Preventing Users from seeing meeting rooms or desks they are not allowed to book

Learn how to manage access to viewing and booking rooms or desks with AskCody

If your organization has different teams, departments, or even locations that should have access to specific meeting rooms or desks, with Exchange and Microsoft 365 it’s of course possible to set up guard rails, so that only certain users are able to book certain resources, but this comes with a drawback in user experience.

With Outlook and Exchange, it is not possible to fully scope who can see what when it comes to booking resources at the office. Everyone can see everything, and rejections come first after having placed a booking request. This ends up being frustrating for some users as they, in some cases miss the notification e-mail with a rejection for a meeting room for an important meeting, and only see it when it is already too late.

Facility Managers also need to (in many cases) reject booking requests on meeting rooms or desks that some users do not have access to (such as VIP rooms, or desks assigned to specific departments).

AskCody Resource Groups brings what-you-see-is-what-you-book functionality to the Bookings add-in, as instead of people scrolling through a long list of spaces they can’t actually use, they’ll only see the ones available to them. This update allows admins to control exactly who sees and books specific spaces by linking Entra ID Security Groups to Resource Groups in AskCody.