Prerequisites
Add-On Activation by our Sales Team
Room Displays deployed for each optimized meeting room
Google Workspace or Microsoft 365 (Modern Authentication only)
Owner Role permission for initial configuration
Resource Optimizer is a specialized tool designed to enhance the efficiency of managing office meeting room reservations. This feature calculates attendance based on the meeting confirmations and allows for customization of parameters such as total attendance, strike limits and warning thresholds. For example, the strike limit defines the maximum number of consecutive declines or cancellations allowed for individual instances within a recurring event before the reservation is automatically cancelled.
Settings
Note: Only users with the account owner role have a permission to modify settings of Resource Optimizer.
Auto-evaluation [on/off]
Evaluate the limits when data reloaded. Notifications and event cancellation will be performed when data load requested.
Warning Limit [1-3]
Total limit of declines when notification to the organizer will be performed
Strike Limit [3-5]
Total limit of consecutive declines when event cancellation will be triggered
Enable Warning Notifications
Warning notifications will be sent to the organizer automatically if auto-evaluation enable
Show Subject
The subject/summary of event will be displayed in the agenda views and exports
Enable Cron
The daily trigger at 00:00 UTC will be performed according to the settings
Email template for warning event notifications
Default text of warning message for the user which includes event subject/summary, performer, resource name, start/end dates
Email template for cancelled event notifications
Default text of cancellation message for the user which includes event subject/summary, performer, resource name, start/end dates
Exception email list
Put email addresses on this list and events created by organizers with the emails in the exception list will be ignored
Views
Active
Recurring events have a last occurrence date after a current date. User can manually select the records and perform Warning or Cancel action.
Action Warning
The email notification is sent to the event organizer. The default message is Your recurring reservation can be cancelled and removed from resource ${resourceDisplayName} due to low attendance. Please check your reservation or increase the attendance to avoid cancellation.
Action Cancel
The event is cancelled and removed from the resource's calendar. The email notification of cancellation is sent to the event organizer. The default message is: Your recurring reservation has been cancelled and removed from resource ${resourceDisplayName} by ${userWhoCancelled} due to low attendance.
Completed
Recurring events have a last occurrence date before a current date. No available actions for the records, however records are available in the exports.
Cancelled
Recurring events are available in the calendar, but the status of the object means the event is cancelled. No available actions for the records, however records are available in the exports.
Log
Log records are available for behaviour inspection of the Resource Optimizer.
EVENT CANCELLATION - CRON - The event has been cancelled by scheduler.
EVENT CANCELLATION - The event has been cancelled by Performer.
WARNING SENT - CRON - The warning notification has been sent by scheduler.
WARNING SENT BY PERFORMER - The warning notification has been sent by Performer.
SKIP - The organizer is in the exception list.
Exports
Exporting records to CSV in Resource Optimizer enables you to analyze the data on your local.
Export Log
Id,Resource,Organizer,Subject,Start,End,TotalDeclines,TotalRequested,Frequency,LastOccurrence,Attendance,CancelledDate,CalendarId,Performer,PerformedAt,Operation,Reason
Export Events
Id,Resource,Organizer,Subject,Start,End,TotalDeclines,TotalRequested,Frequency,LastOccurrence,Attendance,CancelledDate,CalendarId