I appreciate that is happening, but it really doesn't make sense unless someone created the event directly within the Resource Account calendar. Is it possible that the emails that are being received are notifications that the account has accepted the meeting request, not that Grant or you are accepting a meeting request?

It's the room telling you it's accepted your request and not that Grant your You have accepted a request, the cause is the default booking time. If the event repeats past the default booking time (180 days), then each day that becomes available, the Resource account will automatically let you know that you've booked the room.

If you'd like to schedule more than 6 months out, Resource Accounts can automatically accept invitations as far out as 1080 days. However, if the default 180 days is changed, the account will no longer accept any invitation that does not have an end date within the defined limit.

How would you like to proceed? Keep the defaults and allow "forever" repeating events? Define a limit (365 Days?) and ensure any repeating events fall within that limit?

Thanks.Peet

So, if we book the room within that 180 day limit, it won’t send us that email everyday?

From: Artichoke Support - Peet <[email protected]>
Date: Wednesday, June 19, 2024 at 10:29AM
To: Keeza Leavens <[email protected]>
Cc: Grant Kier <[email protected]>
Subject: Calendar Permissions (message id: 82871673)

Yes, because there will only be one required interaction for the event. WIthout enabling auto-declining, events booked outside of that window need to be accepted every day that they become available.

However, If you don't need to create events with never-ending repeat, I'd recommend setting it to 365 days and automatically declining all events that attempt to book outside that window.

Cheers.Peet

Let’s set it to 365 days and I will make sure events are booked within that timeframe.

From: Artichoke Support - Peet <[email protected]>
Date: Wednesday, June 19, 2024 at 10:37AM
To: Keeza Leavens <[email protected]>
Cc: Grant Kier <[email protected]>
Subject: Calendar Permissions (message id: 82871673)

I can only assume that once set, the calendar will auto-decline any event that it has previously accepted that has an end date past 1 year, and will need to be re-invited once the event's end date is changed to be acceptable.

Would you like me to proceed?

Cheers.Peet

Okay, let’s just wait and I will discuss with Grant and get back to you. Thank you!

From: Artichoke Support - Peet <[email protected]>
Date: Wednesday, June 19, 2024 at 10:41AM
To: Keeza Leavens <[email protected]>
Cc: Grant Kier <[email protected]>
Subject: Calendar Permissions (message id: 82871673)

Automation AutoResolve-Waiting for Customer ran on this ticket. Actions: Change Status to Resolved