Organisation Settings is a powerful module allowing administrators to set policies for a specific or across multiple locations. This article will guide you through the intelligent cancellation policies, helping you to manage a specific location.
What does intelligent cancellation mean?
Intelligent cancellation means the cloud will perform the action "meeting room to reject the meeting"/"cancel the meeting"/"end the meeting early" if the conditions are not met.
"Meeting room to reject the meeting" means that the room, once it meets the auto cancellation policies, will reject itself from your booking but your meeting will not be cancelled.
"Cancel the meeting" will cancel both the meeting and the meeting room.
"End the meeting early" is done by using the room panel. This will finish the meeting earlier than planned and update your meeting details accordingly.
What if I want some room to be exempted from the policy?
Automatically, all rooms will follow the policies set. You can add exceptions under each room's policy. Those rooms will not follow the intelligent cancellations policies.
For example, if you have set that rooms will be cancelled automatically if not checked in, the rooms added to your exception list will not be following the policy and thus won't be cancelled, even if they haven't been checked in.
Note: If a policy is changed, it applies straight away and can have adverse effects on the same-day bookings. We recommend setting up the following policies at the end of the day or outside of office hours.
Setting intelligent cancellation policies for a location
1. Head to the Organisation Settings tab.
2. Click on the location you want to manage.
3. Once inside the location, navigate to the Policies, then Intelligent Cancellations.
Auto Cancel Meetings Not Checked In
When a meeting has started but no one has checked in, you can decide to cancel the meeting automatically. You can also decide what happens when the meeting is cancelled from the options in the drop-down menu.
Note: "If not checked in" requires a check-in action to check-in. This can be done via
Smart Display Room Display
Room QR Code and Mobile App
If "disable interactivity" is ON for Room Display, check-in is not enabled for Room Display.
Auto Cancel Empty Meeting Rooms
A meeting can be classified as a 'Zombie meeting' when no one has been in the meeting room for too long. You can set a certain amount of time before an empty room cancels the meeting automatically. You can also decide what you want to happen when the meeting room is unoccupied from the drop-down menu.
Auto Cancel of Desk Bookings Not Checked In
Those are desks that have been booked but nobody checked into them. You can choose to cancel these desks automatically after a custom time (in minutes). You can also enable a custom message for users to receive when their booking is cancelled.
Auto Cancel of Unoccupied Desks
Note: you must have IoT devices installed for this policy to be applied.
When desks are left unattended for too long, you can decide to cancel the booking related to them. Enable the toggle and set the time (in minutes) a desk can be left unoccupied before it is cancelled.