If your devices stopped displaying new events, it might be possible that your Room Booking System is no longer able to sync with your calendar solution.
If so, your Room Booking System Web Portal will display a notification about the syncing issue and send you an email. In the meantime, Room Booking will automatically continue attempting to resync with your calendar for seven days. If Room Booking is not able to establish a connection with your calendar during that time period, the resync process will end and you will be prompted once again to look into your calendar settings.
So, what are the most common reasons for failed syncs between your Room Booking System and your calendar, and how to resolve them?
Unable to authenticate
Office 365, Exchange, iCalendar
These calendar solutions require an account and password update on a yearly basis. If you experience the failed synchronization issue, please check if you updated your password for these solutions recently, and if you have not, make sure to do so.
Once your password was updated in your calendar solution, visit the Room Booking System Web Portal and update your connected calendar account. To do so, please follow these instructions:
- Log in to the Room Booking System Web Portal with your account credentials
- Navigate to the “Manage” page via the top navigation menu
- Select "Calendar" from the left-hand side menu of the "Settings" page
- Click "Connect with another account" and enter your account information with the updated password
That's it! You should be all set now.
Google Workspace
The user authenticated with the Room Booking System Web Portal account might have lost access to your room resources due to many reasons such as the account being deleted, permissions being changed, etc. No matter what the case may be, you will have to update the connected account in order for your Room Booking System to be able to sync with your calendar once more.
To do so, please follow these instructions:
- Log in to the Room Booking System Web Portal with your account credentials
- Navigate to the “Manage” page via the top navigation menu
- Select "Calendar" from the left-hand side menu of the "Settings" page
- Click "Connect with another account" and select the desired account with access to all your room resources
- Make sure to provide your Room Booking System with the correct access to your account and calendar by clicking "Allow"
You will be redirected back to the Room Booking System Web Portal and that's it! You have successfully updated your connected calendar account.
The resource calendar no longer exists
Another possible reason for your Room Booking System not being able to sync with your calendar is that the certain calendar resource for one of your rooms no longer exists or the account connected to the Room Booking System Web Portal no longer has access to it.
Your Room Booking System will mark the room with which room it is no longer able to sync with a white exclamation mark inside a red circle next to the name of the room in the "Rooms" section of your Room Booking System Web Portal.
In order to resolve this, you will have to remove the problematic room resource and add it once more.
Removing a room
- Select the specific room(s) by tapping on the blank white rectangle on the left
- And click "Remove" (the button will appear next to the "Add room" button above the list, once you have selected the rooms)
Adding a room
First, you will need to acquire the room resources email / ID. If you are unsure how to do so, please visit this link and select your calendar solution. Further instructions will be available there.
Once you have the room resource ready and its email / ID copied, it is time to add it to your Room Booking System Web Portal.
- In the "Rooms" section of your Room Booking System Web Portal, tap the "+Add room" button
- Paste the room resource's email / ID in the dedicated field and click "+Add"
Connecting devices to that room
With the new room resource ready, you need to make sure to connect a device to it, so it will display the relevant calendar information.
To do so, follow these steps:
- Log in to the Room Booking System Web Portal
- Navigate to the “Manage” page via the top navigation menu
- Select "Devices" from the left-hand side menu
- Click on one of your devices. An "Edit device" page will appear which will allow you to adjust certain settings of your device
- Below the "Application" preview image, you will find a field called "Room"
- Find the desired room and select it
- Scroll to the bottom of the page and click the "Save" button in the bottom right corner
And that's it! You have now successfully updated your room resource and your dedicated device will now show your upcoming schedule.
Slow calendar provider system
The final common issue that might cause your Room Booking System to lose the connection to your calendar is an unexceptionally long delay in the communication between the chosen calendar solution and Room Booking.
To be more specific, if the delay between responses is longer than 120 seconds, your Room Booking System will report a problem with the synchronization process. This issue usually occurs with on-premise Exchange and iCalendar solutions.
If you experience this issue, please check your internet connection and ensure it is stable and working.