Assigning a different room
For all practical purposes it is sometimes necessary to change a meeting room reserved by party A because it is required party B. In Planon ProCenter a Facility Management employee or an Administrative Coordinator can do this by simple assigning a different room (reservation unit) to a reservation.
Example
1. A meeting organizer has sent a meeting request via Exchange inviting a room in Planon ProCenter and an attendee.
The meeting request is accepted by both the attendee (manually) and the room (automatically).
2. As it turns out, this meeting room is required by another party. In Planon ProCenter, the Facility Management employee switches the appointment's reservation unit.
 | For compound reservation units a message appears. Click Proceed to continue. |
3. The Facility Management employee clicks Save to confirm the reservation unit change.
4. The meeting organizer receives a number of emails:
◦ Decline mail by the previous room
◦ Forwarded mail by the planonadmin account informing the organizer of the room change
◦ An accept mail from the new room
◦ A confirmation mail from the new room
◦ A confirmation mail with the reservation details
5. The meeting organizer opens the meeting request in Exchange, which already contains the updated information (partly prefilled), amends the meeting request and sends an update.
The attendee receives an update listing the changed location.