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Why attendees receive a meeting update when a meeting is ended on a Display

This article explains why ending a meeting early on a Meeting Room Display sends an updated meeting to attendees, and what your options are.

Note: This applies to Exchange Online connected through Microsoft Graph.

If your organization uses Exchange Online, you may notice that when someone taps End on a Meeting Room Display, every attendee receives a meeting update in Outlook showing the new end time. This is expected behavior, and nothing is set up wrong in AskCody or in your Microsoft 365 tenant. This article is for IT Managers and Facilities Managers who get this question from their users.

Why this happens

When a meeting is ended on a Display, AskCody shortens the booking in Exchange. This releases the room for others and makes the calendar show the time actually used.

AskCody's integration with Exchange Online now runs on Microsoft Graph instead of Exchange Web Services (EWS). EWS allowed AskCody to save a change to a meeting without notifying anyone, so ending a meeting early was silent. Microsoft Graph has no equivalent option. When the time of a meeting changes, Exchange Online sends the update to the attendees, and AskCody cannot suppress it.

Can I turn it off?

No. There is no setting in AskCody or in Microsoft 365 that stops the update. You have two options:

  1. Keep the End button (recommended). The update is accurate. It shows the real end time in every attendee's calendar, and the room is released for the next booking.
  2. Remove the End button. Disable the Ending option in the Display Template used by your Displays. Attendees no longer receive an update, but the room stays booked until the original end time, even if the meeting finished early.