Purpose

Sometimes it is necessary to move bookings around from within the Condeco web page, rather than using Outlook. Any movements must be communicated to the original room requester to ensure their bookings are up to date; this guide explains the procedure for this.

Selecting Meeting to be Moved

• Click Booking Grid located on the left hand panel and find the meeting you want to move:
  
  

  

  
  
  

• Click the small black arrow located in the top right hand side of the booking:
  
  

  

  
  
  

• Select ‘Move’ from the list – this will remove the meeting and copy it to the clipboard:
  
  

  

  
  
  

• Locate a new room, date, time etc to move the meeting to on the Booking Grid
  
  

• Left click the area in the booking grid that corresponds to the new time/date etc that you require, a pop up box will be displayed:
  
  

  

  
  
  

• Click OK to move the meeting
  
  

Confirming the Meeting

Once OK is clicked, the booking is moved to the new location and/or date/time and is set to a ‘Pending’ status by default. If you have the authority to confirm the booking, click the black arrow located at the top right hand side of the meeting and change the status from Pending to Confirm:

Updating the Outlook Calendar Invite

If the original meeting was booked in Outlook, this next step must be followed to ensure attendees know about the change in time/dates. If the meeting was booked in Outlook, there will be an icon shown on the booking grid as below:

• Once the meeting has been moved, the meeting owner will receive a duplicate entry in their calendar from Condeco showing the change of room and/or date:
  
  

  

  
  
  

• The screenshot above shows the original meeting was booked in Core 1, but this has been moved to Boardroom. The next step is to synchronise the two and send updates to all attendees.
  
  

• The meeting owner is required to open their original Outlook appointment (shown above in green). This action automatically updates the location/date/time automatically in the Outlook invite as shown below in green:
  
  

  

  
  
  

• Click ‘Send Update’ as shown in red above to inform attendees of the changes. If this is not done then attendees calendars will not be updated with these changes and will cause confusion.