How to Request Services for a Meeting with a Pending Room Booking

What is a managed room?

Some meeting rooms in your organization are set up as managed rooms. Instead of automatically accepting a booking, the room invite is reviewed by a delegate. This is a real person, such as a receptionist or facilities coordinator, who accepts or declines each booking request.

When you invite a managed room to a meeting, the event is created in the room's calendar with a pending status until the delegate responds. The meeting exists, but the room has not yet confirmed it.

Can I request services while the room booking is still pending?

Yes. You can request services for a meeting even if the room has not yet accepted the booking.

Because the meeting invite has been sent and the event exists in the room's calendar, AskCody recognizes the meeting and allows you to place service requests straight away. You don't need to wait for the delegate to accept the booking before ordering catering or additional services.

How to request services for a meeting with a pending room booking

1. Create your meeting in Outlook and invite the managed room
2. Send the invite to the room
3. Reopen the event from the calendar, and open the Services Add-in from the meeting in Outlook
4. Place your service request as usual. The request will be created and sent to the service provider immediately, regardless of whether the room has accepted the booking

How service providers handle requests from pending bookings

Service requests placed while a room booking is pending behave exactly the same as requests placed for confirmed bookings:

• If the service provider has auto-accept enabled, the request will be accepted automatically, even if the room has not yet confirmed the booking.
• If the service provider does not have auto-accept enabled, the request will appear as pending at the provider until they manually accept or reject it.

What happens if the meeting is rescheduled?

AskCody's follow-the-meeting intelligence applies in full, whether the room has accepted the booking or not. If the meeting is moved or its details change, your service requests are updated automatically.

• If the meeting is rescheduled before the delegate has accepted the booking, the service request is updated to reflect the new time automatically
• If the meeting is rescheduled after the delegate has accepted, the same automatic update applies
• All standard rules are respected in both cases, including preparation deadlines and buffer time

If the meeting is cancelled, the associated service requests are cancelled in the same way as any other booking.

What happens if the delegate declines the room booking?

If the room delegate declines the booking without assigning an alternative room, the service requests are detached from the meeting. Here's how to reactivate them:

1. Assign a new room to the meeting in Outlook and send the updated invite
2. Reopen the calendar event and open the Services Add-in for the meeting
3. Update the request by selecting the new room and clicking Place Request. This reactivates the request and links it to the meeting again